# Draft outreach and follow-up for consultants struggling to find new clients on Mac

> Consultants struggling to find new clients can draft outreach and follow-up emails in a short routine. Steps for Outlook, Apple Mail and Excel on Mac.

URL: https://www.lazur.app/for/consultants/problems/consultants-struggling-find-new-clients
Updated: 2026-11-09

If you are a consultant struggling to find new clients, the fix is usually a steady routine of short, specific emails, not one big push. This guide shows how to draft first outreach, time the follow-up, and track replies in Outlook, Apple Mail and Excel on a Mac.

## Quick answer

- Most outreach fails because it is rare, vague, or never followed up.
- Ask for one small thing in each first note, such as a short call on a named day.
- Send one follow-up in the same thread, then stop unless they reply.
- Apple Mail on Mac has Send Later. Outlook's follow-up help does not list Mac, so check your menus first.
- Track every name in one Excel table so no warm contact goes quiet by accident.

## What draft outreach and follow-up messages costs you

- **A pipeline that goes quiet.** Outreach has a slow cost. When you stop writing to new people, your pipeline empties months later. Current work hides the gap until a project ends. By then, a prospect may have picked another firm, and you never learned it was a choice.
- **Time you cannot get back.** Email takes a large share of a working week. Microsoft's usage data shows the heaviest email users spending 8.8 hours a week on email. Drafting and chasing replies adds to that load. Outreach is often the first task cut when the week gets busy.
- **A rough dollar value.** Put a wage on that time and the total grows. The BLS median for management analysts is $48.97 an hour. Using the general survey figure of 5 hours a week, that is about $245. It is a value estimate, not cash lost, but it shows what a skipped routine costs.
- **Momentum and confidence.** Silence is hard on the person sending the messages. Some people stop writing altogether after a few quiet weeks. Less writing means fewer conversations, and fewer conversations make it harder to learn what works.

## Why it happens

1. **Your first message asks for too much.** A message that opens with a long biography and asks for a meeting makes the reader do all the thinking. Readers need one clear reason to care and one small step they can take. Without both, the note sits unread until it is archived.
2. **Outreach happens in bursts.** Outreach that happens only when a project ends tends to stop when the next project starts. Client work fills the calendar, so the outreach block disappears. The gaps grow, and restarting feels harder than the first attempt did.
3. **Your list is a mood, not a plan.** Writing to 'my network' is vague. Without a short list, you pick recipients by mood. A few people get messages while others never hear from you. A named list makes the next step obvious.
4. **A second note feels like nagging.** A follow-up can feel like a bother, so people skip it. A survey trial found that one planned reminder raised response. That was a survey of firms, not a sales test, so treat the follow-up as a normal step, not a favor.
5. **Nothing tracks who you wrote to.** If you cannot see who got a message and when, follow-ups depend on memory. Memory drops the names that matter most in a busy month. The gap grows quietly, and nobody notices until a deal is gone.

## How to fix it

- **Ask for one small thing.** Pick one ask per message, such as a short call on a named day or a yes or no on whether the topic matters. Small asks get answered in one line. Big asks get saved for later and forgotten.
- **Build a short list before you write.** Write names for people you already know, grouped by the kind of project they could hire you for. Cut anyone you cannot connect to a reason. A short list is easier to finish than an open-ended network.
- **Book outreach on the calendar.** Put one outreach slot on your calendar each week and treat it like a client meeting. In Outlook, use Calendar and mark the event as busy. Keep the slot at the same time each week so it becomes a habit.
- **Plan one follow-up before you send.** Set a follow-up date when you send the first note. Reply in the same thread with one new fact. Stop after the planned follow-up unless the reader replies, and do not improvise a fourth touch.
- **Keep every contact in one place.** Use one tracker for every person you write to. A spreadsheet, a notes file, or Apple Numbers will do. The point is one list that you check each week, not a perfect tool.
- **Read the draft out loud.** Read each draft once aloud before you save it. Cut sentences you would skip if you were speaking. If you stumble on a line, the reader will probably skim past it.
- **Honor a no quickly.** Reply in one kind line when someone says no. Mark them closed and move on. A respectful exit keeps the door open for later, when their needs change.

## What the email numbers say about your week

Start with the time you already spend on email. Microsoft looked at usage data from Microsoft 365 commercial users in a window ending March 2023. The heaviest email users, the top 25%, spent 8.8 hours a week on email. That figure comes from telemetry, not a survey, and it covers many kinds of work. It does not measure consultants alone. It does show how quickly email fills a week before outreach gets a turn.

- **8.8 hours** A week on email for the heaviest 25% of Microsoft 365 email users, from usage data ending March 2023 ([source](https://www.microsoft.com/en-us/worklab/work-trend-index/will-ai-fix-work))
- **5 hours** Average weekly time reading and writing work emails, in a survey of 1,020 Americans (February 2024) ([source](https://www.emailtooltester.com/en/blog/workplace-communication-statistics/))
- **8.9 points** Higher survey response after a second reminder sent two business days before close, in a German firm trial ([source](https://academic.oup.com/jssam/advance-article/doi/10.1093/jssam/smag002/8780355))
- **$48.97** Median hourly wage for management analysts in May 2025, a BLS category with overlapping duties ([source](https://www.bls.gov/ooh/business-and-financial/management-analysts.htm))

The EmailTooltester survey is a different kind of evidence. It asked 1,020 Americans in February 2024 how they spend work time. On average, people reported 5 hours a week reading and writing work emails. That is about 12.5% of a 40-hour week. The sample covers the general workforce, so treat it as a rough mirror, not a benchmark for your practice.

Take a plain look at your own week before you change anything. Sort each email session into client work, admin, or outreach. Write down the rough time each one took. The outreach group is often the smallest, and it decides next quarter's work. That is the group to protect first.

## What the time costs in money, using a sourced wage

A rough cost helps you decide whether the routine is worth fixing. The Bureau of Labor Statistics reports a median wage of $48.97 an hour for management analysts in May 2025. The duties in that category include making recommendations to management and working with clients on site. Much consulting work overlaps with that, but the figure is still not your rate.

| Item | Figure | Source |
| --- | --- | --- |
| Hours a week on email and writing, general survey | 5 | EmailTooltester survey |
| Median hourly wage, management analysts, May 2025 | $48.97 | BLS Occupational Outlook Handbook |
| Weekly value of 5 hours at that wage (my arithmetic) | about $245 | 5 × $48.97 |

_Rough value of 5 hours a week at the BLS management analyst median_

Read the result with care. A survey average plus a wage average gives a rough figure. It shows that a few hours a week carry real value. It does not tell you what outreach will earn. Only your own tracking can answer that.

> **Swap in your own numbers:** Once you have tracked a week, replace the survey hours and the BLS wage with your own. Your numbers will say more than any average.

## How to draft a first outreach email that gets a reply

A first message has one job. It should make a yes or no easy to give in one line. Most cold notes fail because they ask for a meeting before they explain why the reader should care. Start with the reader's problem, show that you have handled it before, and ask for one small thing.

1. Open with a specific reason. Name the project, the deadline, or a change you noticed in their news.
2. Say what you do in one sentence. Name the type of client and the problem you solve.
3. Share one relevant result you are allowed to share. Use a placeholder if you cannot name the client.
4. Ask for one thing. A short call on a named day is clearer than open availability.
5. Give an easy way out. A line like 'Not the right time? Tell me and I will stop' keeps the tone human.

### A worked example you can adapt

Here is a draft for a former client whose contract is ending soon. Replace each bracket with real details. Keep the whole note to a few short paragraphs, and send it as plain text.

Subject line: Your [contract] review before renewal. Hi [first name], your [service] contract renews soon, so I wanted to reach out before the decision is made. I recently helped [similar client type] review terms like yours. Would a short call on [day] help you decide what to renegotiate? If the timing is wrong, tell me and I will stop.

Notice what the draft leaves out. It has no long biography, no list of services, and no attachment. Those can come after a reply. The ask is small enough to answer in one line.

## Follow-up messages that don't sound pushy

The best evidence on follow-up comes from a survey trial, not a sales trial. Researchers sent a second email reminder to German firms in the Bundesbank Online Panel. The reminder went out two business days before the deadline. Among 3,118 firms, the reminder raised participation by 8.9 percentage points. Raw response was 9.7% with the reminder and 0.9% without it.

![Person typing a follow-up email on a laptop at a desk](https://images.lazur.app/content-images/problem/consultants-struggling-find-new-clients/consultants-struggling-to-find-new-clients-2-2e65b4.jpg)

The effect faded over time. By a later survey wave, firms were about 3 points more likely to respond, 27.5% against 24.5%. That gap was significant only at the 10% level. The authors did not test sending more than two reminders, so the trial says nothing about a third.

> **Read the trial honestly:** The trial measured survey responses from firms. It did not measure replies to sales outreach. Use it as a reason to send one planned reminder, not as proof that more reminders always help.

So what does a good follow-up look like? Reply in the same thread so the first message stays visible. Add one new fact, such as a short note on a topic they raised. Skip 'just checking in,' because it says nothing new. Keep the ask identical so a one-word reply is easy.

- Send it in the same thread so the context stays intact.
- Restate the one thing you want, in the same words as before.
- Add something new, such as a relevant article you wrote or read.
- Say what happens next if the answer is no.
- Stop after the planned follow-up, even if you feel you should write again.

Stop when someone says no or asks you to stop. Send one kind line, mark the contact as closed in your tracker, and move on. A closed contact still has value later, when their needs change.

## Set up the send and the reminder in Outlook or Apple Mail

Apple Mail on Mac has a built-in way to hold a message. Write the email, then click the Send Later button. Pick a preset time, such as tonight or tomorrow morning, or choose a specific date and time. The message waits in the Send Later mailbox in the sidebar.

To change a scheduled message, double-click it in the Send Later mailbox, then click Edit in the top-right corner. To stop it, select the message and click Delete. Check the attachments before the send time arrives, because a missing file is easy to overlook.

Outlook is less clear for Mac users. Microsoft's help article on follow-up reminders gives this path: Message > Follow Up > Custom. You then check Flag for Recipients and set a date and time. That article lists Outlook for Microsoft 365 and Outlook 2024, along with several older versions. It does not mention Mac. Look at the Message menu on your copy before you rely on it.

> **Use reminders sparingly:** Microsoft advises using follow-up reminders sparingly, because they interrupt the recipient. A plain flag may be enough. A reminder on your own calendar costs the recipient nothing.

If the flag option is missing on your copy, set a calendar event for the follow-up date. Put the prospect's name and the subject line in the event. You get the same prompt, and nobody else sees it.

## Track every outreach email in Excel on Mac

A tracker is the cheapest fix for lost follow-ups. Use one sheet with one row per person. Keep these columns: Contact, Company, First note sent, Status, Next step date, and Notes. Excel can then show you who needs a message this week.

![Notebook and laptop on a desk, ready for a client contact list](https://images.lazur.app/content-images/problem/consultants-struggling-find-new-clients/consultants-struggling-to-find-new-clients-3-228e13.jpg)

1. Type the column headers in the first row.
2. Select the range, then choose Insert > Table so Excel treats it as a table.
3. Select the Status column, then choose Data > Data Validation and set Allow to List.
4. In the Source box, type the status options separated by commas, such as Not sent, Sent, Replied, Call booked, Closed.
5. Use the filter arrow on Next step date to find this week's follow-ups.

| Status | What it means | Next action |
| --- | --- | --- |
| Not sent | Drafted, not yet in the mailbox | Send now, or schedule with Send Later |
| Sent | Waiting on a reply | Set the follow-up date |
| Replied | The conversation is open | Answer, then set the next step |
| Closed | They said no or stopped replying | Keep the notes for later |

_Status options and what each one means for your next action_

Keep the Notes column short. Write what they said about timing, budget, or the people involved. Those details make a later message sound informed rather than generic.

Sensitive details belong only in tools your firm approves. A list of prospects is usually fine to keep in a sheet. Check your employer's rules before you add client data from an active engagement.

## Where Lazur fits in your outreach routine

Lazur helps with the parts that eat time: drafting, finding the right control, and setting reminders. Hold fn to dictate a draft at the cursor in any app. Dictation includes snippets, a personal dictionary and clipboard slots, so your signature and standard lines stay consistent.

Hold ⌥ ⌘ (Option and Command) when you cannot find a control. Ask where the Send Later button is. Lazur draws a circle and a label around it on your screen and answers out loud. Ask how to schedule a message and Lazur guides you one click at a time, waiting for each click.

Lazur does not send the email for you. It does not click buttons or operate other apps. You read the draft, change it, and press Send. For follow-up dates, ask Lazur to add an Apple Reminders item or a Calendar event.

> **Before you share a screen with client details:** Lazur listens and looks at your screen only while you hold the shortcut. Audio and the screenshot go to AI providers to answer, and they are not stored. Follow your employer's rules before you show client names or confidential material.

Lazur is not a plugin or add-in for Outlook, Excel, or any other app. It has no partnership with any app maker. It works alongside the apps you already use. If you want to try the voice side, [download Lazur](https://www.lazur.app/download) for Mac, or compare plans on the [pricing page](https://www.lazur.app/pricing).

## Edge cases: referrals, old clients, and people who never reply

Warm introductions beat cold notes. Ask a past client or a colleague to forward a short note, or to tell the person your name first. If you mention someone's name in your message, ask them first. A referral with permission reads as trust.

Old clients need a different message. Start with the last project you did together, not your current services. Check any confidentiality terms from that old engagement before you mention outcomes. When in doubt, describe the type of work, not the client.

Some people never reply. Send the planned follow-up, then close the contact in your tracker with a date. Come back later with one new fact, and skip it if their situation has changed. Silence is an answer you can use, but it is not a yes.

> **Keep a 'Not now' status:** People who say not now often become the best follow-up later, because their timing changes. A separate status keeps them from landing in the closed pile.

## Mistakes that make outreach feel like spam

- Sending the same template to everyone with only the first name changed.
- Attaching a deck or brochure to a first note.
- Writing several paragraphs about yourself before the reader learns why it matters.
- Using a subject line like 'Checking in' with no new reason to open.
- Sending the follow-up on the same day as the first message.
- Following up after a clear no.

Most of these take a minute to fix. Read the draft aloud once before you save it. Cut anything you would skip in a live conversation.

## What to do when someone replies

A reply is the start of a conversation, so answer the question first. Keep the answer short and offer one time to talk. If the reply sounds interested, move the talk to a Zoom call. Keep notes in your tracker afterward. For more on the Zoom side, see [Zoom for consultants on Mac](https://www.lazur.app/for/consultants/zoom).

Update the status the same day you read the reply. Note the decision, the next step, and any date they gave. That habit keeps your follow-up from restarting the thread by accident. If the inbox itself is the bottleneck, the [email triage guide](https://www.lazur.app/for/consultants/problems/email-overload-consultants-time) covers sorting a busy inbox.

## With Lazur

Lazur is a voice assistant for the Mac that lives in the notch. Hold ⌥ ⌘ and ask; it sees your screen, answers out loud, points at buttons and walks you through apps. Hold fn to dictate. Free for 3 days, then $18/month: https://www.lazur.app/download

- “Where is the Send Later button in this window?”: Lazur draws a circle and a label around the Send Later button, then says where it is. (Points at it)
- “Draft a first note to a former client about their contract renewal.”: A draft you can edit, then send yourself from your own mailbox.
- “Hold fn and dictate the follow-up into this message.”: Clean, formatted text at the cursor in any app. Snippets keep your signature consistent.
- “Where is the Send Later button?”: Lazur circles and labels the button on your screen, then says where it is.
- “Walk me through scheduling this message in Apple Mail.”: Lazur guides you one click at a time and waits for each click.
- “Remind me to send the follow-up on Friday.”: An Apple Reminders item for the follow-up, set by voice.
- “Research this prospect's recent news for my note.”: Research runs in Lazur's own Chrome tabs through the Lazur for Chrome extension, then returns a summary and report.

## A plan you can start this week

- **Monday: Pick your short list.** Write the names of people you already know, grouped by project type. Add the last date you spoke and one reason to write now. Cut anyone without a reason.
- **Tuesday: Draft in one sitting.** Write the first note for each name, using the structure in this guide. Dictate with fn if speaking is faster than typing. Read each draft aloud before you save it.
- **Wednesday: Send or schedule.** Send the notes from your outreach slot. Use Send Later in Apple Mail when you want a message to land at a better hour. Record each send in your tracker.
- **Friday: Update the tracker.** Change each status to match what happened this week. Set a follow-up date for every sent note. Filter Next step date to see what is due.
- **Next week: One follow-up, then stop.** Reply in the same thread for names that did not answer. Add one new fact and keep the ask the same. Mark anyone who says no as closed and move on.
- **Weekly: Review what got a reply.** Look at which opening lines and asks got replies. Keep the ones that worked and rewrite the rest. Put the review on the calendar so it does not slip.

## FAQ

### How many follow-ups should a consultant send?

Plan one reminder for a quiet thread, then stop unless the person replies. The Bundesbank trial tested one extra reminder for survey response, not sales outreach. The authors did not test sending more than two reminders, so there is no evidence for more.

### Does Outlook for Mac have a follow-up reminder?

Microsoft's follow-up help describes Message > Follow Up > Custom, then a Flag for Recipients option. That article lists Outlook for Microsoft 365 and Outlook 2024, and it does not mention Mac. Check the Message menu on your copy. If the option is missing, use a calendar event instead.

### How do I schedule an email in Apple Mail on Mac?

Write the message, then click the Send Later button. Choose a preset time, such as tonight or tomorrow morning, or pick a specific date and time. The message waits in the Send Later mailbox in the sidebar until its time.

### Can Lazur send outreach emails for me?

No. Lazur drafts and types text, guides you through steps, and points at things on screen. It does not click buttons or operate other apps for you. You read the draft and press Send yourself.

### Is it safe to use Lazur near client emails?

Lazur listens and looks only while you hold the shortcut. Audio and the screenshot go to AI providers to answer and are not stored. Content is never used to train AI models. Still, follow your employer's rules on client data first.

### Do the time and cost figures apply to consultants?

Not directly. The 5 hours a week figure comes from a general survey. The $48.97 figure is the BLS median for management analysts. Use both as rough reference points, then swap in your own tracked hours and your own rate.

### What if the person asks me to stop?

Stop. Send one short reply that thanks them, mark the contact as closed, and do not write again unless they reach out. Respecting the request keeps the relationship intact if their needs change later.

## Sources

1. [Microsoft Work Trend Index: Will AI Fix Work?](https://www.microsoft.com/en-us/worklab/work-trend-index/will-ai-fix-work), Microsoft WorkLab, checked 2026-11-09
2. [Workplace Communication Statistics](https://www.emailtooltester.com/en/blog/workplace-communication-statistics/), EmailTooltester (Tooltester Network), checked 2026-11-09
3. [Management Analysts: Occupational Outlook Handbook](https://www.bls.gov/ooh/business-and-financial/management-analysts.htm), U.S. Bureau of Labor Statistics, checked 2026-11-09
4. [Remind Me: the Effect of Last-Minute Reminders in Online Business Surveys](https://academic.oup.com/jssam/advance-article/doi/10.1093/jssam/smag002/8780355), Journal of Survey Statistics and Methodology (Oxford University Press), checked 2026-11-09
5. [Send an email message with a follow-up reminder in Outlook](https://support.microsoft.com/en-us/outlook/send-an-email-message-with-a-follow-up-reminder-in-outlook), Microsoft Support, checked 2026-11-09
6. [Send email messages in Mail on Mac](https://support.apple.com/guide/mail/send-email-messages-mlhlp1098/mac), Apple Support, checked 2026-11-09