AI SDR Outreach Steps, Cadences, Scheduling, and Handoff
This playbook documents a complete AI SDR workflow from first touch to booked meeting—covering LinkedIn + email cadence steps, reply handling, phone-call escalation, calendar scanning, automated scheduling, CRM task creation, sales notifications, reminders, and a structured pre-meeting outline email.
On this page
- AI SDR Overview
- Data Enrichment & Readiness
- Outreach Cadence: LinkedIn → Email → Call
- Reply Handling & Qualification
- Calendar Scan → Recommendations → Booking
- CRM Updates, Tasks, and Notifications
- Reminder Emails and No-Show Handling
- Pre-Meeting Outline Email
- AI SDR Guardrails
- KPIs and Reporting
- Next Steps
1. AI SDR Overview
The AI SDR runs a structured outreach system designed to convert “interest” into booked meetings with minimal friction. It executes a fixed cadence, watches for replies, escalates to a phone call when intent is detected, and automates scheduling + handoff.
What the AI SDR owns
Cadence execution, reply routing, scheduling logistics, reminders, agenda email, and CRM tasks.
What humans own
Complex objections, qualification depth, relationship building, discovery, and closing.
Primary outcome
More qualified 20-minute calls booked with consistent tracking and clean handoffs.
2. Data Enrichment & Readiness
AI outreach performs best when data is complete and segmentation is clean. Enrichment and verification are part of the workflow—not a one-time task.
Required Fields
First/last name, title, company, LinkedIn URL, verified email, phone, timezone, segment.
Enrichment Signals
Industry, employee range, tech stack, triggers (hiring, job changes), intent signals.
List Hygiene
De-dupe contacts, remove invalids, respect opt-outs, and keep “next touch date” accurate.
Readiness Rules
- If missing email: run verification; if not found, stay LinkedIn-only until email is verified.
- If missing phone: enrich; if unavailable, route to email + LinkedIn path only.
- If out of ICP: stop outreach and route to list review.
3. Outreach Cadence: LinkedIn → Email → Call
This cadence is designed to build familiarity, earn a reply, and then quickly convert that reply into a booked 20-minute call. Timing can be adjusted by segment, but the logic remains the same.
Cadence Steps (Example)
LinkedIn Connection Request (Day 0)
Send a connection request with 1 personalization point. No pitch and no links.
- Log: LinkedIn request sent, set next action in 3 days.
If Accepted → LinkedIn Follow-Up (Day 3)
Value-first message + one question. Goal: start a conversation.
- Rule: No CTA unless they show interest.
Email Touch (Day 6)
Send a short plain-text email: relevance-first + 1 CTA (20-minute call or send overview).
- Rule: One link max (optional). Keep it simple.
Reply Detected → Phone Call Step (Immediate)
Once they reply on LinkedIn or email, trigger a call task: the SDR calls to confirm fit and convert to booking.
- Outcome: book the 20-minute call or schedule a time to follow up.
No Reply → Continue Block Cadence (Optional)
If no reply, continue with your standard block cadence (PING / VME / SE) for ~60 days, then move to nurture.
- Rule: Rotate value angles (benchmark, checklist, insight, case pattern).
Two-Block Outreach (Optional Extension)
- Block 1: 5 touches focused on relevance and conversation.
- Block 2: 5 touches with a new angle and fresh value (different hook).
- Then: move to nurture touches every 60–90 days.
4. Reply Handling & Qualification
Replies trigger a different workflow. The AI SDR should shift from “sequencing” to “conversion,” routing quickly to a call and booking.
Positive reply
Confirm their goal, propose times, and move immediately to scheduling.
Neutral reply
Ask one clarifying question, then propose a short call if fit is likely.
Not now
Set a follow-up date (60–120 days) and move to nurture cadence.
Qualification (lightweight)
- Confirm they’re the right person (or get a referral).
- Confirm one pain/timing signal.
- Set a clear next step (20-minute call).
5. Calendar Scan → Recommendations → Booking
Once interest is detected, scheduling becomes the priority. The AI SDR should reduce friction by checking calendar availability and providing clear time options to the prospect.
Scheduling Workflow (AI SDR)
Scan AE/Sales Agent Calendar
Check availability for a 20-minute meeting in the prospect’s timezone.
- Rule: only suggest times that are truly open; avoid double-booking.
Recommend 2–3 Times
Offer a short list of options. Include a “none of these” fallback.
- Example: “Would Tue 10:20am, Wed 2:00pm, or Thu 11:40am work?”
Schedule, Invite, and Confirm
Create the calendar event, send the invite, include meeting link and agenda.
- Include: dial-in/link, time zone, agenda bullets, reschedule option.
6. CRM Updates, Tasks, and Notifications
Booking isn’t complete until the CRM is updated and the AE/Sales Agent is notified with context.
Required Actions After Booking
- Update lead stage/status to “Meeting Set” and set rating to 0.
- Add a structured Lead Summary note (context, trigger, goals, stakeholders).
- Create a task for the AE/Sales Agent: “Review summary before call.”
- Send AE notification (CRM alert, email, or Slack): include meeting link + key bullets.
Lead Summary Template (copy/paste)
- Contact & Company: Name, title, company, LinkedIn, location, best phone/email.
- Why now: Reply context, trigger, timeline.
- Primary goal: What they want to solve or explore.
- Constraints: Budget, tools, timeline, stakeholders (if known).
- Meeting details: Date/time, timezone, attendees, meeting link.
7. Reminder Emails and No-Show Handling
Reminders reduce no-shows and improve call quality. The AI SDR schedules reminders automatically after booking.
24-hour reminder
Confirm time + agenda + meeting link + quick “reply with questions” option.
1-hour reminder
Short confirmation + join link. Keep it simple and direct.
No-show process
Update CRM, send reschedule note, and route to short follow-up cadence.
8. Pre-Meeting Outline Email
The AI SDR sends a structured outline to set expectations, reduce friction, and help the AE run a tighter meeting.
Outline Email Template
| Section | Example Copy |
|---|---|
| Subject | Quick agenda for our 20-minute call |
| Opening | Looking forward to our conversation. Here’s a short outline so we can make the most of 20 minutes. |
| Agenda | 1) Current process & goals 2) What’s working / what isn’t 3) Constraints 4) Options + next steps |
| Prep Questions | What outcome matters most? What are you using today? What timeline are you working against? |
| Close | If anything changes, just reply here and we’ll adjust the time. |
9. AI SDR Guardrails
Guardrails protect your brand, ensure compliance, and prevent automation from creating bad pipeline.
- Compliance: Honor opt-outs and do-not-contact immediately across channels.
- Escalation: Route pricing, legal, or complex objections to the AE.
- Quality: No links in connection requests; limit links in email; keep messages short.
- Scheduling: Timezone accuracy, reschedule option, and no double-booking.
- Logging: Every action logged in CRM the same day.
10. KPIs and Reporting
Measure inputs, conversion points, and handoff quality. Optimize one variable at a time.
| Category | KPIs | Why it matters |
|---|---|---|
| Accept rate, reply rate, time-to-first-reply | Measures targeting and top-of-funnel resonance. | |
| Open rate, reply rate, positive replies | Measures message-market fit and list quality. | |
| Conversion | Reply → booked meeting rate, speed-to-book | Measures the AI SDR’s scheduling effectiveness. |
| Meeting Quality | Show rate, next-step rate | Ensures meetings are qualified and worth AE time. |
| Operations | CRM compliance, task completion, notification SLA | Keeps the system reliable and reportable. |
Next Steps
To implement this AI SDR playbook, start with one segment, one cadence, and one booking workflow. Validate results, then scale volume and add additional segments.
Implementation Checklist
- Define ICP + segment rules + enrichment requirements.
- Build LinkedIn → email cadence logic and reply triggers.
- Connect calendar scanning + booking + meeting invite templates.
- Configure CRM updates + task creation + AE notifications.
- Automate reminder emails + pre-meeting outline email.
- Launch with QA reviews and weekly reporting.