Stop the Spam: Email Filters & Opt‑Out Scripts for Pushy Sales Reps

Stop vendor noise at the source. Set up smart filters in Gmail/Outlook and use copy-paste opt-out scripts (email, SMS, phone) to reclaim your clinic’s time.

August 20, 2025
12 minute read
Stop the Spam: Email Filters & Opt‑Out Scripts for Pushy Sales Reps

Estimated reading time: 12-13 minutes

Last updated: August 20th, 2025

If your inbox looks like a trade-show floor, it's time to take back control

Veterinary professionals didn’t go to school to manage sales pipelines. Yet the moment you download a “buyers’ guide,” register for a webinar, or scan your badge at a conference, your practice often lands in multiple vendor sequences; email, phone, SMS, LinkedIn, even calendar invites. The result: distraction, decision fatigue, and lost clinical time.

This comprehensive guide gives you a 3‑layer defense you can put in place today:

  1. Prevent new noice from reaching your most critical inboxes.
  2. Contain vendor outreach with smart filters, labels, and rules in Gmail, Outlook, and Apple Mail.
  3. Exit sequences fast with copy-paste opt-out scripts that are polite, firm, and legally clear.

You'll also get SMS and voicemail templates, calendar spam defenses, and a one‑page team policy so everyone in the hospital handles outreach consistently.

Why This Matters (and Why You're Getting So Much Spam)

  • Lead-sharing is real. One download or booth scan can propagate your info across partner networks.
  • Automations multiply messages. Modern sales tools fire off sequences based on opens, link clicks, or calendar availability.
  • Incentives are misaligned. Reps are paid to book demos, not to protect your time. Without a system, your inbox becomes their to-do list.

This fix isn't juse "unsubscribe". You need a layered approach that keeps legitimate messages visible, shunts cold email outreach aside, and gives you one-click ways to disengage.

The 3-Layer Defense

Layer 1: Prevent (stop the flood at the source)

  • Use a vendor alias. Create `vendors@yourclinic.com` or `firstname+vendors@yourclinic.com` for downloads or trials. Route it to a shared folder your team checks weekly.
  • Block tracking pixels. In your email client, disable automatic image loading; most sales tools track opens via images.
  • Conference hygiene. If you must scan, use the alias and uncheck "share with partners".
  • Calendar privacy. Disable auto-adding invitations from unknown senders (see the Calendar section below).

Layer 2: Contain (filters, rules, labels)

  • Label, don't delete. Move outreach to a "Vendor Pitches" label/folder, mark as read, and let your Priority/Focused inbox surface messages from clients and known contacts.
  • Quarantine gray area mail. Create a second label, e.g. "Warm Vendors" for companies you might evaluate later.
  • Use domain rules wisely. Blocking entire domains is powerful but blunt. Prefer keyword + header rules to avoid hiding invoices or support notices from tools you already use.

Layer 3: Exit (opt-out scripts)

  • Polite decline for first touch.
  • Firm removal for repeaters.
  • Nuclear option citing legal opt-out requirements for sequence abusers
  • SMS/phone scripts to end text/call outreach quickly.

Easily add email filters to get a handle on vendor spam

Gmail: Filters You Can Copy-Paste

Goal: divert cold vendor outreach into a labeled folder, mark as read, and keep your Primary inbox clean.

Step-by-Step

  1. Create labels: Settings → See all settings → Labels → Create new → "Vendor Pitches" 
  2. Mark a filter: In the search bar, click on the sliders icon. Add the following under Has the words and Subject as indicated, the choose actions.

Filter #1 - Common sales phrases (subject line)

Search → Subject:

("demo" OR "quick demo" OR "15 min" OR "15-minute" OR "walkthrough" OR "discovery call" OR "touch base" OR "circle back" OR "checking in")

Actions: Skip the Inbox (Archive) → Apply label: Vendor Pitches → Mark as read.

Filter #2 - Sequence language (body copy)

Search → Has the words:

("book time on my calendar" OR "pick a time" OR "schedule a chat" OR "quick connect" OR "case study attached" OR "limited spots" OR "end of quarter")

Actions: Skip Inbox → Label Vendor Pitches → Mark as read.

Filter #3 - Generic BDR domains (broard but useful)

Note: A BDR is a "Business Development Representative" aka a "cold caller", sometimes called an SDR "Sales Development Representative". People in this role may be contractors from a "BDR service" contracted by a vendor or a vendors employee as part of a sales team. They have one job, to get you on a demo. They are almost always compensated per demo.

Search → From:

(.io OR .ai OR .tech OR .salesforce.com OR .hubspotemail.net)

Note: Gmail doesn’t support wildcards like `*@*.io`, but `from:(.io)` matches senders with that string in their domain. Use carefully to avoid hiding legitimate partners.

Actions: Skip Inbox → Label Vendor Pitches.

Filter #4 - "Demo Calendar" & meeting-tool links

Search → Had the words:

(calendly.com OR cal.com OR "/schedule/" OR "/book-a-demo")

Actions: Skip Inbox → Label Vendor Pitches → Mark as read.

Filter #5 - Warm vendors (you might revisit)

Search → Subject:

("pricing" OR "proposal" OR "quote" OR "SLA" OR "BAA")

Actions: Apply label Warm Vendors (do not skip inbox). Star it so you can triage later.

Additional Gmail Tips

  • Priority Inbox: Settings → Inbox → Inbox type → Priority Inbox. Add your owners, managers, DVMs to Important senders so patient care threads always float to the top.
  • Images: Settings → General → Images → Ask before displaying external images.
  • Plus-addressing: Use `drsmith+rfp@clinic.com` on vendor forms to trace who leaked your email address.

Outlook / Microsoft 365: Rules That Work

Goal: move cold outreach out of Focused inbox and into a dedicated folder without losing track of warm leads.

Quick Rule (Outlook on the web)

  1. Settings → Mail → Rules → Add new rule
  2. Name: Vendor Pitches
  3. Consition(s):
    • Subject includes: `demo, quick demo, 15 min, discovery call, touch base, circle back, checking in`
    • Or Message header includes `List-unsubscribe`
  4. Action(s): Move to folder → Vendor Pitches → Mark as read → Stop processing more rules

Advanced Rule Ideas (Desktop Outlook)

  • From domain contains: `.io`, or `.ai`, or specific vendors when they won't accept opt-outs.
  • With specific words in the message header: `List-unsubscribe` (captures most sequence emails).
  • Exceptions: If sender is in "Vet Partners" contact group, do not apply the rule.

Outlook Tips

  • Focused Inbox: Keep enabled; your rules push junk to Other/Vendor Pitches, while client threads stay focused.
  • Block tracking: File → Options → Trust Center → Automatic Download → Don't download pictures automatically.
  • Quick Steps: Create a "Warm Vendor" Quick Step that flags + moves a thread you want to review later.

Apple Mail / iCloud Mail

  • Mac Mail Rules: Mail → Settings → Rules → Add Rule. Conditions: Subject contains `demo`, `15 min`, etc. Action Mode to mailbox Vendor Pitches, Mark as Read.
  • VIP List: Add your referral partners, specialists, and internal team to VIP so their emails always alert you.
  • iCloud.com Rules: Server-side rules catch mail before it hits devices; mirrir your Max rule there for consistency.
  • Privacy: Mail → Settings → Privacy → Protect Mail Activity to obscure tracking.

Calendar settings prevent unwanted demos from being booked

Calendar Spam: Stop Surprise "Demo" Invites

Google Calendar

  • Settings → Event settings → Automatically add invitations → No, only show invitations to which I have responded.
  • Settings → View options → Show declined events (unchecked).
  • Use a secondary calendar (e.g. "Vendor Demos") for any optional vendor sessions so they never block your main schedule.

Outlook Calendar

  • Settings → Calendar → Events from email → Don't add events to my calendar automatically.
  • For unsolicated ICS attachements, create a mail rule to move invites containing `demo` to Vendor Pitches.

Create scripts for respond to vendor inquiries and opting out of future sequences

Copy-Paste Opt-Out Scripts (Email)

Keep these scripts as canned responses. Use Script A first; escalate only if needed.

Script A - Polite Decline (keeps the door open)

Subject: Thank you - no evaluation window

"Hi {{FirstName}},

Thanks for reaching out. We're not evaluating {{Category}} solutions this quarter. Please remove {{Clinic Name}} from marketing sequences for now. If we open an RFP, we'll reach out via vendors@{{domain}}

Best regards,
{{YourName}}, {{Role}}"

Script B - Firm Removal (repeat contact)

Subject: Please remove us from all sequences

"Hi {{FirstName}},

This is a formal request to remove {{Clinic Name}} from all email sequences, call lists, and SMS outreach. Do not contact our clinic for sales purposes. Please confirm removal.

Thank you,
{{YourName}},{{Role}}"

Script C - Legal Opt-Out (for sequence abuse)

Subject: Opt-out request - cease further outreach

"Hello,

Under applicable marketing laws and carrier policies, consider this our opt-out request. Remove {{Clinic Name}} and the address {{[your@clinic.com](mailto:your@clinic.com)}} from all marketing lists, sequences, and data-sharing with partners. Do not contact us via email, phone, SMS, or LinkedIn for sales purposes. Please confirm removal within 5 business days."

Note: This article provides general guidance only and isn't legal advice. For persistent harassment, consult counsel and your email provider's abuse reporting.

Script D - Keep-Warm (you actually might evaluate later)

Subject: Not now - try us in Q4

"Hi {{FirstName}}, thanks for the note. We're heads down on other priorities and won't review new {{Category}} tools until {{Month/Qtr}}. Please remove us from sequences and circle back then."

SMS, Phone, and Voicemail

SMS

  • STOP (short, recognized by many platforms)
  • "Please remove this number from all marketing texts. Do not contact us by SMS."

Phone (live)

  • "Thanks. We don't take sales calls. Please remove {{Clinic Name}} from your call list and email vendors@{{domain}} instead"

Voicemail Greeting (optional front-desk or personal voice mailbox shield)

"Thanks for calling {{Clinic Name}}. If you're a software vendor or sales representative, please email vendors@{{domain}}. Sales calls to this line won't be returned."

Build a Vendor Pitches Folder That Works for You

Create 3 subfolders (or labels):

  1. Triage - default landing zone for new outreach.
  2. Warm - potential fits you'll review monthly.
  3. Blocked - serial offenders or domains explicitly banned.

Set a 15-minute Friday recurring block to scan Warm; archive the rest. Decision hygiene beats endless interrupitons.

Domain Blocking Without Shooting Yourself in the Paw

Use this sparingly:

  • Block known spam domains or campaign senders (e.g., `mailer.vendor-example.com`).
  • Don't block the primary domains to tools you already use; support emails often originate there.
  • When in doubt, combine Subject contains + List-Unsubscribe header rather than a domain-wide block.

Keep Reputation-Safe: When to Reply vs. Report

  • Reply (Script A) if it's a legitimate company and you might consider them later.
  • Report spam to your provider if the sender is spoofing, hides identity, or ignores formal opt-out requests.
  • Abuse desks: forward headers to `abuse@their-domain.com` for non-compliant senders.

Protect Your Team: One-Page Internal Policy

Share this with your staff so everyone responds the same way:

Purpose: reduce interruptions and route all vendor outreach to one place.

Inbox rules: enable Vendor Pitches filter; disable auto image loading.

When a rep calls: offer the vendor alias and end the call. No scheduling on the spot.

If interested: send the Gatekeeper Worksheet link and ask them to reply there; do not accept off-book pricing or "one day only" offers.

Escalation: after two unwanted touches in a week, use Script B. After four, use Script C and block.

Print this policy and keep it at reception.

Bonus: Prevent Getting Re-Added After an Opt-Out

  • Use the alias on every form. If newsletters and "product updates" start hitting your direct address, you'll know which vendor leaked it.
  • Don't "visit the booth to win a YETI." Those raffles trade your time for sequences.
  • Screenshot confirmations. When a rep confirms removal, file the message in Blocked for receipts. 

Quick Reference: Filters & Scripts Library

Gmail search strings (paste into the filter search box)

Subject:("demo" OR "quick demo" OR "15 min" OR "15-minute" OR "walkthrough" OR "discovery call" OR "touch base" OR "circle back" OR "checking in")
Has the words:("book time on my calendar" OR "pick a time" OR "schedule a chat" OR "limited spots" OR "end of quarter")
From:(.io OR .ai OR .tech OR .salesforce.com OR .hubspotemail.net)
Has the words:(calendly.com OR cal.com OR "/schedule/" OR "/book-a-demo")

Outlook rule keywords (Subject contains):
`demo, quick demo, discovery call, 15 min, 15-minute, touch base, circle back, checking in, follow up`

Opt-out scripts: see Scripts A-D above; save as canned response.

Connect the Dots: Turn Down Noise, Keep the Signal

Stopping spam is more than “inbox zero.” It’s about protecting clinical hours, reducing staff burnout, and keeping the decision process on your terms. With the three‑layer defense in place, you’ll still see the vendors you want to hear from, on your timeline, and you’ll swiftly mute the rest.

Next steps:

  1. Implement the Gmail/Outlook rules above (10 minutes).
  2. Paste Script A into your canned responses.
  3. Route all vendor forms to your alias.
  4. Add our Gatekeeper Worksheet, Vendor Scorecard, and UX Checkpoints to your toolkit for when you're ready to evaluate software, on your terms.

Time reading ~12 minutes. Time saved this month: easily more than that.

Adam Wysocki

Adam Wysocki

Contributor