Email outreach
How leads are found, read, scored and drafted, what each view on the Emails tab means, and how contacts are found.
Email outreach is the heart of Larvabot: finding pages where your project genuinely belongs and writing to the people behind them. This page covers everything up to the draft. Reviewing and sending covers the rest.
Not every project needs email
Email outreach fits when your buyers are businesses, publishers or organisations with websites. When they're individuals (a DJ's couples, a furniture maker's households), the analysis plans few or no email campaigns and your leads arrive in Conversations instead. The Emails tab then says so.
#Where leads come from
Each email campaign has a list of search queries. Every few hours, Larvabot takes the next query, runs it through your search providers, and saves new pages as leads. Pages you've already seen, big platforms and obvious junk are filtered out.
You can also add leads yourself: paste a URL into Paste a page URL to add a lead on the Emails tab. Manual leads go through the same research and drafting.
#The Emails tab
Every lead lives on the project's Emails tab, grouped by what you can do about it. It opens on the first view that needs you.
| View | What's in it | What you can do |
|---|---|---|
| Ready to send | Drafts written for pages that fit | Edit, then Send now or Schedule. Reviewing and sending |
| Scheduled | Emails waiting for their send time, soonest first | Reschedule, unschedule, or send now |
| Needs a contact | Good fits where no email or contact form was found yet | Search the web again, Add a contact yourself, or skip |
| Sent | Emails that went out, with replies and backlinks | Read the thread, check the inbox |
| In progress | Pages still being read, and leads waiting for their draft | Research now, Draft now |
| Not a fit | Leads scored as a poor fit, each with the reason | Try anyway: finds a contact and writes the draft if you disagree |
The project's Overview adds it all up: leads found, emails sent, replies, conversations, directories and visitors, plus a to-do list that links straight to whatever needs you.
#Research: reading and scoring
For each found lead, Larvabot reads the page (direct fetch, or Jina Reader for JavaScript-heavy pages) and the AI scores its fit from 0 to 100 against your profile and the campaign's goal. Leads under 60 are skipped automatically.
For the rest, it records what you'd want to know before writing:
| Field | What it is |
|---|---|
| Page summary | What the page is about |
| Their audience | Who reads it |
| Why we're reaching out | Why your project fits here |
| Detail to mention | Something specific from the page, so the email couldn't be sent to anyone else |
| What to suggest | A concrete ask, picked from your profile's What you can offer |
| Entry point | The exact URL the email is about |
Open a lead to see and edit these. Re-research reads the page again.
#Finding a contact
Contacts come from the page first, because that's free, unlimited and usually right:
- The page itself: mailto links, visible addresses, the author byline and bio
- Nearby pages: contact, about and "work with me" pages, plus contact forms and social profiles
- Web search: Larvabot searches for the address the way you would ("site.com contact email") across up to three of your search providers, using their AI answers and any contact page they surface. It only uses addresses that actually appear in the results and belong to the site (or a personal mailbox shown next to its name), never guessed ones.
- Free finders, only if nothing turned up: Prospeo (when the author's name is known), the Tomba author finder, Hunter, then Tomba domain search
- Mail server check: every address's domain must accept mail, so you never write to a dead address
When only a contact form exists, the lead is marked for sending via contact form: you paste the draft into their form yourself and click Mark sent (via form).
You can always type a contact in yourself on the lead: Name, Email or Contact form URL, then Save.
Leads that end up in Needs a contact get a second chance: Larvabot searches the web for them again in the background (each one at most monthly). To do it right away, click Find missing contacts on the Emails tab. The lead's details show where each address came from, so you can judge it before approving.
#Drafting
For each lead with a contact, the AI writes three emails:
- First email: short, names the entry page and the detail, makes one small suggestion
- Follow-up 1: about 4 days later, a gentle nudge
- Follow-up 2: about 9 days after the first, a polite last note
Drafts use your site analysis's tone and cautions, and end with your signature and the opt-out line. Want another go? Redraft writes a fresh set.
With Show each lead a live example on in the outreach brief, the first email also points to one real, recent public post where someone asks for what that lead sells (in their city when one turns up), with its link. The post is found once per lead and kept, so a redraft uses the same one.
#Running steps by hand
The hourly schedule does all of this for you, a few leads at a time. To speed things up:
| Button | Where | What it does |
|---|---|---|
| Find more leads | Overview, Emails | Runs the next search query for this project |
| Research now | Emails › In progress | Reads and scores the next found leads |
| Draft now | Emails › In progress | Writes emails for leads that have a contact |
| Search for all of them | Emails › Needs a contact | Searches the web for every lead missing a contact |
Why so few at a time?
Free AI tiers limit requests per minute. Three at a time finishes in well under a minute and never trips a rate limit. The hourly schedule keeps a steady trickle going without you.
#When a lead stalls
If something goes wrong (the page is down, the AI times out), the lead shows a Last error. Most fix themselves on the next run. If one keeps failing, skip it or add the contact yourself. Troubleshooting