Email warm-up | All You Need to Know
Daniel Shnaider
by Daniel Shnaider
Email warm-up | All You Need to Know

We've seen salespeople lament that their emails go to spam within weeks of launching a new email domain or adding a new email address to an existing domain. They claim to have only recently begun sending emails to their prospects and yet, their emails end up in their prospects' spam folders within weeks.


But why do email clients label a new email address as spam just a few days after it is created? 


When a recipient notices that a freshly generated email domain or email id is sending emails, it begins to examine the volume it generates. Because many email clients employ email volume to detect spam, if the number of emails sent is more significant, the email client is more likely to consider it with suspicion. 


Suppose a salesperson or email marketer sends a large number of emails from their email address after creating a new email domain or id. In that case, the recipient will label the email address and the email domain as spam. To prevent this, send minimal emails from your domain or email address at first to establish a reputation for your email account. 


When advertisers utilize automated email distribution tools to send emails, it's good to use email warm up tool to establish credibility for the email first so that subsequent communications don't end up in spam. 



What is email warm-up


Email warm up is the process of gradually increasing the sending volume and reputation of a new email account or IP address to avoid being flagged as spam. This is done to establish a good sending reputation and deliverability with ISPs (Internet Service Providers) and email clients, who use various metrics to determine the legitimacy of an email sender.



What is the purpose of an email warm up tool


An email warm-up feature allows you to send minimal emails at first and steadily increase the volume of emails sent. Further, it reduces the odds of an email address being flagged as spam and ensures that the communication ends up in the inbox of the intended recipient. 


When an ESP (email service provider) such as Gmail, Outlook, Yahoo, etc., marks a domain or email address as spam, this is what ensues.


ESPs keep track of the total number of emails sent from a certain email address or domain. Any abrupt increase in transmission volumes is regarded as suspicious and spammy behavior.


What happens if you shoot emails from an email address or domain that hasn't been properly warmed up by the email warm up tool? 


If you don't warm up your email address and domain before sending out a significant number of cold outbound sales communications, your email is likely to end up in your recipients' spam folder. 


The more emails you send, they: 


✅ Land in the spam folders of your contacts. 

✅ You will be marked as spam. 

✅ Without being opened, they are removed. 


It will harm your email's reputation and credibility, which might take months to restore.



How to warm up your email and domain


- Send modest batches (under 20 emails) for at least 4-6 weeks at a time. 


- Make a list of genuine email addresses with which you may communicate, such as business partners, coworkers, relatives, warm contacts, and so on. 


- Make sure your email body is concise and clear; the last thing you want to come across is to sound like a bot. 



The DKIM, SPF, Email Blacklists factors and involving customers 


It's worth noting that the DKIM authority domain is usually linked to domain reputation. Domains registered with Mailgun come with their own DKIM authority by default. It implies that subdomains do not inherit or share a reputation with their parent domain unless stated during domain formation. 


The Sender Policy Framework (SPF) records describe which servers are allowed to deliver email from the domain. This is similar to the concept of a return address in old-fashioned mail: if you receive a letter from your mother but the return address is incorrect, you may suspect that the letter did not come from your beloved mom.


Then there are scores of IP blacklists maintained by as many distinct blacklist providers, each with a database of spammers' IP addresses and domain names. Because these blacklists rely on people reporting email as spam, it's critical to keep track of your email complaints and make any required changes to avoid being added to one of these lists. If you are placed on a blacklist, you must contact the blacklist provider for instructions on how to be removed.


So, if you have a new domain, whether a subdomain or a root domain; you'll probably need to warm it up first. It is done in a similar manner to the manual IP warm-up. You may begin by limiting the amount of data leaving the domain each day and gradually increasing it over time. Taking the aid of email warm up tools can also help you to a great extent.



How long should you warm up an email


Regrettably, there is no universal time range that fits all domains. A lot depends on the age of the domain, domain reputation, mailbox settings, whether your IP is blacklisted, etc.


If you use the email warm-up tool, you will see results in just a few weeks.



How can help?


email warm up tool


Getting your email domain and IP address ready to use.


Leverage the fantastic features of Warmy to Improve your reputation as a sender by avoiding spam filters that have a bad reputation for your mailbox and website.


Warmy advantage:


- Using a state-of-the-art automated warm-up procedure from, you can warm up your email and domain 10x faster, making them ready for Email Marketing campaigns with the greatest deliverability. Simply set it and forget it.


- Any major email provider can be warmed up with Warmy. Gmail, G Suite, Google WorkSpace, Microsoft 365, Sendgrid, Amazon SES, Mailgun, Outlook, Zoho, Yahoo, iCloud, AOL mail, Yandex, SendinBlue, and even bespoke SMTP are just some of the services available.


- A clear and transparent process that you stay informed and in control.


- Your emails will be automatically opened, identified as important, and removed from the spam bin, thus drastically improving your sender reputation.


With less than 25 seconds of set-up procedure, Warmy lets you save weeks of frustration arising out of not getting the intended results. So, what are you waiting for? Click here to sign up now


Watch our video - How to warm up a new email?