Outreach Sequence Tracker Template
A template for tracking cold outreach sequences—steps, timing, replies, and conversions. Works with or without dedicated cold email tools. Stop losing track of who you've contacted.
What You'll Get
- Google Sheet tracker — Full sequence tracking with calculations built in
- Sequence example — 5-step cold email sequence template
- Metrics dashboard — Auto-calculated reply rates, conversion rates
Download the Template
Get the sequence tracker and start tracking your outreach.
No email required. Free to use and share.
Tracker Structure
The tracker has 3 main tabs:
Tab 1: Prospects
Where you track each prospect and their status:
| Name | Company | Sequence | Step | Status | Last Contact | Next Due | |
|---|---|---|---|---|---|---|---|
| John Smith | Acme Corp | [email protected] | Cold Email A | 3 | Waiting | Jan 5 | Jan 8 |
Tab 2: Sequences
Define your email sequences:
| Sequence Name | Step | Days After Previous | Subject Template | Type |
|---|---|---|---|---|
| Cold Email A | 1 | 0 | Quick question about... | Initial |
| Cold Email A | 2 | 3 | Re: Quick question... | Follow-up |
| Cold Email A | 3 | 4 | Worth a quick chat? | Follow-up |
Tab 3: Dashboard
Auto-calculated metrics:
247
Total Contacted
18%
Reply Rate
8%
Meeting Rate
23
Due Today
Example 5-Step Cold Email Sequence
Step 1: Initial Email
Day 0Short, personalized, value-focused. One question to prompt reply.
Step 2: Follow-up (Value Add)
Day 3Same thread, add a relevant insight or resource. Not "just following up."
Step 3: Follow-up (Different Angle)
Day 7Try a different pain point or value prop. Maybe a case study.
Step 4: Social Proof
Day 12Brief testimonial or specific result from similar company.
Step 5: Break-up Email
Day 18"I'll assume the timing isn't right" with an easy out. Often gets the response.
Status Definitions
Not Started
Prospect loaded, no emails sent yet
In Sequence
Actively being contacted, waiting for reply
Replied
Got a response, needs follow-up action
Meeting Booked
Call scheduled—success!
Not Interested
Declined or asked to stop
Completed
All steps done, no reply—can retry later
Common Mistakes & Tips
Sending from your main domain
Cold outreach can hurt your domain reputation. Use a separate domain that forwards to your main.
No warm-up period
New email accounts need to send gradually increasing volume. Start with 10-20/day, increase over weeks.
Generic templates
Personalization matters. At minimum, mention something specific about them or their company.
Too many follow-ups
5-7 touches max. After that, you're just annoying people. Know when to stop.
How to Run This in Corcava
- Deals as prospects — Each prospect becomes a deal in your pipeline
- Email integration tracks all correspondence
- Tasks for follow-ups — Reminders for each sequence step
Maps to: Deals, Email Integration, Tasks features
Frequently Asked Questions
Why use a spreadsheet instead of a cold email tool?
Spreadsheets work fine for low-volume outreach (under 100/week) and are free. Cold email tools like Instantly or Apollo are worth it at higher volumes—they handle sending, warm-up, and tracking automatically.
How many emails per day is safe?
For cold email: start with 10-20/day on a new account, increase gradually to 50-100/day over 4-6 weeks. Stay under 100/day per mailbox to avoid spam flags. Use multiple mailboxes for higher volume.
What's a good reply rate?
10-20% is solid for well-targeted cold email. Under 5% means your list, targeting, or messaging needs work. Over 25% is excellent—you've found something that resonates.
Should I use the same sequence for everyone?
Create 2-3 sequences for different personas or value propositions. Test which performs better. One-size-fits-all rarely works as well as targeted messaging.
When should I stop a sequence?
Stop when: they reply (any response), they unsubscribe/bounce, or you've completed all steps with no response. You can retry "completed" prospects in 3-6 months with a new angle.
Is cold email legal?
In the US, B2B cold email is legal under CAN-SPAM as long as you include opt-out and physical address. In the EU, GDPR requires legitimate interest basis. Check regulations for your target market.