How to Warm Up Your Email Address Before Cold Outreach

We at roomvu always recommend agents use a separate email address for their business. However, it is very common for emails to end up in spam folders with a new SMTP server, IP, or domain. In fact, before sending email marketing campaigns, you need to warm up your email address to avoid ending up in the spam folder. This article will review a few steps you need to take to prevent that.

Why Warmup Your Email Address

A new account on social media takes time to be trusted by various platforms. New accounts on social media face different limitations in terms of exposure, reach, comments, etc. New email addresses with new IPs face the same limitation. When you use a new email address and a new IP address for your SMTP, your email address and IP will have no reputation on the internet, and the fact that it is new will put them under scrutiny by mail services. Internet service providers do not know this IP address.

Therefore you need to warm it before you can use it for email campaigns or your emails will end up in the spam folders. It is essential when you are planning to run a massive cold email outreach with a new account to ensure emails land in the inbox.

What is Warming up The Email Address

When an IP finds emails from a new IP address and a new server, it will evaluate the traffic from that source. Email volume is one of the critical factors in determining spam mail. Email server warmup builds your mail server reputation on the internet with ISPs by gradually increasing the volume of mail sent with your IP address. Therefore, you must start low with the mail volume and gradually increase it to your desired scale.

Email warm-up is how you build a good sender reputation and prepare a new email account for sending emails at scale. You do so by gradually increasing the number of emails you send from that account.
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In this case, you will allow the ISPs to gradually analyze the traffic from your mail servers and adjust to it. This way, the ISPs will monitor how your recipients engage with your emails. Failing to do so will overwhelm the ISPs, and your emails will get flagged as spam.

Warming up The Email Address

Please note that the guideline here are suggestions only and the best practice for each sender should be different. Use the tips here to get an idea of what you actually should do.

The idea behind warming up mail servers is that you should reach your maximum mail volume in 10 days to two weeks. For example, if you want to send 1000 emails daily, you should start from a low number of around 20 and increase the volume daily until you reach 1000 emails on the last day.

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If you want to send 10K emails, you start with the same low number but extend the time period up to 2 weeks.

To reach bigger numbers like 50K, you should break it down into more steps, like 20K, 30K, 40K, and then 50 K. Never make big jumps, as this will trigger spam filters in ISPs. Take it easy, and you will be fine.

Ideally, it takes 8-12 weeks to accomplish maximum deliverability.
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Monitoring the Progress

Although the guidelines in this article will help you, you should constantly monitor your progress. If you notice a jump in spam rate, etc., taking it a bit easy and letting it cool will lower volumes.

The From Line and Signature

In order to lower your chances of being flagged as spam, you need to work on your “from line” and signature to sound like an actual person, not a bot sending the emails. You have to make it right. If you take it for granted, you will risk your chances of a great reach. Do not use random names and fake identities. Use profile images, etc., to further boost your credibility.