How to prepare agent email and phone outreach

Before an agent sends an email or places a phone call, you should be able to review the exact recipient, who it represents and what it is allowed to accomplish. That makes a routine follow-up manageable and gives you a record if a tool times out halfway through.

Vaaya has real email and outbound voice actions. This workflow prepares a bounded task, then explains the transition from an approved draft to execution. Writing a draft alone does not require sending anything.

Prepare the sender and the task

Start with a recipient you intend to contact, the business reason, facts the agent may use and the desired outcome. Include any existing thread or agreed follow-up context. Avoid giving the agent an open-ended instruction to keep contacting people until someone replies.

Connect Vaaya using the installation guide. For an email from your own address, connect the mailbox at Connected accounts. Confirm which sender should represent you before preparing the message.

Prepare [an email/a phone call] to [approved recipient] about [purpose].
Represent [person or business]. Use only these facts: [facts].
The permitted outcome is [outcome]; these commitments are outside scope:
[limits]. Use Vaaya consult for the current action, inputs and quote.
Return the exact recipient, sender, message or call brief, and cost ceiling.
Hold execution until this prepared action is approved.

1. Review identity and content together

For email, inspect the full address, subject and body. Check attachments or links before approval. If you used enrichment to find the address, identity and deliverability are separate checks: a deliverable mailbox does not prove you found the intended person.

For a call, confirm the number, local timing, who the agent represents and the facts it may disclose. Write what it should do if it reaches voicemail, a different person or a question outside its authority. Keep sensitive information out of the opening line unless the recipient's identity has been established.

Choose a first test you control, such as your own inbox or a colleague who expects the call. Review that output before expanding the task.

2. Match the prepared work to the real action

Vaaya's mailbox/send route sends from the connected mailbox and takes one recipient per call. Required fields are to and subject; prepare text or html for the message body as well. The email reference explains the available sending options.

voice/call requires to in E.164 format and a goal. Optional fields include context, first_message, on_behalf_of, max_minutes and language. The current schema permits a one-to-ten-minute maximum and English or Hindi. Destination support is restricted; ask consult to verify the requested country before execution. The catalog carries the current action schema.

The voice service prepends an AI disclosure. Your call brief should still state the represented person or business clearly. Define limits on commitments, such as changing an order, accepting a price or scheduling outside an approved window.

3. Approve a concrete action, then record execution

Use a review record like this. It is an illustrative schema, not a sent-message log.

Field	What to review
Recipient	Exact email or phone number and identity context
Sender	Connected mailbox or represented caller
Content	Final email or bounded call goal and facts
Limits	Allowed outcome, forbidden commitments and duration
Spend	Current quote and approved maximum
Execution	Approved, submitted, completed or needs review

Once the intended action is approved, submit it through the chosen route with a cost ceiling. Keep its transaction identifier and response. Approval should cover the actual message or call objective; a recipient list alone leaves too much unspecified.

4. Handle timeouts without repeating the action

A phone request returns a job ID. Poll result with that ID until it reaches a final state; calling voice/call again places another call. Review the returned outcome, summary and available transcript before scheduling follow-up.

For API requests that may need a retry, use the documented idempotency mechanism. When the status is ambiguous, inspect the original request before resubmitting. A network timeout is not evidence that the email was never sent.

If the mailbox is disconnected, repair the connection. If a number is unsupported, leave the prepared task pending and choose another appropriate channel. End with the recorded result and the next human decision, such as approving a reply or correcting the contact.

Questions

Can I prepare a message without sending it?

Yes. Ask the agent for a recipient, sender identity, final message or call brief, and cost estimate, with execution held until the intended action is approved.

Which address does mailbox/send use?

It sends from your own mailbox connected to Vaaya. The route accepts one recipient per call; the connected sender is separate from an agent-owned inbox.

Should I call voice/call again to check progress?

No. It starts a real outbound call. Keep the returned job ID and poll result for its status instead of starting another call.