How to hand outbound over to a new SDR

Sort their access two weeks before day one, have them read the running campaigns and every reply before touching anything, hand over the warm threads first, keep the sending limits and the mailbox as they are, and change copy only once they know what got replies. Put in their start date and ramp to get the handbook dated week by week. No signup, and nothing leaves your browser.

Handing over campaigns an AI SDR has been running? Read the 30-day handover guide.

How the handbook is built

Read first, warm threads next, change things last.

Access before day one. The handbook starts two weeks before their first day: logins to the mailbox, the CRM, the sequences and the calendar take days to arrive, and a new mailbox started then is close to ready by the end of their first week.
Read before touching. Week one is reading every running campaign and every reply so far: what turned into meetings, who said no and why, who opted out. Nothing about the campaigns changes that week.
Warm threads first. Replies waiting for an answer go to the new SDR before anything new is sent, with the manager reading the first few. Meetings already booked get an introduction in the thread they came from.
Same limits, same mailbox. The daily numbers, sending days and hours stay as they were. A mailbox with no history needs about three weeks of warm-up before it can carry a full day, so new sends move to the SDR's own mailbox one campaign at a time, and live threads keep replying from where they started.
Copy after replies. In weeks three and four they write down what got answers, then make one change on one campaign.
Targeting from halfway. They own who goes into each campaign from about halfway through the ramp, and never before the end of the first month. Full quota is day one plus the ramp; a weekly check-in runs until then.

If outbound is not running, there is nothing to take over. The new SDR starts from an empty list: no campaigns, no replies and no history to learn from. Week one goes on building a list from a written brief, week two on a first sequence and the first sends, and copy can only change once the first replies arrive.

A worked example

A new SDR starting Monday 11 January 2027

An example, not a recommendation. The new SDR starts on Monday 11 January 2027 with a 3-month ramp. Outbound is already running, with 2 live campaigns and about 15 open conversations. They own targeting from Monday 1 March 2027 and reach full quota on Monday 12 April 2027, with a check-in every Monday until then.

Two weeks before day one (Mon 28 Dec 2026 to Sun 3 Jan 2027)
Manager
- Request every login they need: the mailbox they will send from, a seat in your CRM, the tool the sequences run in, and the calendar meetings are booked into.Access requests take days. Done now, day one is spent reading, not waiting on IT.
- Decide which mailbox they send from. The simplest hand-over keeps the campaigns in the mailbox they already send from. If they are getting their own mailbox, create it today and start warming it up.A mailbox with no sending history has to be warmed up: a few emails a day at first, climbing over about three weeks before it can carry a full day's sending. Moving a running campaign onto a cold mailbox overnight is how a hand-over ends up in spam.
- Write down the sending limits each mailbox is on today: emails a day, sending days and sending hours.These stay the same through the hand-over. The limits belong to the mailbox, not to whoever is running it.
The week before day one (Mon 4 Jan 2027 to Sun 10 Jan 2027)
Manager
- Write a short hand-over note for each of the 2 live campaigns: who it goes to, what it is for, the emails in order with the wait between them, and how many people are still to be contacted.
- List the 15 open conversations (roughly): replies waiting for an answer first, then meetings booked, then people who asked to hear back later. Put the next step and its date on each one.These are the warm threads. They go to the new SDR first, before anything new is sent.
- Check every opt-out and bounce so far is recorded in your CRM and in the sending tool.Nobody who asked to stop should be emailed again because the sender changed.
Week 1 (Mon 11 Jan 2027 to Sun 17 Jan 2027)
Read first. Nothing about the campaigns changes this week.
Manager
- Walk them through each campaign: why it goes to the people it goes to, and what you would have changed next.
- Hand over the 15 open conversations (roughly), warmest first. They answer the replies waiting for an answer; you read their first few before they go.A reply waiting a week for the new person goes cold. These come before anything new.
- Introduce them on every meeting already booked, by replying in the thread the meeting came from.
New SDR
- Log in to everything on day one: the mailbox, your CRM, the sequences and the calendar. Anything that does not work goes to the manager that morning.
- Read each of the 2 live campaigns end to end before changing anything: who is on the list, every email in order, and the wait between them.
- Read the reply history: every reply so far, which ones turned into meetings, which said no and why, and who opted out.This is what the copy and the targeting will be changed from later, so it is read before anything is touched.
Week 2 (Mon 18 Jan 2027 to Sun 24 Jan 2027)
Manager
- Start a weekly check-in every Monday until Mon 12 Apr 2027: replies answered, meetings booked from inherited threads, anything stuck.
New SDR
- Own the reply inbox: every new reply is theirs to answer.
- Keep the sending limits exactly as they were: the same mailbox, the same daily numbers, the same days and hours.A jump in volume, or a switch to a mailbox with no history, is what gets mail filtered. Nothing about the hand-over needs either.
- If they have their own mailbox and it has finished warming up, move new sends across one campaign at a time. Live threads keep replying from the mailbox they started in.A reply from a different address breaks the thread for the person reading it.
Weeks 3 and 4 (Mon 25 Jan 2027 to Sun 7 Feb 2027)
Manager
- Approve the first copy change, and ask what in the reply history it came from.
New SDR
- Write down what got replies: which campaign, which email in the sequence, which opening line, which kind of person.
- Only now change copy: one change, on one campaign, so it is clear what the change did.Rewriting everything in week one throws away whatever was working before anyone knows what it was.
From week 5: they run the campaigns (Mon 8 Feb 2027 to Sun 28 Feb 2027)
Manager
- Move the weekly check-in from what happened to what comes next.
New SDR
- Run the campaigns day to day: replies, follow-ups, booking meetings, and keeping the list clean.
- Propose the next campaign: who it is for, and what in the replies so far says they will care.
They own targeting (Mon 1 Mar 2027 to Sun 11 Apr 2027)
Manager
- Sign off new groups of people, not individual emails.
New SDR
- Own targeting: who goes into each campaign, which new groups to try, and when a list is finished.By now they have read every reply and changed copy at least once, which is what targeting decisions rest on.
Full quota (Mon 12 Apr 2027)
Manager
- The handover handbook ends here. The weekly check-in becomes your normal one-to-one.
New SDR
- Write a short note on what they kept, what they changed and why, and what they would try next.

Common questions

+How do I hand outbound over to a new SDR?

Get their logins sorted two weeks before day one. In week one they read every running campaign and every reply so far, and change nothing. Hand over the warm threads first: replies waiting for an answer, then meetings already booked. Keep the sending limits and the mailbox as they are. They change copy only once they know what got replies, and own targeting from about halfway through their ramp.

+What should be on a new SDR's onboarding checklist for the first 30 days?

Before day one: access to the mailbox, the CRM, the sequences and the calendar, plus a hand-over note for each campaign and a list of open conversations. Week one: read the campaigns and the reply history, and answer the warm threads with the manager reading the first few. Week two: own the reply inbox, keep the sending limits, start a weekly check-in. Weeks three and four: write down what got replies, then make one copy change on one campaign.

+Should a new SDR send from their own mailbox?

They can, but not on day one. A mailbox with no sending history has to be warmed up, a few emails a day at first and climbing over about three weeks, before it can carry a full day's sending. The simplest hand-over keeps the running campaigns in the mailbox they already send from. If the new SDR gets their own, create it two weeks before they start, move new sends across one campaign at a time once it is warm, and let live threads keep replying from the mailbox they started in.

+When should a new SDR change the copy?

After they have read every reply and written down what got answers: which campaign, which email, which opening, which kind of person. In this handbook that is weeks three and four, one change on one campaign at a time, so it is clear what the change did.

+What changes if outbound is not running yet?

There is nothing to take over. The new SDR starts from an empty list: no campaigns, no replies and no history to learn from. The first weeks go on writing a brief, building a list, writing a first sequence and getting a mailbox ready to send, and copy can only be changed once the first replies arrive.

+Is anything I type stored?

No. The handbook is built in your browser and nothing is sent to a server. Ticked boxes are lost when you leave the page, so use Copy as text to keep them. Once you change something, the inputs go into the page address so you can share the handbook; none of them is personal. A link that opens the plan for a company and a role carries those in the address the same way.

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How to hand outbound over to a new SDR

Two weeks before day one

The week before day one

Week 1

Week 2

Weeks 3 and 4

From week 5: they run the campaigns

They own targeting

Full quota

Read first, warm threads next, change things last.

A new SDR starting Monday 11 January 2027

Two weeks before day one (Mon 28 Dec 2026 to Sun 3 Jan 2027)

The week before day one (Mon 4 Jan 2027 to Sun 10 Jan 2027)

Week 1 (Mon 11 Jan 2027 to Sun 17 Jan 2027)

Week 2 (Mon 18 Jan 2027 to Sun 24 Jan 2027)

Weeks 3 and 4 (Mon 25 Jan 2027 to Sun 7 Feb 2027)

From week 5: they run the campaigns (Mon 8 Feb 2027 to Sun 28 Feb 2027)

They own targeting (Mon 1 Mar 2027 to Sun 11 Apr 2027)

Full quota (Mon 12 Apr 2027)

Common questions

What you are agreeing to.