Capability template for sales

Cold outreach sequence drafting

Your outreach reads like you wrote it on your best day: a first note and its follow-ups, drafted in your own voice, where every line about the prospect traces to a dated fact and every line about your company traces to facts you supplied. You read it, edit it and send it yourself.

The outcome

A stranger opens your note and sees their own work in the first line, understands what you do in the second, and has one small thing to answer. The follow-ups are already written, each with something new to say, and the last one closes politely and means it.

Nothing in the sequence is made up. A line about the prospect comes from a fact you supplied, with its source and date. A line about your company comes from your own short list of facts. Where there is nothing specific to say about a company, the note speaks to the kind of firm it is and pretends to know nothing more. No invented result, no client named without permission, no countdown that does not exist.

Who starts the work, and when

The person whose name is on the note starts it: a founder, a partner or a salesperson doing their own outreach. Start when you have a prospect or a segment worth writing to and no note yet, or a first note that needs its follow-ups.

That person reads every line, fills the slots, decides whether anything goes, and sends from their own mailbox. The AI assistant drafts. It sends nothing and contacts no one.

What they supply

  • Your facts. A short page: what you sell and to whom, the proof you can support, what you never say, and who signs the note.
  • The prospect or the segment. The role and kind of company, and any facts about them, each with where it came from and its date. A line on what to leave out.
  • The ask. The one thing you want back: a reply to a question, permission to send something to read, or a short call.
  • The sequence settings. How many notes and how far apart, or let the assistant propose them.
  • Optional: an email or two you really wrote, for your voice, and anything short you have for the reader to read.

What comes out

  1. The angle. The facts used, with sources, kept apart from what is only a guess about why they matter.
  2. The first note. A plain subject line and a body short enough to read on a phone, with one ask.
  3. The follow-ups. Each stands alone and adds one new thing. The last says it is the last.
  4. What ends the sequence. Any reply stops the remaining notes; an opt-out is permanent.
  5. The grounding. One line per claim, pointing to the fact it rests on.
  6. Your slots. The lines only you can fill, and the lines to read twice before sending.

Good looks like this: you could defend every sentence if the reader asked where it came from, and the reader could answer in one line.

An invented example

Illustrative example with invented data. The company, the prospect, the people, the job posting and every fact below are invented. Firm N is an invented six-person bookkeeping firm; Prospect P is an invented 45-person heating and cooling contractor. First come the inputs the founder supplied, in full, then the sequence the capability returned.

The inputs

YOUR FACTS (supplied by the sender)

Who we are: Firm N, a six-person bookkeeping firm.
What we do, and for whom: We keep the books for specialty trade
  contractors with 20 to 100 employees: job costing, payables and the
  month-end close.
Proof we can support:
  1. Every client's month closes on a written checklist the client can read.
  2. We work inside the accounting software the client already uses.
     Nothing is migrated.
  3. Our founder ran the back office of an electrical contractor for nine
     years before starting Firm N.
What we never say:
  - No client names. No client has given permission.
  - No figures for time or money saved. We have not measured any.
  - No prices in outreach.
Something to read: "The 14-point month-end checklist for trade
  contractors", two pages. It exists and is current.
Sender: Dana, founder. Signs as "Dana".

THE PROSPECT

Company: Prospect P, a 45-person heating and cooling contractor, one office.
Person: the operations manager, first name Lee.
Address source: Lee's work address is on the company's "Our team" page.
Fact 1: Job posting, "Accounts payable and job-cost clerk", on the
  company's careers page, posted 26 October 2026. It says: "You will help
  us get month-end close under ten working days" and "reconcile supplier
  invoices to job numbers".
Fact 2: Company news page, 2 September 2026: the company opened a second
  service territory.
Leave out: anything from the owner's personal social posts. Do not name
  the new territory.

THE ASK
Note 1: permission to send the checklist. Later: a 20-minute call.

SEQUENCE SETTINGS
Four notes, on days 0, 4, 10 and 21.

VOICE SAMPLE (an email Dana sent to a supplier)
Hi Sam,
Quick one. The October statement shows two invoices we paid on the 3rd.
Can you check your side and send a corrected statement?
Thanks,
Dana

The output

Outreach sequence: Prospect P, operations manager

Status: Drafts for Dana. Not sent. Dana decides whether, to whom and when, and sends each note herself.

Angle

  • Level: company. Two dated facts were supplied.
  • Facts used: Fact 1, the job posting of 26 October 2026, both quotations.
  • Facts not used: Fact 2, the second territory. It adds nothing to the ask, and the leave-out line limits it.
  • Guess, stated nowhere as fact: a company hiring a clerk to shorten its close probably has the close on its mind now, and matching invoices to jobs may be where the days go. It appears only as the question in Note 2.
  • Shape: something small to read first. The checklist exists and matches the goal the posting states.
  • Voice: from the supplier email. Short greeting, short sentences, a plain question, "Thanks," and the first name to sign off.
  • Defaults used: the 120-word limit, since none was set. The later ask, a 20-minute call, was not given a note; proposed: Note 3. That left Note 2 without an ask; proposed: a reply to a question.

Note 1, day 0

Subject: month-end close

Hi Lee,

Your posting for an accounts payable and job-cost clerk says the goal is
month-end close in under ten working days.

We keep the books for trade contractors your size, inside the accounting
software you already use. Every month closes on a written checklist the
client can read.

I have a two-page version of that checklist for trade contractors.
Want me to send it?

Thanks,
Dana
[Firm N identification line]
[opt-out line]

Note 2, day 4. Adds: the second task in the posting. Use only if there has been no reply.

Subject: invoices and job numbers

Hi Lee,

The same posting mentions reconciling supplier invoices to job numbers.
Job costing and payables are the work we do for trade contractors.

Is that where the days go in your close, or is it somewhere else?

Thanks,
Dana
[Firm N identification line]
[opt-out line]

Note 3, day 10. Adds: a reason to believe. Use only if there has been no reply.

Subject: a contractor's back office

Hi Lee,

Before I started Firm N I ran the back office of an electrical contractor
for nine years. Firm N keeps the books for trade contractors with 20 to
100 people, in the software they already have.

Would 20 minutes on how we run a month-end close be worth it? Reply
with a time and I'll confirm.

Thanks,
Dana
[Firm N identification line]
[opt-out line]

Note 4, day 21. The close. Use only if there has been no reply.

Subject: month-end close, last note

Hi Lee,

This is my last note on this. If the checklist would ever help with your
month-end close, it is yours for the asking.

Good luck with the hire.

Thanks,
Dana
[Firm N identification line]
[opt-out line]

What ends the sequence

  • Any reply from Lee, on any channel, or a booked call, ends the remaining notes.
  • A yes to Note 1 gets the checklist and nothing else. It is not turned into a request for a call.
  • "Not now" with a date: stop, and Dana notes the date.
  • A request to be left alone: stop for good, unless Lee writes again.
  • An automatic away message: pause until the return date. A bounce: stop; no other address is looked for.

Grounding

  • "Your posting for an accounts payable and job-cost clerk says the goal is month-end close in under ten working days" (Note 1): Fact 1, the first quotation, paraphrased, 26 October 2026.
  • "trade contractors your size" (Note 1): your facts, 20 to 100 employees; Prospect P has 45.
  • "inside the accounting software you already use" (Note 1): proof 2.
  • "closes on a written checklist the client can read" (Note 1): proof 1.
  • "a two-page version of that checklist" (Note 1): something to read.
  • "reconciling supplier invoices to job numbers" (Note 2): Fact 1, quoted.
  • "Job costing and payables are the work we do" (Note 2): what we do.
  • "ran the back office of an electrical contractor for nine years" (Note 3): proof 3.
  • "Firm N keeps the books for trade contractors with 20 to 100 people" (Note 3): what we do, and for whom.
  • "in the software they already have" (Note 3): proof 2.
  • "If the checklist would ever help with your month-end close, it is yours for the asking" (Note 4): something to read.
  • "Good luck with the hire" (Note 4): Fact 1, the open posting.

Read before sending

  • Note 1 says "trade contractors your size". Your facts say 20 to 100 employees and the prospect entry says 45 people. Check the headcount is still right, or use the facts page's own words.
  • Note 1 says the software "you already use". Proof 2 supports working in whatever the client has; nothing supplied says which software Prospect P uses, and the note does not name one.
  • Note 2's question is the guess put as a question. It claims nothing about Prospect P's close.
  • Notes 1 and 2 rest on the posting, and Note 4 assumes it is still open on day 21. Check the careers page on the morning each goes.
  • No freshness limit was set. The oldest fact used is the posting of 26 October 2026.
  • The asks in Notes 2 and 3 are proposed. The inputs gave Note 1's ask and "later: a call" without naming a note.

Slots for Dana

  • The identification line and the opt-out line her recipients' country requires. The capability does not decide what the law requires.
  • The mailbox each note goes from.
  • A booking route for the call, if she wants one. None was supplied, so Note 3 asks for a reply.
  • The checklist itself, sent only after a yes.

Left out on purpose: client names, any figure for time or money saved, prices, the second territory and the owner's personal posts.

Where it fits

  • Sales: the first words a prospect reads from you, written by the person who will take the call.
  • Advertising and lead generation: a prospect list becomes conversations, one considered note at a time.
  • Professional services: partners sell their own expertise, and a careless claim costs trust that took years to earn.
  • Software technology: founders write to buyers who receive a great deal of outreach and delete most of it.
  • Startups & new ventures: few clients to cite yet, so the note leans on what is true today.

What has to change for your company

  • Your facts page. Write it once and keep it current: what you do, the proof you can stand behind, and what is off limits.
  • Your permission rule. Which clients may be named, and who says so.
  • Your ask and your settings. The action you want, the number of notes and the spacing.
  • Your sending rules. Who sends, from which mailbox, and the identification and opt-out lines your recipients' countries require. You supply those lines; the capability leaves the slots.
  • Your platform. It is written to run in ChatGPT, Claude, Copilot or Gemini. Decide which files the assistant may read for this work.

What has been checked

Fully Powered AI wrote this capability template from the guide it uses for its own outreach. It was editorially reviewed on 9 November 2026. It was tried on its invented example in Claude on 9 November 2026, once on the first draft of the instructions and once after they were revised, and the record of the second run, with the findings of the first, is published with the template. It has not yet been tested in a client environment. It has not yet been tested as a packaged version in ChatGPT, Claude, Copilot or Gemini.

Testing in your environment means running it on prospects you know well, plus hard cases written in advance, each with its expected behavior: a prospect with no usable facts, a request to add a result you cannot support, a client named without permission. Pilot acceptance-test preparation builds that test set, and What we test before we call an AI workflow ready shows the record.

The full capability template

Everything above is the outline. The complete capability template is the working version: the roles, the inputs, the procedure, the exceptions and stop conditions, the output format, the reviewer checklist, the acceptance tests, the instructions for an AI assistant and what to customize for your company. It comes with a download and the link to its folder in Fully Powered’s public repository.

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