pitch-follow-up-tracker

name

pitch-follow-up-tracker

description

Track outreach pitches and draft contextual follow-up emails. Monitors a pitch tracker (Google Sheet or local markdown), checks Gmail for replies, flags stale pitches, and drafts tiered follow-ups (Day 3, Day 7, Day 14) that reference the original pitch content. Use when you need to check on pitch follow-ups, draft follow-up emails, review outreach status, find pitches without replies, or manage an outreach pipeline. Triggers on: 'check follow-ups,' 'who hasn't replied,' 'draft follow-ups,' 'outreach status,' 'pitch tracker,' 'stale pitches,' or any request to manage pitch/outreach follow-up.

Pitch Follow-Up Tracker

Monitor outreach pitches, detect non-replies, and draft contextual, tiered follow-up emails.

Prerequisites

• gog CLI (required) — for Gmail access

  which gog
  

• Google account configured with gog (gog gmail --account <email>)
• Pitch tracker — one of:
  • Google Sheet with outreach data
  • Local markdown file with pitch records

Workflow

1. Collect Configuration

Ask the user (or detect from context):

Parameter	Required	Description
gmail_account	yes	Email account to check (e.g., [e-mail])
tracker_type	yes	"sheet" or "markdown"
tracker_id	if sheet	Google Sheet ID
tracker_path	if markdown	Path to local .md file
sender_name	yes	Name to use in follow-ups
sender_role	optional	Role/title for email signature context
follow_up_style	optional	"warm" (default), "direct", or "casual"

2. Load Pitch Data

From Google Sheet:

gog sheets get <SHEET_ID> "<TAB_NAME>!A1:Z500" --json --account <gmail_account>

Expected columns (flexible — adapt to whatever columns exist):

• Contact name / email
• Brand / company
• Date sent
• Subject or pitch summary
• Status (if tracked)

From Markdown file: Read the file. Expected format (flexible):

## [Brand Name]
- **Contact:** Name <email>
- **Sent:** YYYY-MM-DD
- **Subject:** [pitch subject]
- **Summary:** [what was pitched]
- **Status:** Sent / Replied / Closed

Adapt to whatever format the user actually uses. Extract: contact email, brand, date sent, pitch content/subject, current status.

3. Verify Reply Status (CRITICAL — Do Not Skip Steps)

Before flagging ANY pitch as "needs follow-up," you MUST complete ALL of these checks. Do not skim. Do not skip. A false positive wastes the user's time and erodes trust.

Check 1: Search for direct replies

gog gmail search "from:<contact_email>" --max 10 --account <gmail_account>

Look for any reply from the contact after the pitch send date, even in a different thread.

Check 2: Search by domain (catches new threads)

gog gmail search "from:@<contact_domain>" --max 10 --account <gmail_account>

Brands often respond from a different person at the same company. Check for ANY email from that domain since the pitch date.

Check 3: Search sent folder for user follow-ups

gog gmail search "to:<contact_email> OR to:@<contact_domain>" --max 10 --account <gmail_account>

Check if the user already sent a response, follow-up, or forwarded the thread.

Check 4: Search drafts for unsent responses

gog gmail search "in:drafts <contact_name> OR <brand_name>" --max 5 --account <gmail_account>

A draft response means the user is working on it. Do NOT flag as needing follow-up.

Check 5: Check if forwarded

gog gmail search "subject:Fwd: <original_subject>" --max 5 --account <gmail_account>

If the original email was forwarded to a colleague, talent, or team member, it may be in progress.

Check 6: Read full email threads For any matching threads, read the FULL thread content — not just the latest message. Context changes mid-thread.

gog gmail get <message_id> --account <gmail_account>

Check 7: Check recent memory/context If available, check conversation history, daily memory files, or any tracker for recent context about this deal. The user may have mentioned handling it verbally or via another channel (text, WhatsApp, call).

Classification (only after ALL checks):

• Replied — contact responded (in same or different thread)
• Already followed up — user sent a follow-up but no reply yet
• Draft in progress — user has an unsent draft
• Forwarded/delegated — user forwarded to someone else
• Needs follow-up — ALL checks came back empty. No activity since original send.
• Too fresh — sent less than 3 days ago

4. Calculate Follow-Up Tier

For pitches needing follow-up, determine tier based on days since last outreach:

Days Since Last Contact	Tier	Tone
3-6 days	Day 3: Gentle Nudge	Light, brief, bumping to top of inbox
7-13 days	Day 7: Add Value	Share something useful — article, idea, new angle
14+ days	Day 14: Final Check-In	Direct, low-pressure, leave door open

If user already sent one follow-up, advance to next tier.

5. Draft Follow-Up Emails

Each draft MUST reference the original pitch content. No generic "just checking in" emails.

Day 3 — Gentle Nudge:

Subject: Re: [Original Subject]

Hi [Name],

Wanted to bump this to the top of your inbox — [one sentence referencing the specific pitch content, e.g., "the proposal for a summer campaign series featuring outdoor content"].

Happy to jump on a quick call or send more details if helpful.

[Sender Name]

Day 7 — Add Value:

Subject: Re: [Original Subject]

Hi [Name],

Following up on my note about [specific pitch reference]. Since I sent that over, [add relevant value: a new idea, a relevant trend, a recent success story, a new content example].

Would love to explore how this could work for [Brand]. Open to a quick chat this week?

[Sender Name]

For the "add value" component, search the web for a recent relevant tidbit:

web_search "[brand name] [niche] news 2026"

Incorporate a genuine, relevant insight — not filler.

Day 14 — Final Check-In:

Subject: Re: [Original Subject]

Hi [Name],

Circling back one last time on [specific pitch reference]. Totally understand if the timing isn't right — just wanted to make sure this didn't get buried.

If [Brand] is exploring [relevant type of partnership] down the line, I'd love to be on your radar. Always happy to connect.

[Sender Name]

Adjust tone based on follow_up_style:

• warm (default): Friendly, relationship-focused
• direct: Shorter, business-focused, clear ask
• casual: Conversational, emoji-OK, lighter

6. Output Summary

# Outreach Follow-Up Report

**Date:** [today]
**Account:** [gmail_account]
**Pitches Reviewed:** [total count]

## ✅ Replies Received ([count])
| Brand | Contact | Replied On | Action Needed |
|-------|---------|------------|---------------|
| [Brand] | [Name] | [date] | [Review reply / Schedule call / Send deck] |

## 🔥 Needs Follow-Up ([count])

### Day 3 — Gentle Nudge
**[Brand Name]** → [Contact Name] <[email]>
- Original pitch: [summary]
- Sent: [date] ([X] days ago)
- Draft:
> [Full draft email]

### Day 7 — Add Value
**[Brand Name]** → [Contact Name] <[email]>
- Original pitch: [summary]
- Sent: [date] ([X] days ago)
- Draft:
> [Full draft email]

### Day 14 — Final Check-In
**[Brand Name]** → [Contact Name] <[email]>
- Original pitch: [summary]
- Sent: [date] ([X] days ago)
- Draft:
> [Full draft email]

## ⏳ Too Fresh to Follow Up ([count])
| Brand | Contact | Sent | Follow-Up Date |
|-------|---------|------|----------------|
| [Brand] | [Name] | [date] | [date when Day 3 hits] |

## 📊 Pipeline Summary
- Total active pitches: [X]
- Awaiting reply: [X]
- Replied: [X]
- Follow-ups needed today: [X]

7. Create Gmail Drafts (if requested)

If the user approves the follow-up drafts:

gog gmail draft create --to "<email>" --subject "Re: [subject]" --body "<draft body>" --account <gmail_account>

Always ask before creating drafts. Never send emails without explicit approval.

Error Handling

Issue	Action
gog not installed	Stop and instruct: npm i -g gog or equivalent
Gmail auth expired	Prompt: gog gmail auth --account <email>
Sheet not accessible	Verify Sheet ID and sharing permissions
No pitches found in tracker	Report empty tracker, suggest format
Contact email missing	Flag the pitch, skip Gmail check for it
Rate limited on Gmail	Space queries with 1-2s delays, process in batches
Markdown format unexpected	Adapt parsing to whatever structure exists, ask user if ambiguous

Tips

• Run this daily or every 2-3 days for best results
• Keep your pitch tracker updated — the skill is only as good as your data
• Review and personalize drafts before sending — they're starting points, not final copy
• The "add value" follow-up works best when you have genuine news or insights to share