How to Build a Quality Email Database from Scratch

Updated on June 9, 2022

Email marketing is one of the most effective and low-cost ways of delivering your message to prospects. This means that in order to create a successful campaign, it is necessary to have a great email list. But, what if your email list is short, full of data errors and redundancies? Poor data quality is worse than having no data at all. With incomplete email lists, all your marketing efforts will be a total miss.

If you received a task to set up your company’s contact database for marketing and sales purposes, this may be challenging, especially if you have to build it from scratch. In this stage, you may be wondering how you can find prospects quickly, and verify the accuracy of the data you receive. So how to setup a quality email database?

Although these questions are making your head spin, setting up a database from scratch is not as difficult as you may think. If you want a lot of prospects and need them fast, go for the Sales.Rocks Company Search module.

How to build a quality email database

Using marketing enablement tools will help you start filling your sales pipeline in the easiest and more efficient way. This is also a great place to start if you are on a tight budget, and need a few strong contacts to get things rolling. Also, this tool may be your best option if you are only looking to target a few specialized sub-industries.

How to start?

Begin with a clear vision of what your objectives are. Your goals are likely to affect the type of B2B data you collect. Before you start filtering with Company Search module, you have to consider:

  • Who will use the data and with what purpose?

To answer this question, you can experiment with filters like Location (region, postcode, HQ or branch location), Company size (employee and revenue range) or Company status (founded date, operating status).

  • Is the list for inbound or outbound marketing?

Depending on the marketing approach, use the Industry filter where you can search by SIC, NAICS, NACE code keywords. Then, choose Contact option (phone and email available, website URL, decision-maker) to access valuable contact details.

Picture of the platform

By creating a Freemium account, you will receive 20 credits that you can use per month. One credit applies for one contact search (one row of data). If you find Company Data filters efficient, you can also try the custom pricing that suits your budget.

Is there another way?

In case you are trying to save money initially, or you work in an industry where the contact data is public, you may try building your database manually. This can be a good option if you need only a few contacts, but for vast data, it will cost you valuable time and resources.


The endless Internet searches for phone numbers and emails can be very time-consuming, not to mention that this is a quick way to fill your database with poor data. Building a large enough list to fill your sales funnel manually may take you months, or even years, and in the end, you cannot be sure that the contact data you collected is verified.

Another great way to fill your pipeline in with inbound marketing is to create relevant content such as blogs, whitepapers, e-books, webinars, as part of your strategy. You can use form-fills to get the contact information. In addition to being a cost-effective way to building your list, it also requires time and money investment.

Keep it up-to date

According to statistics, on average 30% of all contact data decay every year. This is why maintaining accurate data is vital for your campaign success. Buying random contact list has its disadvantages:

  • A higher risk that the contact data is not accurate
  • You can never be sure if it’s up-to-date
  • Data volume may be insufficient for filling a pipeline

Tools for bulk data processing will speed up and automate this process. This module offers you up-to-date contact data, and will keep your data clean and relevant. In case you decided to manually build your database, it is important to double-check, and update your contact base at least every 3 months, to make sure it is valid. Don’t waste your marketing team efforts on emailing non-valid contacts.

Wrap up

The essence of email marketing is the data quality of email addresses. The better the quality of the data is, the more likely is for marketers to get a higher rate of emails opened, click through rates hit, and more conversions accomplished. On the other side, poor data quality may ruin your marketing efforts.

Creating your own quality email database from scratch requires deep research. You can either do it manually, or use marketing enablement tools. Either way, you will have a successful marketing list that will work for you. But don’t forget – a successful marketing campaign is only as good as the data you work with. This is why it is important to build a database to fit your requirements that will help you generate high-quality leads, and result in achieving your marketing goals.

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