Prompt playbook for high reply rates

Who this is for: users who know the basics of writing instructions and want more replies from the same list.

The AI writes one email per lead from your two instruction boxes. Small changes in those boxes change every email, so treat them like ad copy: one variable at a time, measured by replies.

The anatomy of a reply-winning brief

Templates to paste

Subject, practice name

Write a 3 to 6 word subject line that mentions their practice name. Lowercase except names. No clickbait, no question marks, no exclamation marks.

Subject, observation

Write a subject line under 7 words that refers to one specific thing on their website, such as a service or a new location. Plain and curious, not salesy.

Email, website compliment plus audit offer

You are Maya from Bright Smile Marketing. Write to the practice owner in a friendly, direct tone. Start with one real detail from their website and why it is good for patients. In one sentence, say we help practices like theirs turn website visitors into booked appointments. Offer a free 10-minute website audit. End with one question: would a short call next week be useful? 60 to 90 words. No links, no signature.

Email, list data only (research off)

Write a short email to the practice in {{city}}. Mention that we work with practices in their area. Offer one useful idea in one sentence. Ask if they are the right person to talk to about new patient growth. Under 70 words. No links, no signature.

Email, strict personalisation

Pair this with Only email leads whose website we could read:

Base the first sentence only on what we read on their website. If nothing specific stands out, mention their main service. Never mention prices, reviews or staff names.

Rules that consistently lift replies

1. Short beats complete. Under 90 words. The goal is a reply, not a sale.
2. One question. Two questions halve the answers.
3. Specific beats flattering. Your new Invisalign page beats your amazing website.
4. Easy yes. Worth a 10-minute call? beats When can we meet?.
5. No links first. Links lower inbox placement and replies; send them after a reply.
6. Say what not to do. The AI follows “never” rules well: never invent facts, never use “I hope this finds you well”.

Use your list columns well

The AI sees every column. Add columns that make good hooks before you import: specialty, number of locations, city, rating, a recent event. Then refer to them in plain words (mention their specialty) or pin them with a chip ({{specialty}}).

Test and improve

1. Write the brief and use Generate preview until the email for the first lead reads well. The preview always uses the first lead of the list.
2. Start in review mode. Read the first 20 emails. Note the most common weakness.
3. Pause, change one line of the instructions, Save instructions, and Rewrite the waiting emails that had the problem.
4. After 100+ sends, compare Replies divided by Emails sent in the campaign report.
5. To A/B test, Duplicate the campaign, change one thing, and run it on a separate list of similar leads.

Warning: Two campaigns cannot share one open list. Split your leads into two lists for an A/B test.

Cost control

• Use only the list data costs one AI request per lead. Research adds requests for reading the website.
• Under Advanced: limit AI usage, lower Website pages read per lead to 1 and Website text read per lead to about 4,000 for cheaper runs.
• The report’s AI requests line shows what a campaign used.

Next step

Scale with multiple sending accounts and workspaces.