How We Helped a Historical Research Company Sign 3 New Clients in 1 Month

To solve the challenge, we first assessed the prospecting criteria and target audience characteristics, and began by identifying all the information we would need to collect. Since there are no public databases of historical property owners in the UK, we designed a custom data-gathering process to locate and qualify them with precision.

1. Data Collection & Enrichment

Our data team built a set of custom AI-assisted scrapers that aggregated and cross-referenced records from diverse, fragmented sources including heritage registries, conservation area maps, planning records, and public property sales databases.

Once identified, each property was enriched with relevant contextual information such as last sold date, architectural period, location details, and even distinctive features like the type of trees planted on the estate or stylistic elements in its restoration. This deep level of enrichment allowed us to create a dataset that was both accurate and rich in storytelling potential, the ideal foundation for outreach.

2. Personalization at Scale

With the data complete, we designed a system to automatically generate bespoke outreach letters that mirrored the sophistication of Historic Productions’ brand. Using AI, we crafted individualised copy that referenced a unique detail about each property — for example, its Georgian façade, its 18th-century walled garden, or its oak avenue — to instantly create emotional connection and relevance.

Each email was written in a warm, elevated tone and framed around the idea of preserving the legacy of the property through historical storytelling. The end result was a series of outreach messages that felt entirely human and personal, the opposite of standard cold email.

3. Infrastructure Setup & CRM Implementation

We set up the full cold email infrastructure, including purchasing and warming 7 separate domains and 14 different mailboxes to ensure top-tier deliverability and inbox placement. All accounts were synchronized into a centralized CRM that we provided, allowing James to track all replies across every inbox from one place.

The CRM also included:

• Tagging functionality for easy segmentation and follow-up

• Automated reply detection to highlight new opportunities instantly

• Automated reply assessment to decide if it was a neutral, positive or negative reply and inform James accordingly

• Activity tracking to monitor outreach progress in real time

This system made it effortless for James to manage responses, nurture interested leads, and maintain a consistent pipeline of conversations.

4. Campaign Execution

Once the infrastructure was warmed and tested, we launched the campaign to the database of hand-researched property owners. Every message sent carried an element of personal storytelling rooted in the property’s history, creating a level of resonance that traditional outbound simply cannot achieve.

From the first day, the outreach began generating warm responses from property owners intrigued by the unique, thoughtful approach proving that even in one month, the combination of deep research, AI-personalization, and technical precision can turn an impossible-to-reach audience into real, meaningful opportunities.