Outreach SOP for Teams: Standard Operating Procedure
A clear SOP eliminates confusion and ensures consistency across your team. This template is ready to copy, adapt, and share with your reps.
How to Use This SOP
- Copy the sections below
- Customize the details for your team
- Share with all reps during onboarding
- Review and update quarterly
One-Page Summary
OUTREACH SOP - QUICK REFERENCE
Daily Routine
- - Check for new replies (first thing)
- - Work through follow-up queue
- - Source new opportunities
- - Log all activities same-day
Required Fields
- - Source/Platform
- - Job URL/Link
- - Contact/Company
- - Value Estimate
- - Stage + Follow-up Date
Follow-Up Rules
- - First follow-up: Day 3-5
- - Second follow-up: Day 10-12
- - Final: Day 20 (break-up email)
- - Max 3 follow-ups if no response
Outcome Rules
- - Won = Contract signed
- - Lost = They said no (add reason)
- - No Response = 3+ tries, no reply
- - Not Fit = We passed
Detailed SOP
1. Daily Routine
Morning Block (30-45 min)
Check for new replies (5 min)
Respond to hot leads within 2 hours when possible
Clear overdue follow-ups (10 min)
Handle or reschedule anything past due
Send today's scheduled follow-ups (15-20 min)
Work through the queue in priority order
Source new opportunities (remaining time)
Find and log new leads to keep pipeline full
2. Required Fields
Every opportunity record MUST have these fields filled:
Source/Platform
Where it came from (Upwork, LinkedIn, etc.)
Job URL/Link
Direct link to posting or conversation
Contact/Company
Who you're reaching out to
Value Estimate
Expected deal size if you win
Stage
Current pipeline stage
Next Follow-up Date
When to follow up next
3. Follow-Up Cadence
Standard Follow-Up Schedule
Rule: After 3 follow-ups with no response, close as "No Response"
4. Outcome Definitions
Contract signed OR clear verbal yes with payment terms agreed
They explicitly said no. Always add a reason: price, competition, timing, scope mismatch, etc.
3+ follow-up attempts with no reply. Mark after final follow-up.
We decided to pass. Add reason: budget too low, red flags, outside expertise, etc.
5. Ownership Rules
- 1.First to log owns it. No exceptions.
- 2.Check for duplicates BEFORE creating a new record.
- 3.24-hour hold: If you log it, you have 24 hours to bid. After that, it's open.
- 4.Handoffs require a handoff note and new owner acknowledgment.
- 5.No shared ownership. Every lead has exactly one owner.
6. Weekly Review Process
Every Monday Morning
1. Clear all overdue follow-ups
2. Close stale leads (14+ days no activity)
3. Review pipeline: enough active leads?
4. Set weekly sourcing target if pipeline is thin
5. Note one thing to improve this week
Related Guides
Rep Onboarding
First-week plan for training new reps on this SOP
Weekly Pipeline Review
Meeting playbook for team reviews
Standardize Your Team's Outreach
Clear processes, consistent results
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