Outbound email goes wrong when it sounds like a template or claims things it cannot know. This AI cold email writer template installs a one-person Outreach department in Biilda with one rule: it only says what you told it. It drafts a personalised email for each prospect on your list, then the follow-ups that fall due, and you review and send every one.
It is for founders and small sales teams who write outbound by hand. Biilda is a free desktop app for Windows and macOS: you describe the job in chat and it builds AI employees (its word for an AI agent with a job), skills and scheduled tasks. For inbox work in general, see the Gmail assistant use case.
What this template does
A one-person Outreach department built around a single rule: it only ever says things about a prospect that the user actually told it. It never browses the web, never guesses at a company's size or funding round, and never invents a reason a prospect would care — personalization comes exclusively from the prospect list (and any CRM records) the user provides.
On request, the outreach writer reads the prospect list file from a folder you've granted it, drafts a personalized cold email per prospect using the cold-email skill's playbook, and writes the batch to an outbox folder for review — or straight into Gmail drafts if Gmail is connected. Every prospect gets a short personalization note explaining exactly which piece of provided data the email leans on, so review is fast.
Every morning at 9:30, a follow-up check scans the tracking file (and the inbox for replies, if Gmail is connected) and drafts any follow-up that's due per the follow-up-sequence skill's 4-touch cadence. Any reply — positive, negative, or an opt-out — stops that prospect's cadence permanently; it never re-starts on its own.
Gmail is optional. Without it, the writer works entirely in files — draft emails, an outbox folder, and a tracking file you send from yourself. Connect Gmail and it drafts straight into your account instead, so review-and-send happens in one place.
Sending always waits for your approval by default — nothing goes out, and no CRM/tracking field changes, without your sign-off unless you turn that off for this employee.
How does an AI cold email writer stay honest?
Personalization comes only from your prospect list and any CRM records you provide. When you run Draft outreach batch, the Outreach Writer reads the list from a folder you granted and uses the Cold email skill to write one email each. Every prospect gets a short note naming the exact data the email leans on, so review is fast.
Each morning at 9:30 a follow-up check reads your tracking file and drafts whatever is due under the Follow-up sequence skill: a four-touch cadence in which the first cold email is touch one, with hard stop conditions. Replies override the schedule, and the cadence does not restart on its own after one.
What do you need to set it up?
A prospect list file in a folder you grant. Gmail is optional.
- Download Biilda and open it.
- Open Templates and find the Outreach Department.
- Add it in one click.
- Grant the folder with your prospect list using your computer's own folder picker. Optionally connect Gmail from Connectors.
- Review what was installed, then switch on what you want. The employee and tasks start off.
Without Gmail, the writer works in files: draft emails, an outbox folder and a tracking file you send from yourself. With Gmail, drafts appear in your account. Downloading is free, with no subscription; credits start at $20 and each task costs what it uses. The follow-up check runs on Economy (pricing).
What can you change?
Your tone lives in the Cold email skill: rewrite its playbook for the length and voice you use. The cadence lives in the Follow-up sequence skill, so edit that if four touches is wrong for you. The 9:30 check can run at another hour, and Draft outreach batch can go to Best for a list worth the extra care.
What does it not do?
Unless you change this employee's approval default, nothing is sent: no email, and no change to a tracking or CRM field, without your sign-off. It does not research prospects online, enrich a list or find contacts, since personalization comes only from what you provide. A prospect who has opted out stays out. Scheduled tasks run only while Biilda is running.
Updated October 5, 2026 · 2 min read