If you want to send a large email campaign from a new email account or domain/IP, wait for it to warm up. If you send a lot of emails from your new email account in a short period, email service providers will consider it suspicious and block you.
Many services, including Gmail, Outlook, AOL, and Yahoo! Mail, limit the number of outgoing emails for a new account. Gmail, for example, has an hourly limit of 20 outgoing emails for a new email account. If you go over this limit, your account may be disabled for 1 to 24 hours. Gmail will overlook a slight usage increase if you gradually and consistently raise your limits. However, if you aggressively exceed the sending limit, Gmail will label your emails as spam and block you from sending any more emails.
Why is that? It’s a typical SPAM behavior, and email service providers must safeguard their customers. Spammers abuse email services by sending large volumes of emails, particularly with new email accounts and disposable domains. As a result, anti-spam solutions used by these mailboxes (such as Spamhaus) consider emails from new domains and email addresses as suspicious.
When you set up a new email account and domain/IP, it’s assigned a neutral reputation score. It takes time for a new email account (and domain/IP) to build a positive sender reputation. Email service providers keep track of your sending behavior and assign IP reputation, Content reputation, and Domain reputation scores when you send emails from a new email address. These scores are based on criteria such as
- The number of emails sent from your email account and associated domain/IP.
- Your email sending frequency (It should be regular. There should not be dramatic spikes)
- The subject lines and content of your emails (Which should be non-spammy)
- Do the emails have any malicious attachments (such as a virus) or unsafe (phishing/malware) links
- How many people unsubscribe from the emails sent from your domain/IP
- The overall bounce rate (the lower, the better)
- How many recipients have marked your domain’s email as spam?
- How many recipients interact with emails from your sending domain
- How many conversations do you have in your email account (many existing conversations are better)
- The reputation of email IDs you interact with (shouldn’t be fake, inactive emails/ SPAM traps)
- Is your sending domain on a blacklist?
The sender’s reputation is established over time and does not change suddenly. You earn it by following good email practices and gradually increasing the number of emails you send from your email account. ESPs raise your reputation score as you establish trust, leading to increased sending limits and higher delivery rates.
What is Email Warmup
Email Warm-up trains email server algorithms to recognize emails from your email account as desirable and engaging. Email warmup is the process of gradually increasing the number of emails sent from a new email address while maintaining consistent email activity and recipient engagement. This leads to a positive sending reputation and an increase in sending limits.
Email warmup is also known as IP/Domain warmup. Email warmup can be accomplished in a few different ways, including manually sending small batches of emails at regular intervals or using automated email warm-up tools.
It’s critical to warm up a new email address and, especially, a new domain/IP to
- Increase your sending limits.
- improve inbox deliverability
- Reduce the risk of having your email account shut down.
Is it necessary to use an email warm-up tool?
You can manually warm up your account by emailing and interacting with people, but it’s time-consuming. Email warm-up tools automate this process. The GMass free warm-up service, for example, connects to your email account and makes it interact with other email accounts that are part of its network. As a result, it ensures that your email account builds a consistent level of activity and engagement.
The Warm-up tool develops your sender’s reputation by training email server algorithms that the emails from your email account are appealing and engaging. An email warm-up tool does the following:
- Sends emails from one account to another and vice versa.
- It marks them “read” and responds to them.
- Keeps track of where those emails land. If any email winds up in the spam folder, it marks it as “not spam,” or labels it as “important”.
Comparing the different Warm Up Tools
Today, several specialized cold email warm-up programs such as Lemwarm, Mailwarm, Warmup Inbox, and Warmbox already exist, but we discovered flaws and room for improvement in these tools.
When monitoring your email activity, email service providers examine the reputation of the email addresses that respond to you. Some warmup systems have set up a network of “fake” email addresses only dedicated to warming up emails, unlike GMass, which has real email addresses and users in its warmup network. Warm-up tools that rely on computer-generated networks of fake email addresses aren’t very successful.
GMass’s automated warm-up tool is superior to others because of the following:
- Easy and Secure OAuth Setup: It’s as simple as clicking a button. Our software uses OAuth rather than SMTP authentication, so you don’t have to worry about usernames or passwords. There are no Google security settings to change and no usernames/passwords to remember.
- Higher warm-up limits: Other warm-up systems typically restrict you to around 50 warm-up emails each day. This “limits” your Gmail sending restrictions. The GWarm system allows you to send up to 200 warming emails each day (depending on your settings).
- Automated Warmup: GMass automatically detects the correct settings for your daily volume and ramp-up by analyzing your email account’s sending patterns.
- Multi-message email threads: The GMass warm-up automates many back-and-forth replies rather than a single response, and the email threads appear more natural.
- Auto-Archive: Any warm-up emails sent to your Inbox by our system will be automatically archived. You don’t need to set up a Gmail filter manually (in fact, doing so can cause damage to the warm-up process).
- The network of genuine, active users: GMass has real email addresses and users in its warmup network.
- It’s completely free.
Email Warmup Best Practices:
1. Use Gmail or Google Workspace (formerly Gsuite) for improved deliverability and sending limits.
If you send your cold emails from Gmail, they will be more likely to be delivered since Gmail’s sending IP address is the most trustworthy and commonly utilized globally.
We don’t know exactly how Google determines how many emails an account can send at a specific moment, but here’s what we’ve found:
- With no history, a brand-new Gmail account (ending in @gmail.com or @googlemail.com) has little sending capability. You are sometimes restricted to only ten emails just after the account is created.
- A new paid Gmail (Google Workplace) account linked to a company that is new to Google Workplace (Formerly G Suite) also offers very restricted sending abilities.
- If you have a new paid Gmail (Google Workplace) account that belongs to an organization with a history of Google Workplace (G Suite). In that case, it can send up to 2,000 emails/day almost immediately.
2. Avoid shared IP addresses (and services that use them):
Many email marketing platforms, like Mailjet and Sendinblue operate on shared IP addresses. Hundreds of people use these shared IP addresses to send emails. As a result, if some users use that IP address to send SPAM emails (which hurts IP reputation), it hurts everyone’s delivery rates.
3. Use email warmup tools that utilize a network of genuine email IDs (such as GMass). Email service providers also consider the reputation of the recipient’s email ID and their level of engagement with your emails.
4. Understand email authentication: Because so many articles on the internet are written by individuals who do not know the subject, there are several misconceptions about email authentication and its influence on deliverability. If you use a business email ID, you should carefully implement SPF, DKIM, and DMARC.
- SPF (Sender Policy Framework) – If you’re sending emails through a business domain, it’s best to create an SPF record in your DNS (Domain Name System) records. SPF records prevent spoofing by listing the authorized email servers for your domain. In addition, it helps recipient email servers to recognize legitimate emails from your domain and prevent them from being labeled as spam.
- DKIM (Domain Keys Identified Mail) – DKIM Signing adds a digital signature to each outgoing email. With DKIM you can have your emails signed using your domain. However, if you use Gmail or Google Workplace, it’s not wise to sign DKIM using your domain because Gmail automatically signs your emails with its own domain (which has a higher reputation than your domain and will provide better deliverability).
- DMARC (Domain-based Message Authentication, Reporting & Conformance) – DMARC allows you to instruct receiving servers on what to do if your organization’s outgoing communications don’t pass SPF or DKIM. DMARC should be enabled with caution since it forces your emails to have domain alignment. Your emails may fail authentication and bounce when you send them through a shared IP account from a provider like Sendgrid.
How to warm up an email account before sending a cold email?
If you don’t have a GMass account yet, go here to warm up any Gmail account.
If you are a GMass user, you can start the warmup using Gmail compose window.
Just log in, go to Settings in your dashboard, click on the “Email Warm-Up” tab and check the box to start the process.
Here’s a detailed tutorial on how to warm up your email with GMass.