Advisor guide: Using the client referral outreach sequence

This sequence is for prospects who are referred to you from someone you know - either a current client, center of influence, friend, family, etc. 

You need to opt-in the contacts you want to enroll in this 14-day sequence that offers automated emails and phone call tasks. Please note that the first email requires you to add the referrer’s name in the email. All other emails do not need editing before they send.

Table of contents
Sequence overview
Enrollment rules & prerequisites
Call task guidance
After the sequence
How to measure
Troubleshooting  

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Sequence overview

Step	Day	Type	Subject / Task
1	Day 0	Email	[Referred by Name] suggested I reach out
2	Day 0–1	Call Task	First call attempt
3	Day 3	Email	What a first call actually looks like
4	Day 3–4	Call Task	Second call attempt
5	Day 7	Email	One question, [firstname]
6	Day 7	Call Task	Third call attempt
7	Day 11	Email	Keep more of what you earn
8	Day 14	Email	Leaving the door open, [firstname]

All emails are sent Monday through Friday, 8:00–11:00 AM based on your local time zone.

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Enrollment rules & prerequisites

• Manual Enrollment Only: Referral contacts are never auto-enrolled. The advisor must manually enroll the contact after the initial referral conversation.

• Deal Ownership Requirement: Only the advisor who owns the deal should enroll the contact. Enrolling on behalf of another team member causes emails to send from the wrong inbox.

• Mandatory Field Preparation: The advisor must populate the referred_by contact property before enrolling. If this field is left blank, Email 1 will render incomplete sentences.

• Profile Verification: Advisors must ensure their HubSpot profile contains their first name, last name, email, and meetings link (https://meetings.hubspot.com/thor-gould or advisor_scheduling_link for Calendly users).

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How to clone and save your own version

1. Open the sequence

View the sequence in HubSpot. If needed, open it from Sequence and search “Client Referral”

2. Make your own copy

1. Scroll to the top of the editor if needed.

2. Click Make copy.

3. Enter a name by following this format: [OWNER] – [TARGET] – [FUNCTION] – [OPTIONAL QUALIFIER]."

   1. Examples: AMKT – Prospect (Client Referral) – Outreach Sequence
      Thor Gould - Prospect (Third-Party Lead Gen) - Outreach Sequence 

4. Choose a folder if desired.

5. Click Save.

A copied sequence is separate from the original, and new or cloned sequences default to Only Me or within your team.

If you do not see Make copy, you may need the appropriate sequence editing permission.

3. Confirm you are editing the copy

Before changing anything:

• Check the sequence name at the top.

• Confirm the name includes the advisor, team, or version name.

• Do not use Save existing until you have confirmed you are inside the copied sequence.

4. Edit the automated email

For the first email and the Day 3 follow-up email:

1. Find the email step.

2. Open the step’s Actions or three-dot menu.

3. Select Edit email.

4. Update the subject line and message.

5. Use Personalize to insert contact-specific information.

6. Confirm the meeting link and sender information.

7. Save the email as a new template if HubSpot presents that option.

HubSpot supports editing an automated email from the sequence and saving the revised content as a new template.

The email-editing control is shown here:

Personalization items to check

You should verify that:

• Contact: First Name is in the greeting.

• Sender's meetings link points to their own meeting link.

• Contact: Contact owner reflects the correct advisor.

• The wording sounds natural for their audience.

• No placeholder text remains.

5. Edit the call task

The current sequence has a Call Task – Day 1 step.

1. Open the call task’s Actions menu.

2. Select Edit task.

3. Update the task title.

4. Review the delay shown beside the task.

5. Click Save.

A call task is a reminder to call the person with suggested call scripts to use. The copied sequence stores that advisor’s task title, notes, timing, and instructions.

6. Save your version

When all edits are complete:

1. Review each step from top to bottom.

2. Confirm the delays and step names are correct.

3. Click Save existing.

Because you are inside the copied sequence, Save existing saves changes to that copy—not to the original master sequence.

Leave the copied sequence set to Only Me or Your Team if you want to keep it private. If the copy needs to be available to others later, sharing can be updated from the sequence library.

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Call task guidance

The purpose for reaching out is to schedule a discovery call. Each call starts differently based on if the lead previously spoke with Farther Lead Gen Concierge team or not:

Start: "Hi [name], this is [your name] with Farther. Do you have a few seconds? / Is now a good time?"

If no: "No problem — when would be better?" Schedule a callback. If still unavailable: "Okay, I'll try you again later this afternoon. Are you better in the mornings or afternoons?"

If yes, connecting question
“[Referral name] mentioned we should connect. I wanted to reach out personally. What's going on that made them think of me?"

Listen. Don't pitch yet.

Transition to booking (both versions, once they've answered):
"That's helpful, thank you. I'd like to spend some real time on that properly. Do you have 20 to 30 minutes this week or next to talk it through?" Book the discovery call.

Voicemail (first call: none. Leave one on the second attempt only):
"Hi [name], it's [your name] from Farther. Please give me a call when you get a chance, at [number]. Thank you."

Connecting Questions by Call

• Call 1 (Day 0–1): FIrst call to follow up from referral
• Call 2 (Day 3–4): Second call to follow up from referral.
• Call 3 (Day 7): "I sent you a question in my last email. What's the one part of your financial picture you feel most uncertain about right now?"

Voicemail

Leave your name and direct number only. Do not explain the reason for the call. Keep it under 15 seconds.

"Hi [first name], it's [your name] from Farther. Give me a call when you get a chance at [number]. Thank you."

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When Does the Sequence Stop?

Automatically

HubSpot automatically removes someone from the sequence if they:

• Reply to an email

• Book a meeting using your scheduling link

No action is required.

Manually

You must manually unenroll the prospect if they contact you outside the sequence, including:

• Phone calls

• Text messages

• LinkedIn

• Personal email

• Any other direct conversation

This prevents automated emails from sending after you've already begun speaking with them.

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After the sequence

• Meeting booked: Advance the deal to Discovery Meeting Booked.

• No response after Day 14: Advance the deal to Not Yet Ready and enroll the contact in the 180-Day Not Yet Ready Nurture.

• Contact asked to stop receiving emails: Mark the deal Closed Lost (connected but then they lost them) and check Do Not Contact on the contact record.

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How to measure

HubSpot Sequences has a built-in reporting view: go to Sequences, select the sequence, then the Reporting tab.

This shows performance at the sequence level. To drill into individual contact activity, go to the sequence, then the Enrolled tab, then click any contact.

You can access this data:

• Emails sent, opened, clicked, and replied, per email step.

• Meetings booked, tied to the scheduling link click.

• Contacts enrolled, finished, or unenrolled. Finished means completed all steps with no response; unenrolled means manually removed.

What's not measurable in Sequences reporting:

• Call task outcomes (logged at the contact level, not rolled up into sequence reporting).

• Whether a reply led to a booking.

• Anything that happened outside HubSpot: texts, LinkedIn, personal email.

Required to measure: When a meeting books, no matter how it happens, advance the deal to Discovery Meeting Booked. That deal stage is what you pull for reporting across all lead opportunities.

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Troubleshooting

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Related Assets

• How to Enroll a Contact in a HubSpot Email Sequence