8 min read

Cracking the Code of Warming Up Email: The Essential Steps for Cold Outreach

Master the art of warming up email for effective cold outreach. Dive into tips and tricks that boost your open rates and ensure inbox landing
Written by
Vikas Jha
Published on
August 5, 2023

Introduction: The Necessity of Email Warm-Up in 2023

Why do we need to Warmup emails?

In today’s digital age, it is essential that your emails are delivered and read by the intended recipient.

Unfortunately, many are often overlooked or in the spam folder due to the sheer number of emails sent daily.

However, there is a way to increase the chances that your emails will be both delivered and read by the recipient - warming up emails.

Warming up of emails refers to gradually increasing the amount of email traffic sent from a new email account or IP address to build up a good reputation and avoid being flagged as spam.

This is typically done by sending a small number of emails at first, then gradually increasing the number over several days or weeks.

Email warming aims to establish a good reputation with email providers and ensure that your messages are delivered to recipients' inboxes rather than being sent to their spam folders.

Email warming isn’t just limited to the owner of a new email domain. the Email warming service is essential for businesses or individuals who

  • recently bought a new email domain
  • changed the email service provider and therefore are now sending emails from a new IP Address
  • want to increase the number of emails that are being sent from a particular domain or IP address
  • has an email domain that has been lying idle for a long while and now has to be used for sending emails

Email warming helps you build a high domain reputation of your email domain. Your sender reputation is a key factor in the deliverability of your email campaign. Email servers use your sender reputation to determine whether or not your messages should be delivered to the inbox of your recipients. If your sender reputation is poor, it can cause your emails to be flagged as spam or rejected altogether, which can greatly reduce the deliverability of your campaign.

On the other hand, if your sender reputation is good, it can improve the deliverability of your email campaign. Email servers are more likely to trust and accept messages from a sender with a good reputation, which can help to ensure that your emails reach the inbox and are seen by your recipients.

Decoding Email Warm Up: A Comprehensive Overview

Email Warm Up : All You (Really) Need To Know in 2023

As we journey through the labyrinth of digital marketing, let's unlock the mystery of a concept that's become pivotal in successful email campaigns: the process of warming up email.

Ever wondered why your meticulously crafted cold emails sometimes end up in the dreaded spam folder?

You're about to discover how the practice of email warm-up can dramatically alter your email marketing game.

The Concept of Email Warm Up

Email Warm-Up 101: What It Means, Why It Matters, and How It Works

Let's break it down in simple terms.

The concept of warming up email is akin to that of an athlete warming up before a big race.

It’s a process of sending gradual, increasing volumes of emails from a new email account or a domain to build its reputation with major email providers like Gmail, Yahoo Mail, or Zoho Mail.

Just as an athlete can't expect to perform at their best without warming up their muscles, you can't expect your cold emails to land in the your primary inbox or other inboxes without a proper warm-up.

Every email service provider employs complex algorithms that are constantly on the lookout for spammers.

When you send large volumes of emails from an account that hasn't been properly warmed up, you might inadvertently trigger these spam filters.

Let me paint you a picture.

Imagine you're moving to a new neighborhood.

If you suddenly throw a huge block party without getting to know your neighbors, you might raise eyebrows or even disturb some neighbors, resulting in complaints.

However, if you gradually build relationships, perhaps by greeting your neighbors and inviting a few over for coffee, you'll establish trust, and your party will likely be more welcomed.

Email warm up service take-up is that gradual process of establishing trust in the neighborhood of multiple inboxes between email service providers.

The Evolution of Email Warm-Up Practices

The concept of email warm-up didn't exist in the early days of email.

As long as your message wasn't overt spam, you were golden.

However, with the surge of spam emails and phishing scams, email service providers had to tighten their scrutiny. Thus, the practice of warming up email came into being.

Originally, the warm-up process was quite simple.

Marketers and email outreach specialists used to send emails to known contacts or friendly accounts manually.

These contacts would open the emails, maybe reply, and even mark them as important. This interaction simulated organic email activity, building the sender's reputation.

As email marketing evolved, marketers started leveraging automation tools to handle this time-consuming process.

Nowadays, warm-up tools can mimic human-like email behavior, sending emails, replying, and even carrying out more personalized emails and interactions.

These tools have become the backbone of email warm-up practices, especially for brands managing multiple email accounts.

The Role of Email Warm Up in Modern Digital Communication

Infographic with questions that will help you find out if you need to warm up your domain before you send your outbound campaigns

In the world of modern digital communication, the importance of email warm-up cannot be overstated.

A robust warm-up process ensures your emails land in your recipient's primary inbox, not the spam folder, or worse, get blocked. It's the foundation upon which effective cold email campaigns are built.

For instance, consider an e-commerce company launching a new domain for their holiday specials.

Despite having an exciting product lineup and killer sales copy, their email campaign might falter if they haven't warmed up their new email domain.

Their emails could land in spam folders, and their open rates could plummet.

They could dramatically improve their campaign's performance by investing time in a thorough warm-up process.

Moreover, an effective email warm-up process helps maintain a good sender reputation.

Major inbox providers will recognize your email account as a trustworthy sender, not a spammy one.

The process improves your domain reputation, enhances email deliverability, and ultimately boosts the effectiveness of your cold outreach campaigns.

In essence, understanding and implementing email warm-up practices is not just an option but a necessity in today's digital world.

Whether you're a solopreneur or a multinational corporation, warming up your email can be the difference between a thriving email campaign and a failed one.

The Significance of Email Warm-Up for Cold Outreach

Email Warm Up : All You (Really) Need To Know in 2023

Ever watched a brilliant actor on stage, completely captivating the audience with their performance? You'd think they were born to play that role, right? Well, that's where you might be mistaken. Behind the scenes, there's a tremendous amount of preparation. Rehearsals, script-reading, costume trials, and more. Without this 'warming up', the actor's performance might falter. Similarly, in the theater of cold email outreach, 'warming up email' is the vital rehearsal that ensures your 'performance' is a hit.

Protecting Your Sender Reputation

Your good sender reputation is the unsung hero in your email campaign's success story.

It measures your email account's trustworthiness, determined by a complex interplay of factors such as spam complaints, email volume, and bounce rates.

Imagine your sender reputation as your credit score.

A poor credit score can prevent you from getting a loan, but a bad sender reputation can block your emails from reaching the primary inbox, or multiple inboxes. And here's where the role of email warm-up becomes crucial.

A well-executed email warm-up process can be your sender reputation's knight in shining armor.

By gradually increasing the number of emails sent from a new or previously inactive account, you demonstrate to the email service providers that you're a legitimate sender, not a spammer on the loose.

As your email activities increase, so does your sender reputation, ensuring your personalized emails get the reception they deserve.

Enhancing Email Deliverability and Open Rates

Let's go on a little imaginary journey.

Picture yourself as a high school student. Your report card just came out, and you've nailed it - straight As!

Excited, you text your friends about your grades, expecting congratulatory replies. But for some reason, your messages aren't getting through.

How frustrating is that?

That's exactly what happens when your emails aren't delivered. All your efforts in crafting the perfect email go in vain.

The culprit?

Poor email deliverability.

This is where our trusted hero - the email warm-up process - steps in.

Warming up your email improves the chances of your emails landing in the primary inbox, significantly enhancing email deliverability.

And when your emails reach the primary inbox, your open rates naturally soar. It's a win-win!

Preventing Spam Classification and Blacklisting

Remember our neighborhood party analogy?

Imagine your new neighbors complaining about your party to the local authorities, branding you a nuisance.

You'd be in hot water, wouldn't you? T

The same goes for your emails.

If email service providers or recipients mark your emails as spam too often, your domain risk being classified as spam.

Worse still, your domain could get blacklisted, effectively shutting down your email campaigns.

Now, you don't want that, do you? Of course not. Hence, the importance of warming up your email cannot be overstated.

By pacing your email activities, engaging in genuine interactions, and avoiding spam-like behavior, the whole warm up your email process ensures your emails get the green light, not the spam label.

To conclude, warming up your email is more than a best practice.

It's an indispensable element in your cold outreach strategy.

It's like wearing a helmet when you ride a bike, applying sunscreen before stepping out on a sunny day, or rehearsing before a performance.

Sure, you can skip it, but at what cost?

The A-Z of Email Warm Up Strategies

How To Do Email Warm Up? Steps, Factors & Tools To Hit Inboxes

Picture yourself in a busy kitchen, preparing a culinary masterpiece.

Your recipe is ready - a step-by-step guide that walks you through the process.

Now, imagine if you had a similar guide, a recipe of sorts, for warming up your email.

Wouldn't that make your life easier?

Well, guess what?

That's exactly what we've got for you in this section - a detailed, step-by-step guide to 'warming up email'! Let's get cooking!

The Manual Warm-Up Process

Ever brewed a pot of coffee manually? If you have, you know that it's a labor of love. Every step has to be performed with precision and care. The same principle applies to the manual email warm-up process. It requires time, attention, and, above all, patience. Let's take a look at how it's done.

Step 1: Account Authentication

Think of this step as proof of identity, the ID card of your email account.

By authenticating your account with SPF (Sender Policy Framework), DKIM (Domain Keys Identified Mail), and DMARC (Domain-based Message Authentication, Reporting & Conformance), you establish your legitimacy as a sender.

It's like showing your ID at the entrance of a club, confirming you're not an impersonator.

Step 2: Email Communication - Starting Conversations & Keeping Them Going

Consider this step as your icebreaker, the small talk that helps you establish a rapport with your audience. Initiate conversations with people you know - friends, colleagues, or business associates.

Engage with their emails.

Reply promptly.

Show interest.

Just as in real life, this level of engagement gets you noticed and appreciated.

Step 3: Engaging with Newsletters

Subscribing to and interacting with newsletters can be likened to attending a seminar or lecture. You get to learn, participate in discussions, and, in the process, mark your presence. When you engage with newsletters, you demonstrate to the ISPs (Internet Service Providers) that you're an active, interested participant in the email community.

Step 4: Mindful Emailing - Timing and Volume Control

Here's where you practice mindful emailing. Just as you wouldn't blast loud music in the middle of the night, you wouldn't send out a barrage of emails at odd hours. Be mindful of the timing and volume of your emails. Start small, and gradually increase the volume. Timing your emails to when your recipients are most likely to be active can greatly enhance engagement.

Embracing Automation: The Automated Warm-Up Process

Remember when we likened manual email warm-up to brewing a cup of coffee by hand?

You appreciate the authenticity, the hands-on experience, and the control it gives you.

But maintaining the same precision becomes an uphill task when the quantity increases.

That's when you need to consider automation.

So why should you automate the email warm-up process?

  • Automation saves you a tremendous amount of time. Instead of manually sending out emails, replying, and gradually increasing the volume, the software does it for you. That's hours of work saved!
  • Automation brings consistency. There's no room for human error or forgetfulness. The software ensures that the process is carried out precisely every day.
  • Automation allows you to scale up your efforts without an equivalent increase in workload or resources. Whether you're warming up ten email accounts or 1000, the effort remains the same.

However, it's important to remember that automation doesn't mean you set it and forget it.

Monitoring your progress, tweaking settings, and fine-tuning your strategy as needed is vital.

Picking the Right Tools for Automation

Now that you're sold on the idea of automating your email warm-up process, the question arises - which tool should you pick?

It's like being in a gourmet coffee shop with an array of coffee beans to choose from.

Each has its unique flavor profile, origin, and roasting technique.

Similarly, each warm-up tool has its unique features and benefits.

The right tool for you depends on your specific needs and goals.

Are you a small business owner looking to warm up a handful of email accounts or an enterprise with hundreds of accounts to manage?

Do you need a basic tool that does the job, or are you looking for advanced features and customization options?

Some tools excel in user-friendliness, offering a simple, intuitive interface that's great for beginners.

Others offer advanced customization options, detailed reports and analytics, and extensive support, catering to the needs of larger organizations or more experienced users.

Make sure to research thoroughly, read reviews, and even take advantage of free trials before making your choice.

Key Features for Success

We've talked about how crucial it is to pick the right tool for your email warm-up process. But what should you look for in a tool? What features spell success?

Customization is the first key feature. The tool should allow you to tailor the warm-up process to your needs - customize send volumes, choose recipients, and set schedules.

Integration with your existing email setup is another important feature. The tool should be able to work seamlessly with your email service provider, be it Gmail, Yahoo Mail, or any other.

Real-time reporting and analytics are also crucial. The tool should provide you with up-to-date data about your warm-up process. This information can help you monitor your progress, identify any issues, and make informed decisions about your email strategy.

Support is another aspect you shouldn't overlook. A good tool will have robust customer support, ready to assist you whenever you run into problems.

Deep Dive: Unraveling the Best Warm-Up Tools for 2023 is a dedicated platform that assists in the process of warming up your email. It acts behind the scenes to improve email deliverability, ensuring your communications reach the intended inboxes.

Unveiling the Features stands out with its suite of features. These include building domain reputation, enabling automatic follow-ups, and tracking responses. For businesses managing multiple email accounts, offers personalized warm-up options for each.

Investigating Pricing and Value

The pricing structure of caters to businesses of varying sizes. The value it offers, such as improved email deliverability and greater peace of mind, make it a worthy investment.


Another major player in the email warm-up space is Mailwarm. Like, it's designed to enhance email deliverability, ensuring your communications get through.

Exploring the Feature Suite

Mailwarm has comprehensive features designed to boost your email reputation, protect against spam classification, and increase your open rates. Each feature works together to drive the success of your email campaigns.

Assessing Cost and Benefits

Mailwarm's pricing structure is designed to be flexible, accommodating businesses of different sizes and needs. The benefits of using Mailwarm, such as increased email deliverability rates, offer a significant return on investment.

Email Warmer by Alore

When it comes to email warm-up tools, Alore's Email Warmer is in a league of its own. It enhances email deliverability and offers distinctive features that separate it from the crowd.

Diving into its Unique Features

One of Email Warmer by Alore's key differentiators is its completely automated process. Once you set it up, it takes care of the rest. This tool communicates with a network of real inboxes, maintaining conversation threads for improved email deliverability. Whether you're using G Suite, Outlook, or any other SMTP provider, it seamlessly integrates with your existing setup.

Email Warmer monitors daily SPF, DKIM, DMARC, and DNS to ensure higher email deliverability. It goes beyond warming up your email by checking your DNS health, running a blacklist check, and carrying out MX Record checks for secure and error-free email delivery.

Moreover, Email Warmer offers a range of warm-up options based on the intent of your emails, be it transactional, promotional, marketing, or cold email. It varies the content of each email, ensuring ESP cannot mark them as automated emails.

Evaluating Pricing and Effectiveness

Email Warmer by Alore offers competitive pricing options that bring value to your money. Its suite of unique features, coupled with the credibility of Alore, makes it a strong contender in the market for email warm-up tools.

Subsection: Other Noteworthy Tools in the Market

While, Mailwarm, and Email Warmer by Alore are leading the pack, other noteworthy tools are available. It's always recommended to investigate various options before settling on one, as different tools might offer unique features that could better serve your specific needs.

A Matter of Timing: When to Start and How Long to Warm-Up

Email Warm-Up 101: What It Means, Why It Matters, and How It Works

The process of warming up an email can make a significant difference in your email marketing success

But you might be wondering, when is the right time to start?

And once you've started, how long should you continue?

Trying to find a needle in a haystack might seem like trying to find a needle, but don't worry—we're here to help.

Recognizing the Right Time to Start Warming Up Your Email

Why you should Warm Up your Email?

The best time to start warming up your email largely depends on when you plan to start your email campaigns.

You should start the warm-up process before you start your full-scale email campaigns.

Well before means at least 3-4 weeks before you start your campaigns.

And if the daily volume of emails to be sent is more than 300 a day, at least 4-6 weeks before the campaign starts.

Why so?

Because the goal of email warm-up is to gradually build your sender reputation by increasing email volume over time.

Launching a large-scale email campaign from a new or dormant email account is more likely to trigger spam filters, resulting in lower deliverability rates.

So, as a rule of thumb, start the warm-up process at least a few weeks before your planned campaign.

Understanding the Ideal Warm-Up Duration

You might think, "Great, I know when to start, but how long does this email warm-up take?"

Well, the duration of the email warm-up is not set in stone. It can vary depending on your intended email volume and how your recipients engage with your emails.

For instance, if you plan on sending 50,000 emails daily, your warm-up period will be considerably longer than someone planning to send 5,000 emails daily.

A general guideline would be to start by sending a small number of emails (around 20-50) daily and then doubling that number every week until you reach your desired volume. This approach can take anywhere from a few weeks to a few months, so patience is key.

Remember, warming up email is not just about avoiding the spam folder but building a strong sender reputation. Cutting corners can do more harm than good in the long run.

Factors Influencing Warm-Up Timing and Duration

There are a few factors that can influence your warm-up timing and duration:

  1. Email Volume: As mentioned earlier, your intended email volume will directly impact your warm-up duration. The higher the volume, the longer the warm-up period.
  2. Sender Reputation: If you're using a new domain or email address, you'll likely need a longer warm-up period to establish a positive sender reputation.
  3. Engagement Rate: The response rate to your emails (open rate, click-through rate, etc.) can affect your warm-up timeline. Higher engagement can help speed up the process, while lower engagement may require a longer warm-up period.
  4. Content Quality: If your emails are high-quality and relevant to your audience, you're less likely to be marked as spam, which can help shorten your warm-up period.
  5. ESP's Policies: Your Email Service Provider's policies can influence your warm-up schedule. Some ESPs have strict sending limits for new accounts, so you'll need to adjust your warm-up schedule accordingly.

To conclude, the timing and duration of warming up email are crucial aspects to ensure your email marketing's success. By recognizing the right time to start and understanding the factors influencing the warm-up process, you can optimize your campaigns for maximum deliverability and engagement. Remember, email warm-up is not a race—it's a marathon. A well-executed warm-up strategy can pave the way for successful email campaigns and a healthy sender reputation.

Advanced Warm-Up Techniques: Maximize Your Email Reach

The best email warm-up solution | Discover our features

So, you've learned the basics of warming up an email and are ready to take the next step, right? Great! It's time to delve deeper into the world of advanced and warmup email take-up techniques. This section covers practical steps and strategies to elevate your email deliverability and engagement rates further. Let's get started, shall we?

Preparing Your Domain for Reputation Management

First, you need to build a solid foundation, which begins with preparing your domain for reputation management.

But how do you do that?

  1. Domain Authentication: Start by ensuring your domain is authenticated with SPF, DKIM, and DMARC records. These protocols confirm your identity to the recipient's email server, reducing the chances of your emails being marked as spam.
  2. Domain Age and History: ESPs look at your domain's age and email history when assigning a sender score. If possible, use a domain at least six months old with a positive email sending history.
  3. Separate Domains: If you're sending both transactional and marketing emails, consider using separate domains or subdomains. This way, if one gets blacklisted, the other isn't affected.

Configuring Your Email Account for Deliverability Success

Next, you need to fine-tune your email account settings to optimize deliverability. Here's how:

  1. Sending Volume and Frequency: Start slow and gradually increase your sending volume. Remember, sudden spikes can trigger spam filters. Also, maintain consistent sending frequency - sending a few emails every day is better than sending hundreds once a week.
  2. Recipient Engagement: Keep an eye on your recipients' engagement levels. High open and click-through rates signal to ESPs that your emails are valuable to recipients.
  3. Maintain a Healthy List: Regularly clean your email list to remove non-responders and invalid email addresses. This helps keep your bounce rate low, which is vital for maintaining a positive sender reputation.

The Art of Crafting Human-like Email

Last but definitely not least, let's talk about creating human-like emails.

  1. Personalization: Personalizing your emails can significantly boost engagement rates. Using the recipient's name in the subject line or body of the email can make your email more appealing and human-like.
  2. Content Variety: Mix up your email content to make it appear more natural. Don't send the same email to everyone on your list—instead, segment your audience and tailor your content accordingly.
  3. Interactivity: Encourage recipient interaction by asking questions, inviting replies, or including interactive elements like surveys or quizzes.
  4. Attachments and Images: Use these sparingly, especially during the warm-up phase. Many spam filters are suspicious of emails with attachments or numerous images.
  5. Clear Unsubscribe Option: Always provide an easy way for recipients to opt out of your emails. It's not just good etiquette—it's the law in many jurisdictions.

When warming up email, it's not about reaching the finish line the fastest but making sure every step you take is strategic and impactful.

Tips for creating successful warming-up email campaign

Top 9 Email Warm-Up Tools For Your B2B Outreach

Warming up a new email domain or IP address is important in building a strong sending reputation and improving deliverability.

By sending a small number of emails initially and gradually increasing the volume over time, you can avoid being flagged as spam and improve the chances that your emails will reach the inbox of your intended recipients.

This section will discuss some tips for creating a successful email warm-up plan.

Following these guidelines ensures that your emails are delivered to the right people and your sending reputation remains strong.

  1. Start with a small number of emails.
  2. When you first start sending emails from a new domain or IP address, it's important to send a small number of emails to warm up the domain and avoid being flagged as spam. This could mean sending a few emails per day to start and gradually increasing the number of emails over time as the domain becomes more established.
  3. Focus on engagement
  4. Focusing on email engagement is important to build a strong sending reputation. This means sending emails your recipients will likely open, read, and interact with. You can segment your list and send targeted, relevant content that resonates with your audience.
  5. Monitor your sending reputation.
  6. Use tools like Sender Score or Return Path's Sender Base to monitor your sending reputation and identify any issues that may be impacting your deliverability.
  7. Monitor your bounces and spam complaints.
  8. Keep an eye on your bounces and spam complaints to ensure that you're not sending emails to invalid or unengaged recipients. This can help protect your sending reputation and improve your deliverability.
  9. Use best practices for email marketing.
  10. Following best practices for email marketing can also help improve your deliverability and warm up your domain. This includes using a double opt-in process to confirm that subscribers want to receive emails from you, using a clear and concise subject line, and providing an easy way for recipients to unsubscribe if they no longer want to receive your emails.
  11. Use a good email-sending provider.
  12. It's important to use a reputable email-sending provider with a good deliverable track record. Look for providers that offer features like IP and domain warm-up plans and tools to help you monitor your sending reputation and improve deliverability.
  13. Personalize your emails
  14. Personalizing your emails can help improve engagement and increase the chances that your emails will be opened and read. You can personalize your emails by using the recipient's name in the subject line or body of the email or by segmenting your list and sending targeted content that is relevant to their interests.
  15. Test, test, test
  16. Testing different aspects of your emails is important to see what works best. This could include testing different subject lines and email content or sending times to see what gets the best response from your audience.
  17. Keep an eye on your metrics.
  18. Use email marketing tools to track key metrics like open rate, click-through rate, and conversion rate to see how your emails perform. This will help you identify areas for improvement and optimize your email marketing strategy.

Using Alore to Start a Warm-Up Campaign: A Comprehensive Guide

Starting a warm-up campaign with Alore's Blaze tool will significantly boost your email deliverability and inbox placement. Here is a step-by-step guide on how to create a successful warm-up campaign with Blaze:

Step 1: Sign in to Alore

  • Open your browser and go to
  • Click on the 'Sign In' button in the top right corner to take you to the login page.
  • If you already have an account, enter your login credentials. If you're new to the platform, click on 'Create a new account' to register.

Step 2: Create a New Warming Campaign

  • Once you've logged in, click the navigation button in the top left corner of the home page.
  • Select the 'New Warming Campaign' option.
  • Fill in the necessary details, including your campaign name, base, preferred emoji, and color.
  • Select the type of email campaign you want to run - Transactional, Cold Email etc.

Step 3: Configure Campaign Settings

  • Return to the navigation button and click 'Work Campaign' or 'My Campaign Base.'
  • Select any campaign and navigate to its settings.
  • Here, you can adjust the warm-up settings, integrate your mail, and determine the frequency of your daily and weekly reports.

Step 4: Check DNS Record

  • Navigate to the 'DNS' tab.
  • Ensure none of the following errors are present:
  • DMARC record not found
  • More than 1 SPF record
  • More than ten lookups
  • Incorrect syntax SPF
  • No MX records
  • Not listed in any Blacklist

Step 5: Set up Reporting

  • Within the campaign settings, you will see options for 'Daily Report' and 'Weekly Report.'
  • Link your email to these reports to receive regular updates on your campaign performance.

Step 6: Customize Warm-Up Settings

  • Consider customizing your warm-up settings before launching your campaign.
  • Set a fixed number for daily email increases, typically ranging from 2 to 50 emails, with a potential to reach 300 warm-up emails daily.
  • Label your emails for easy tracking and navigating.
  • Include your signature for proper campaign holder identification and authentication.

Step 7: Launch Your Campaign

  • After filling in all the necessary information and customizing your settings, your campaign is ready to be launched.
  • Enter your campaign name, choose an emoji from the drop-down box, and click 'Start Campaign.'

Congratulations! Your email warm-up campaign is now active. Blaze takes care of the warm-up process, allowing you to focus on prospecting and crafting effective cold emails. Its real-time alerts and domain health monitoring features ensure you're always in control.

Dodging Common SPF Pitfalls: Ensuring Success in Your Email Warm-up Campaign

Common Mistakes to Avoid when Configuring SPF Settings

Stepping into the world of email warm-up campaigns can be daunting, especially when considering the technical hurdles that can potentially hamper your progress.

One such roadblock is SPF - Sender Policy Framework - a crucial email authentication method that helps to verify your emails and protect them from being marked as spam.

But navigating SPF isn't always straightforward. Despite its importance, many marketers unknowingly fall into common SPF pitfalls, setting their email campaigns up for failure before they've even started.

In this section, we're going to unveil the typical SPF errors and provide guidance on how to dodge them, ensuring your email warm-up campaign gets off to a smooth, hassle-free start.

Here are a few common errors that can occur when setting up an SPF record:

  • Too many DNS lookups: An SPF record should not contain more than 10 DNS lookups, as it can cause delays in email delivery. 
  • Incorrect syntax: An SPF record must follow a specific syntax, and any mistakes in this syntax can cause the record to be ignored by email servers.
  • Incorrect IP addresses: If an SPF record lists the wrong IP addresses for an email server, it may prevent emails from being delivered.
  • Missing or incorrect include statements: If an SPF record is missing an include statement for an external email service that is being used, or if the include statement is incorrect, it may prevent emails from being delivered.
  • Incorrect mechanism: If an SPF record uses the wrong mechanism (e.g., all instead of ~all), it may cause legitimate emails to be treated as spam.
  • Multiple SPF records: A domain with multiple SPF records can cause confusion and prevent emails from being delivered. There should only be one SPF record per domain.

Show an example of a faulty SPF record (Both A and MX records added)

Here is an example of a faulty SPF record:

Faulty SPF records: Both A and MX records added

This SPF record has a few issues:

  1. It includes an A record ( and an MX record (mx), but these two mechanisms should not be used together. An SPF record should use either A or MX records, but not both.
  2. The ~all mechanism at the end indicates a soft fail, but a soft fail is not appropriate in this case. If the email is not from a server listed in the SPF record, it should be treated as a hard fail (-all) to prevent it from being delivered.

To fix these issues, the SPF record should be revised to include A records or MX records and use the -all mechanism at the end to indicate a hard fail. For example:

How to fix faulty SPF records (when both A and MX records added) 1


How to fix faulty SPF records (when both A and MX records added) 2

Why Can't A and MX records be together in an SPF record

An SPF record should only use A or MX records, but not both. This is because the A and MX records serve different purposes in an SPF record.

“A records” (also known as "address records") specify the IP addresses of servers that are authorized to send emails for a specific domain. These servers can be either the domain's own mail servers or servers belonging to external email services.

MX records (also known as "mail exchange records") specify the servers that are responsible for handling email delivery for a specific domain. These servers are usually the domain's own mail servers.

If an SPF record includes both A and MX records, it can cause confusion for email servers trying to verify the authenticity of an email. For example, if an email is sent from a server listed in the A records but not the MX records, it may be treated as a failed SPF check, even if it is a legitimate email.

To avoid this confusion, it is best to choose either A records or MX records in an SPF record, depending on which servers you want to allow to send emails for your domain.

Faulty SPF record with ten or more DNS Lookups

Here is an example of an SPF record with too many DNS lookups:

Faulty SPF record with 10 or more DNS Lookups

This SPF record includes 10 include statements, which will result in 10 DNS lookups when an email server tries to verify the authenticity of an email. This is too many DNS lookups, as it can cause delays in email delivery.

To fix this issue, the SPF record should be revised to include fewer include statements. For example

How to fix Faulty SPF record with 10 or more DNS Lookups

This revised SPF record includes only three include statements, which will result in three DNS lookups when an email server verifies the authenticity of an email. This is within the recommended limit of 10 DNS lookups and will not cause delays in email delivery.

What should the SPF record be if Google manages the mail server? What should it be if additional email services are used to send marketing emails?

If Google manages your mail server, you should include the following in your SPF record:

SPF record be if Google manages the mail server

This SPF record uses version 1 of the Sender Policy Framework (SPF) and includes the Google Apps SPF record using the include mechanism. The -all mechanism at the end indicates that if the email is not from a server listed in the SPF record, it should be treated as a failed SPF check and rejected.

This SPF record allows emails to be sent from the domain's servers and any servers listed in the Google Apps SPF record.

Note: If you are using other external email services to send emails (e.g., Mailchimp, Salesforce, etc.), you should also include their SPF records in your SPF record using the include mechanism.

For example:

SPF record be if Google manages the mail server along with other ESP

This revised SPF record allows emails to be sent from the domain's servers and any servers listed in the Google Apps, Mailchimp, and Salesforce SPF records.

Can you have more than 1 SPF record?

Here is an example of a faulty SPF record with multiple SPF records:

More than 1 SPF record

This domain has two SPF records, which can cause confusion and may prevent emails from being delivered.

An SPF record should only be included once per domain. If a domain has multiple SPF records, email servers may become confused about which record to use and may reject the email.

The SPF records should be combined into a single record to fix this issue. For example

How to fix when you have more than 1 SPF record

This revised SPF record allows emails to be sent from the domain's servers and any servers listed in the Google Apps and Mailchimp SPF records. It uses the -all mechanism at the end to indicate that if the email is not from an authorized server, it should be treated as a failed SPF check and rejected.

Navigating DMARC Pitfalls: Boosting Your Email Warm-up Campaign Success

DMARC Fail: 5 Reasons Why DMARC is Failing and How to Fix

Email warm-up campaigns are a valuable tool in every marketer's arsenal. Yet, their efficacy can be undermined by something as simple as a few technical errors. Specifically, DMARC records, which stand for Domain-based Message Authentication, Reporting & Conformance, are often a source of mistakes. DMARC is an email protocol that uses SPF (Sender Policy Framework) and DKIM (Domain Keys Identified Mail) to determine the authenticity of an email message.

DMARC records essentially instruct the receiving servers on how to handle messages that fail these checks, helping protect your emails from being marked as spam. However, incorrect DMARC record setup can result in deliverability issues and compromise the success of your email warm-up campaign.

In this section, we'll explore common DMARC pitfalls to help you steer clear of them and lay the groundwork for a successful email warm-up campaign.

  1. Missing or Incorrect "v" Key: The "v" key in your DMARC record signifies the version of DMARC in use. If this key is absent or erroneous, your DMARC record may be misinterpreted, and email deliverability can be negatively affected.
  2. Missing or Incorrect "p" Key: The "p" key is critical as it outlines the DMARC policy. It directs the recipient's server on the action to take when an email fails the DMARC checks. A missing or incorrectly set up "p" key can create confusion for email receivers.
  3. Incorrect "pct" Value: The "pct" key determines the percentage of emails that should be subjected to the DMARC policy. An invalid value, anything other than an integer between 0 and 100, can cause interpretation issues, leading to email deliverability complications.
  4. Missing or Incorrect "rua" or "ruf" Key: These keys indicate where DMARC aggregate ("rua") and forensic ("ruf") reports should be sent. If these keys are missing or the email addresses provided are invalid, you may not receive the important DMARC reports, depriving you of essential data about your email deliverability.
  5. Incorrect Syntax: The syntax of DMARC records must be followed stringently. An incorrect syntax may lead to the inability of the email receiver to interpret the record correctly, impacting your email's deliverability.

Understanding these common pitfalls can help you optimize your DMARC records, setting the stage for a fruitful email warm-up campaign.

Common pitfalls to avoid when warming up your email

Here are some common pitfalls to avoid when warming up your email:

Sending too many emails too quickly

It's important to gradually increase the number of emails you send in order to avoid being flagged as spam.

Sending emails to inactive or invalid email addresses

Make sure to clean your email list before starting your warm-up process, as sending emails to inactive or invalid addresses can hurt your sender reputation.

Not sending enough diverse content

Sending various emails, such as newsletters, promotional emails, and transactional emails, can help you warm up your email more effectively.

Using a high volume of images or large attachments

These can increase the chances of your emails being flagged as spam, so it's best to use them sparingly when warming up your email.

Not monitoring your deliverability

 Regularly check your email deliverability and sender reputation to ensure your emails reach the intended recipients.

Not the following email best practices

Adhering to email marketing best practices, such as using a clear subject line and not using spam trigger words, can help improve your deliverability and sender reputation.

Not using a double opt-in process

A double opt-in process, in which users must confirm their email address before being added to your email list, can help ensure that you send emails to engaged and interested recipients.

Not authenticating your domain

 Authenticating your domain through SPF and DKIM can help improve the deliverability of your emails and prevent them from being marked as spam.

Not segmenting your email list

 Segmenting your email list and sending targeted, relevant content to specific groups of subscribers can improve the effectiveness of your email marketing efforts and help you warm up your email more effectively.

Not using a reputable email service provider

Using a reputable email service provider (ESP) can help improve the deliverability of your emails and ensure that they are delivered to the intended recipients.

Not following email laws and regulations

Make sure to follow all relevant email laws and regulations, such as the CAN-SPAM Act in the United States, to avoid legal issues and protect your sender reputation.

Not monitoring and analyzing your email metrics

Regularly monitoring and analyzing your email metrics, such as open and click-through rates, can help you understand your email campaigns' effectiveness and identify improvement areas.

Not having a clear sender name and address

Using a clear sender name and address can help improve the deliverability of your emails and increase the likelihood that they will be opened and read by the intended recipients.

Not using a responsive email template

Using a responsive email template that adjusts to the size of the user's screen can improve the user experience and make it more likely that your emails will be read and acted upon.

Not personalizing your emails

Personalizing your emails with the recipient's name or other relevant information can increase their engagement and improve the effectiveness of your email marketing efforts.

Not testing your emails

Testing your emails before sending them to your entire list can help identify potential issues and ensure they are delivered correctly.

Not following up on bounced or undelivered emails

 Keeping track of bounced or undelivered emails and following up with the recipients can help improve the deliverability of your emails and maintain a healthy sender reputation.

Not maintaining a consistent sending schedule

Maintaining a consistent sending schedule can help improve the deliverability of your emails and increase the likelihood that they will be read and acted upon by the intended recipients.

Clarifying Doubts: Frequently Asked Questions on Email Warm-Up

Are you new to the world of email warmup?

Here are some of the most common questions that you may have. I'll do my best to answer them clearly and succinctly.

1. What is email warmup, and why is it important?
Email warmup is a process in which you gradually increase the number of emails sent from a new email account or a brand new domain over time. This helps build your reputation with mailbox providers, ensuring that your emails land in the prospects' real inboxes, not the spam folder. It's crucial for a successful cold emailing campaign.

2. Can I manually warm up an email account, or do I need to use an email warm up tool or service?
You can certainly warm up an email account manually. However, it can be a time-consuming process. Using an email warmup service or employing email warmup tools can automate the process, ensuring your emails steadily ramp up over time. Free trials are often available to see if these services suit your needs.

3. How does warming up my email help deliver emails to high-reputation inboxes?
When you warm up an email account, you're proving to mailbox providers like Google Workspace and other major email inbox providers that you're a legitimate sender. This increases your chances of getting your emails delivered to high-reputation inboxes instead of automatically archived or sent to spam.

4. What should I do if my emails are still not landing in the prospects' inbox after the email warmup process?
Firstly, ensure you're following the best practices like avoiding spammy content, maintaining a clean list, and ensuring you have proper SPF, DKIM, and DMARC records. You could also reach out to the support team of your email warm up service for further guidance.

5. What free tools can I use to check my spam score or whether I'm on a blacklist?
There are numerous free tools available online that you can use to check your spam score and blacklist status. These tools analyze various aspects of your emails and provide you with a spam score. If your spam score is high, you may need to adjust your email content to avoid spam filters.

6. How can I prevent my emails from getting automatically archived?
To prevent your emails from being automatically archived, ensure your email content is relevant and personalized. Maintain a consistent sending schedule and engage with other users. Encourage your contacts to reply to your emails or add you to their contact list.

7. Can I start sending cold emails to a large list right away if I use an email warm up service?
Even with an email warm up service, it's best to start small and gradually increase the volume of your emails. This gives the mailbox providers time to recognize and trust you as a sender.

8. How does the warmup inbox feature work in most email warmup services?
Most email warmup services have a feature known as warmup inbox. This feature connects you with other users in a a peer to peer network-to-peer network. You'll send emails to each other, which helps simulate regular email activity and makes your account look more legitimate to providers.

9. Do I need to worry about my inbox space during the email warmup process?
While the email warmup process does involve sending and receiving emails, it should not drastically affect your inbox space. Most major email providers offer sufficient storage capacity. However, you can manage your emails better by deleting unnecessary ones or archiving old ones.

10. Is there a free trial available for most email warmup services?
Yes, many email warmup services offer a free trial period for you to evaluate their service. Taking advantage of these free trials before deciding on a paid plan is always a good idea. Alore offers free trial for its email warm-up tool too.

11. How long does it take to warm up an email account?
The length of the email warmup process can vary, but it usually takes a few weeks. The process is gradual; you don't want to suddenly start sending hundreds of emails daily from a brand new domain. Slowly building up the volume helps avoid triggering spam filters.

12. Do I need to warm up all my email accounts?
Yes, it's crucial to warm up all your email accounts, particularly those used for mass emailing or cold emailing. This increases the likelihood of your emails being delivered successfully.

13. What happens if I skip the email warmup process?
Skipping the email warmup process and starting to send a large volume of emails immediately can make mailbox providers suspicious. Your emails might end up in the spam folder or even be blocked, which will harm your sender reputation.

14. Can I speed up the email warmup process?
The email warmup process needs time. Trying to speed it up can negatively impact your sender reputation, as it may seem suspicious to mailbox providers. Stick to a steady and gradual warmup schedule for the best results.

15. What role does engaging with other users play in the email warmup process?
Engaging with other users helps create a sense of regular email activity and boosts your legitimacy in the eyes of mailbox providers. Responding to emails or having back-and-forths with other users during the warmup period can be beneficial.

16. Are there any negative consequences if I stop using the email warmup service midway?
Stopping the email warmup service midway can lead to inconsistencies in your email activity, which mailbox providers might flag. It's recommended to complete the warmup process once you start.

17. What are the benefits of using a Google Workspace account for my email warmup process?
Google Workspace, like other major email providers, is widely recognized and trusted. Emails sent from such accounts have a higher chance of landing in your recipients' inbox, provided the email warmup process has been done correctly.

18. What's the importance of a 'free trial' when choosing an email warmup service?
A free trial allows you to evaluate an email warmup service before making a commitment. You can check whether the service fits your needs and see its impact on your email deliverability.

19. How does email warmup help in cold emailing campaigns?
Email warmup prepares your email account for sending mass emails and increases your sender reputation. It ensures your cold emails land in your prospects' inboxes, rather than being marked as spam or being automatically archived.

20. Is email warm up a one-time process?
No, email warmup is not a one-time process. If you create a new account or if your existing account's email volume drops significantly for a period, you'll need to go through the warmup process again.

21. How does the email warmup process help to avoid a spam filter?

Email warmup is a crucial method for bypassing a spam filter. This process gradually increases your email sending volume, building your reputation with major email providers in the process. As you consistently engage with other users through sending and receiving emails and avoid behaviors that appear spam-like, you improve your sender reputation. With a solid reputation, your emails are less likely to trigger a spam filter, ensuring they reach your recipient's inbox. However, keep in mind that warming up an email account doesn't guarantee you'll avoid a spam filter if your email content isn't following the best email practices.

Checklist for a Successful Email Warm-Up Campaign

Preparing for an email warm-up campaign can be a daunting task. However, with a comprehensive checklist, you can ensure a smooth and efficient process. Here's a detailed checklist to help you get started:

Email Account Set-up

  1. Create your new email account or decide which existing account needs warming up.
  2. Configure your email settings based on your email provider's best practices.
  3. Ensure your email account has a professional appearance, including a full name and photo.

Email Infrastructure

  1. Set up your domain with the necessary DNS records.
  2. Set up and validate SPF, DKIM, and DMARC records.
  3. Make sure to avoid common errors in your SPF and DMARC records.
  4. Check for potential domain or IP blacklisting and take necessary actions to delist if needed.

Content Preparation

  1. Draft your initial emails, ensuring they appear human-like and non-spammy.
  2. Prepare a diverse range of subject lines and body content to avoid repetition.
  3. Include the necessary personalization and segmentation.

Email Warm-Up Schedule

  1. Decide on the number of emails to send on the first day of the warm-up campaign.
  2. Plan a gradual increase in the number of emails sent per day.
  3. Determine the duration of your email warm-up campaign.

Email Delivery Management

  1. Opt for a reliable email warm-up service, or manually manage your email sending.
  2. Monitor your email sending reputation regularly.
  3. Check email deliverability rates and bounce rates.

Test Campaigns and Adjustments

  1. Run test warm-up campaigns before launching the full-scale campaign.
  2. Analyze the results of your test campaigns.
  3. Make necessary adjustments based on test results.

Tracking and Monitoring

  1. Set up email tracking to get insights into email performance.
  2. Regularly monitor email metrics such as open rates, click-through rates, bounce rates, etc.

Once you've checked off all the points on this list, you're well-prepared to kick off your email warm-up campaign. Remember, it's all about making a positive impression and gradually building your email reputation for optimal email deliverability. Happy warming up!

Wrapping Up: Mastering Email Warm-Up for Effective Cold Emailing in 2023

Alright, we're at the end of the road. You've done a tremendous job sticking around, and hopefully, you've picked up a few things to help you navigate the maze that is the email warmup process.

We can all agree that cold emailing in 2023 doesn't look the same as it did a few years ago. The landscape has evolved, and the rules have changed. But that doesn't mean that it's all doom and gloom. Quite the opposite, actually. With the right strategies in place, like warming up your email, you can keep your messages sailing smoothly into the inboxes of your prospects.

The process of manually warming up an email account may seem intimidating at first, particularly when dealing with new domains. But remember, it's all about consistency, engagement, and most importantly, patience. You are building a relationship with major email providers, a relationship based on trust. And just like any other relationship, it takes time to establish.

So, before you blast out your first cold email campaign, take the time to understand the ins and outs of the email warmup process. Use the available tools to your advantage, leverage the free trials to get a feel for the services, and reach out to support teams when in doubt. Don't shy away from seeking the help of an email warm-up service if it gets too much.

And finally, keep an eye on your sender reputation. It is your key to unlocking high reputation inboxes and avoiding the dreaded spam filters. Embrace email warmup as a necessary process to get your messages heard amidst the noise. As you stride into the future of cold emailing, remember you're not alone on this journey.

Here's to more emails reaching the right inboxes, better engagement rates, and a successful cold emailing campaign in 2023. Happy emailing!

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