Stop sending one-off emails. The 8 automated email sequences every B2B SaaS needs: onboarding, activation, engagement, expansion, retention, win-back, and advocacy.
TL;DR
You're sending the wrong emails.
Every week: Newsletter to entire list. Product announcement. Event invitation. Maybe a case study.
Broadcast emails. Same message to everyone. Regardless of where they are in their customer journey.
The data:
Meanwhile, automated behavior-triggered sequences:
4.2x higher opens. 6.8x higher conversions.
The difference? Automated sequences send the right message at the right time based on what users do (or don't do).
I analysed email programs at 14 B2B SaaS companies. Those with comprehensive automated sequences had:
This guide breaks down the exact 8 automated sequences every B2B SaaS needs, with templates, triggers, and metrics.
Rachel Kim, Head of Marketing at DevMetrics "We were sending 2 newsletters monthly and random product emails. Set up these 8 automated sequences over 6 weeks. Our email-attributed MRR went from £4,200/month to £18,900/month. Same list size. Better targeting."
Here's the complete framework mapped to customer journey:
| Sequence | Trigger | Goal | Avg Emails | Expected Open Rate | Expected Conversion |
|---|---|---|---|---|---|
| 1. Welcome | New subscriber | Build trust, set expectations | 1-2 | 68% | N/A (awareness) |
| 2. Onboarding | New sign-up | Drive activation | 5-7 | 72% | 47% activate |
| 3. Activation | Activated user | Drive core action frequency | 3-5 | 64% | 38% become power users |
| 4. Trial nurture | In trial period | Convert to paid | 4-6 | 58% | 23% convert |
| 5. Engagement | Power user | Encourage continued use | Ongoing | 54% | Maintain activity |
| 6. Expansion | Paid customer | Drive upgrades/expansion | 3-4 | 41% | 18% expand |
| 7. Win-back | Inactive user | Recover churning users | 4-5 | 34% | 12% reactivate |
| 8. Advocacy | Successful customer | Generate referrals/testimonials | 2-3 | 62% | 28% become advocates |
Let's break down each sequence.
Trigger: Someone subscribes to email list (not product sign-up -that's onboarding)
Goal: Build trust, set expectations, deliver promised value
Email count: 1-2 emails
Timing: Immediately, then 2-3 days later
Email #1: Instant welcome
Subject: Welcome! Here's what to expect
Hi [Name],
Thanks for subscribing to [Company Name].
Every [frequency], I'll send you [specific value promise]:
→ [Benefit 1]
→ [Benefit 2]
→ [Benefit 3]
No fluff. No spam. Just [what they signed up for].
First email hits your inbox [timeframe].
Meanwhile, here's [promised lead magnet / bonus content]:
[Link]
[Signature]
P.S. Reply to this email -I read every response.
Open rate: 65-75%
Email #2: Deliver value (2-3 days later)
Subject: [Specific valuable insight related to their interest]
[Don't mention it's part of welcome sequence. Just deliver value.]
[Include soft CTA to product if applicable]
Open rate: 45-55%
Metrics to track:
Trigger: User creates account
Goal: Drive activation (completing setup + experiencing core value)
Email count: 5-7 emails over 14 days
Why onboarding matters: Users who complete onboarding sequence are 2.8x more likely to become paying customers.
Email #1: Welcome + Immediate value (Sent immediately)
Subject: Welcome to [Product]! Your account is ready
Hi [Name],
Your [Product] account is live: [Login link]
Quick start (takes 3 minutes):
→ Step 1: [First action - e.g., "Connect your data source"]
→ Step 2: [Second action - e.g., "Create your first dashboard"]
→ Step 3: [Value moment - e.g., "See your insights"]
[Primary CTA button: Complete setup]
Need help? [Link to getting started guide]
[Signature]
Open rate: 70-80% Click rate: 35-45%
Email #2: Address common first-day questions (12 hours later)
Subject: Quick question about [Product]?
Hi [Name],
Most new users ask us the same 3 questions on day one:
1. [Common question] → [Answer with link]
2. [Common question] → [Answer with link]
3. [Common question] → [Answer with link]
Did we miss anything? Just reply -I'll answer personally.
[CTA: Continue setup if not completed]
[Signature]
Email #3: Activation nudge (if not activated - 48 hours after sign-up)
Subject: 2 minutes to see your first [value outcome]
Hi [Name],
Noticed you haven't [activation action] yet.
It takes 2 minutes and you'll immediately see [specific outcome].
Here's exactly what to do:
[Screenshot / GIF showing the action]
[CTA: Complete activation]
Stuck? Book a 15-min onboarding call: [Calendar link]
[Signature]
Send only if: User hasn't activated Open rate: 60-70% Conversion to activation: 32-42%
Email #4: Social proof + success story (Day 5)
Subject: How [Similar Company] got [specific result] in first week
Hi [Name],
Quick story: [Company Name] signed up last month.
Within 7 days, they [specific outcome].
Here's exactly what they did:
→ [Action 1]
→ [Action 2]
→ [Action 3]
[Link to case study]
Want similar results? [CTA related to their setup]
[Signature]
Open rate: 52-62%
Email #5: Feature spotlight (Day 7)
Subject: You're missing this [Product] feature
Hi [Name],
Saw you're using [Feature A] and [Feature B].
85% of users who use [Feature C] alongside those report [specific benefit].
Here's how to enable it: [Link / quick guide]
[Signature]
Email #6: Trial timeline (if applicable - Day 10 of 14-day trial)
Subject: 4 days left in your trial
Hi [Name],
You have 4 days remaining in your [Product] trial.
So far, you've [specific actions they've taken].
To get the most from your remaining time:
→ [Suggested action 1]
→ [Suggested action 2]
Questions about pricing or plans? Reply to this email.
[Signature]
Email #7: Conversion (if applicable - Day 13 of trial)
Subject: Last day of trial -here's your upgrade link
Hi [Name],
Your trial ends tomorrow.
Here's what happens next:
- Want to continue? Upgrade here: [Link]
- Need more time? Reply and I'll extend your trial.
- Not ready? No problem -we'll save your data for 30 days.
[Primary CTA: Upgrade now]
Questions? [Calendar link for sales call]
[Signature]
Metrics to track:
Trigger: User completes activation milestone
Goal: Drive regular usage and habit formation
Email count: 3-5 emails over 21 days
Email #1: Celebrate activation (Immediately after activation)
Subject: Nice! You just [activation milestone]
Hi [Name],
You did it! You [specific activation action].
Here's what [successful customers] do next:
→ [Next logical action in workflow]
→ [Power user feature]
[CTA related to next step]
[Signature]
Email #2: Power user feature (7 days post-activation)
Subject: [Power feature] will save you [X hours/week]
Hi [Name],
Quick tip: [Power feature] is the most-loved feature by customers like you.
It [specific benefit with number].
Here's a 60-second walkthrough: [Video/GIF]
[CTA: Try it now]
[Signature]
Email #3: Integration recommendation (14 days post-activation)
Subject: Connect [Product] to [Tool they likely use]
Hi [Name],
Noticed you're using [Product] for [use case].
Most teams doing this also connect to [Common integration].
Benefit: [Specific outcome from integration]
Set it up in 2 minutes: [Link]
[Signature]
Metrics:
Trigger: User in trial period
Goal: Convert to paying customer
Email count: 4-6 emails (interspersed with onboarding)
Email #1: Trial confirmation (Immediately at trial start)
Subject: Your [X]-day trial starts now
Hi [Name],
Your trial is active for the next [X] days.
To get the most value:
Week 1: [Goal]
→ [Action 1]
→ [Action 2]
Week 2: [Goal]
→ [Action 3]
→ [Action 4]
We'll check in throughout your trial to help you succeed.
[Signature]
Email #2: Early value check-in (Day 3)
Subject: Seeing results yet?
Hi [Name],
You're 3 days into your trial. Quick check:
Have you [core value action]?
If yes: Here's how to get even more value [link]
If not: Let me help -takes 5 minutes [calendar link]
[Signature]
Email #3: ROI calculator (Day 7)
Subject: Your [Product] ROI calculation
Hi [Name],
Based on your usage, here's what [Product] could save you:
Time saved: [X] hours/week
Cost saved: £[Y]/month
Additional revenue: £[Z]/month
[Link to personalized ROI report]
Questions about pricing? Book a call: [Link]
[Signature]
Email #4: Objection handling (Day 10)
Subject: Common questions before upgrading
Hi [Name],
Most people have these questions before upgrading:
Q: [Common objection]
A: [Answer]
Q: [Common objection]
A: [Answer]
Q: [Common objection]
A: [Answer]
What questions do YOU have? Reply to this email.
[Signature]
Email #5: Last chance offer (Day 13 - if 14-day trial)
Subject: Tomorrow your trial ends -special offer inside
Hi [Name],
Your trial ends tomorrow.
Here's a special offer for you:
[Discount / Extended trial / Bonus]
Upgrade before midnight: [Link]
[Signature]
Conversion rate: 20-30% for well-executed trial sequence
Trigger: User becomes paying customer
Goal: Maintain engagement, prevent churn
Email count: Ongoing (monthly touchpoints)
Email types:
Monthly value summary:
Subject: Your [Product] impact this month
Hi [Name],
Here's what you accomplished with [Product] in [Month]:
→ [Metric 1]: [Number]
→ [Metric 2]: [Number]
→ [Metric 3]: [Number]
Compared to last month: [Trend]
Keep it up!
[Signature]
Feature announcements:
Subject: New: [Feature] is live
Hi [Name],
We just launched [Feature].
What it does: [Benefit]
Why we built it: [Customer feedback / use case]
Try it: [Link]
[Signature]
Educational content:
Subject: How [Similar Customer] uses [Product] for [Use Case]
[Case study / tutorial / best practice]
Metrics:
Trigger: Usage approaching plan limits OR high engagement signals
Goal: Drive plan upgrades, seat expansion, add-on purchases
Email count: 3-4 emails
Email #1: Limit approaching notification
Subject: You're approaching your [plan limit]
Hi [Name],
Heads up: You're at 85% of your [seats/API calls/storage] limit.
Here's what happens when you hit 100%:
[Explanation of what's blocked]
Options:
1. Upgrade to [Next plan] for [benefit]: [Link]
2. Stay on current plan (usage will be throttled)
Questions? Reply to this email.
[Signature]
Email #2: Upgrade value proposition
Subject: Ready for [Next tier features]?
Hi [Name],
You're getting great results from [Current plan].
[Next plan] unlocks:
→ [Feature 1] - saves you [X hours/week]
→ [Feature 2] - enables [new capability]
→ [Feature 3] - supports [growth goal]
Companies like yours see [specific ROI] after upgrading.
See pricing: [Link]
[Signature]
Email #3: Limited-time upgrade offer
Subject: 20% off your first year on [Plan]
Hi [Name],
Special offer for active customers:
Upgrade to [Plan] this week and get:
→ 20% off first year
→ [Bonus feature/support]
→ Free onboarding session
Offer expires [Date].
Upgrade now: [Link]
[Signature]
Expansion conversion rate: 15-25% for targeted campaigns
Trigger: User hasn't logged in for [X days] OR cancelled subscription
Goal: Recover inactive users before they fully churn
Email count: 4-5 emails over 30 days
Email #1: "We miss you" (7 days inactive)
Subject: Haven't seen you in a while
Hi [Name],
Noticed you haven't logged into [Product] in a week.
Everything okay?
If something's not working, let me know -I'll fix it.
If you just got busy, here's a quick refresher: [Link to your most-used feature]
[Signature]
Open rate: 38-48%
Email #2: What's changed (14 days inactive)
Subject: You're missing these new features
Hi [Name],
Since you last logged in, we've added:
→ [New feature 1]
→ [New feature 2]
→ [Customer-requested improvement]
Worth another look? [Login link]
[Signature]
Email #3: Offer help (21 days inactive)
Subject: Can I help?
Hi [Name],
You haven't used [Product] in 3 weeks.
Common reasons:
- "Too complicated" → Let me give you a personalized walkthrough
- "Not seeing value" → Let me show you features you might have missed
- "Too expensive" → Let's talk about a plan that fits your budget
Which one applies? Just reply.
[Signature]
Email #4: Last attempt (28 days inactive)
Subject: One last thing before you go
Hi [Name],
This is my last email about [Product].
If you're not getting value, I completely understand.
But before you fully move on, would you tell me why?
[Survey link or reply request]
Your feedback helps us improve for everyone.
[Signature]
Win-back rate: 10-15% for inactive users
Trigger: High NPS score OR usage milestone OR renewal
Goal: Generate testimonials, case studies, referrals
Email count: 2-3 emails
Email #1: Request testimonial
Subject: Quick favor?
Hi [Name],
You've been using [Product] for [timeframe] and getting great results ([specific metric if known]).
Would you mind sharing a quick testimonial?
Just answer this question:
"What's the biggest impact [Product] has had on your [work/team/results]?"
[Reply button or form link]
Takes 60 seconds. Huge help for us.
[Signature]
Response rate: 25-35%
Email #2: Referral request
Subject: Know anyone who'd benefit from [Product]?
Hi [Name],
Quick question: Do you know anyone dealing with [problem Product solves]?
If you refer them and they become a customer:
→ You get [referral reward]
→ They get [new customer benefit]
Your unique referral link: [Link]
Thanks!
[Signature]
Referral rate: 8-12% of customers will refer
Email #3: Case study invitation
Subject: Feature your success with [Product]?
Hi [Name],
We're creating a case study about [specific use case / industry / result].
Given your success with [Product] ([specific achievement]), would you be interested in being featured?
What's involved:
- 30-min interview
- Review/approve final draft
- We promote it (exposure for your company)
Interested? Reply and I'll send details.
[Signature]
Participation rate: 15-20% for successful customers
You can't build all 8 at once. Here's the priority order:
Month 1: Onboarding sequence
Month 2: Trial conversion sequence
Month 3: Win-back sequence
Month 4: Engagement sequence
Month 5: Expansion sequence
Month 6: Welcome + Advocacy
For startups (<1,000 users):
For growth stage (1,000-10,000 users):
For enterprise (10,000+ users):
| Metric | Calculation | Benchmark |
|---|---|---|
| Sequence open rate | Opens / Delivered | 55-75% |
| Sequence click rate | Clicks / Delivered | 12-20% |
| Onboarding completion | Activated / Signed up | 40-60% |
| Trial conversion | Paid / Trial started | 20-30% |
| Engagement maintenance | MAU / Total paid users | 70-85% |
| Expansion rate | Upgraded / Expansion eligible | 15-25% |
| Win-back rate | Reactivated / Inactive | 10-15% |
| Referral rate | Referred / Asked | 8-12% |
This week:
Week 2:
Week 3:
Month 2:
Month 3-6:
Want your email sequences written and optimized automatically? Athenic can draft personalized emails for each sequence based on user behavior, A/B test variations, and optimize timing -turning weeks of email work into hours. Start automating →
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