This is the cold email plan we'd run for a medical communications agency focused on one therapy area or one kind of company. The timing is public. Trial phases and approvals and congress deadlines are all published.
Your market is every company developing or selling drugs or devices in your therapy area. ClinicalTrials.gov lists trials by company and phase. The FDA device database lists device makers.
These are the signals worth looking for.
ClinicalTrials.gov shows when a trial changes phase or finishes. Each milestone brings publications and presentations with it.
Completed trials need their results written up. Manuscripts and congress abstracts follow.
An FDA approval or clearance means launch material is needed right away.
Each therapy area has its big yearly meetings with abstract deadlines. The months before those deadlines are busy for anyone presenting.
Job posts for medical writers or publication managers on LinkedIn or Indeed mean the work is bigger than the team.
Crunchbase shows the round. A funded biotech moving into the clinic needs a publication plan.
At small biotechs the chief medical officer or the head of clinical decides. At bigger companies it is the head of medical affairs or publications. At device companies loop in marketing too.
From their ClinicalTrials.gov listings map out the manuscripts and congress abstracts each trial could produce over the next year with the deadlines.
It works because it turns their own pipeline into a to do list.
Walk through it on a 20 minute call. Data timing and what is ready to share only come from their medical affairs team and the plan changes once they weigh in. Writing it is your job.
The major meetings in their therapy area for the next twelve months with the abstract deadline for each.
It works because the dates are fixed and easy to miss.
Go through it on a call with their trials placed on it. Which data goes to which meeting is their call and making that call together makes the plan real.
Draft their next congress abstract free from the data they already have. Their medical and legal reviewers check it as they would any agency work.
It works because it is real work on their real data with a real deadline. The rest of the publication plan is the retainer.
It starts with a 20 minute call to go through the data and the target congress. Deliver the draft well before the abstract deadline.
Each segment gets its own email because a specific email gets more replies than a general one. Split each segment by sub-industry too so the examples in the email fit the reader.
Keep each email under 100 words with one reason for writing and one line of proof and one offer and one question. The proof lines are examples of the kind of result to use. Swap in real results of your own before anything goes out.
Lead with the trial and its new phase. Offer the publication plan.
Hi {{first_name}},
Saw {{trial_name}} moved to {{trial_phase}} on ClinicalTrials.gov.
We write for {{therapy_area}} companies only. Mapped out the publications and congress abstracts this trial could support over the next year.
For a client at the same stage we had four abstracts accepted across two major congresses in one year.
Want me to walk you through the plan?
{{sender_first_name}}
Lead with the approval and the launch material it needs. Ask for a call directly.
Hi {{first_name}},
Congrats on the {{approval_type}} for {{product}}.
Launch material usually lands on medical affairs right after. We wrote the launch materials for a client's first approved product and had the core deck through review in five weeks.
Worth 15 minutes to see what we'd write first?
{{sender_first_name}}
Lead with the congress and the abstract deadline. Offer the free abstract.
Hi {{first_name}},
The abstract deadline for {{congress}} is {{deadline}}. Your {{trial_name}} data would fit well.
Happy to draft the abstract free. Your reviewers would check it as usual.
The last abstract we drafted this way was accepted as an oral presentation.
Interested?
{{sender_first_name}}
Lead with the job post and the workload behind it. Offer the congress calendar.
Hi {{first_name}},
Saw {{company}} is hiring a {{job_title}}.
Put your trials on a calendar of the {{therapy_area}} congresses and deadlines for the next twelve months so you can see the workload that role faces.
A client that covered the same gap with us hit every abstract deadline last year while the hire was still open.
Want me to walk you through it?
{{sender_first_name}}
Send two follow ups in the same thread three to five days apart.
Each reply should end in a booked meeting that actually happens. The lead magnet and the offer get delivered on that call and never go out as a file to read later.
The replies below cover the three ways people say yes.
They asked for the publication plan. The call checks it against what their data can support.
Hi {{first_name}},
Happy to. Data timing only comes from your team and it changes which pieces go first. Twenty minutes is enough to go through the plan and fix the order together.
Does Tuesday at 10am or Wednesday at 2pm work?
{{sender_first_name}}
They want the free abstract. The call covers the data and the key message.
Hi {{first_name}},
Great. I need 20 minutes with you to go through the data and agree the key message. The draft reaches your reviewers well before {{deadline}}.
Does Thursday at 11am or Friday at 3pm work?
{{sender_first_name}}
They said yes to a call. Tell them what they'll leave with so they show up.
Hi {{first_name}},
Perfect. I'll bring the launch materials medical affairs usually needs first and a timeline that fits your review process. You'll leave knowing what to start this month.
Does Monday at 1pm or Tuesday at 9am work?
{{sender_first_name}}
Results aren't guaranteed and nobody honest can promise a number before the first emails go out. A few things decide how a campaign does.
The first few weeks show how the market responds. The list and the copy and the offer get sharper from there.
We build and run this campaign for one agency per industry.
This page is a starting point and a strategy we'd happily test ourselves. Working together gives us more context on your agency. That context lets us add better strategies and build better lists and offers and automations for you.
Thirty minutes on your market and how we'd reach it.