Case Studies On Email Deliverability:
from spam folder to the inbox

On the previous warm-up tool, mailboxes burned out on a cycle predictable enough to plan around.

A client would be allocated 100 mailboxes, about 50 would go into use, and the batch would be replaced within a month. Buying and reconnecting replacements was a permanent cost in both spend and admin time.

ActiScale moved its warm-up to Warmy and built the integration to stay hands-off. Mailboxes are created at the provider and exported to Warmy through a Clay automation, then logged in the team's Google Sheet.

Two hours later, Clay checks the Warmy API to confirm each mailbox is warming correctly and marks it off in the tracker. Beyond creating mailboxes and tracking them, there are no extra steps - the team does not work inside the Warmy interface.

Before Warmy, deliverability sat between 65% and 80%. Open rates were typically below 10% and click rates hovered around 1%.

Marketing felt like wasted effort. The team was putting real work into emails that people were not seeing.

A deliverability consultant recommended Warmy. Cloud Tech Gurus started with automated warm-up, then added the Seed List, a network of safe addresses that engage with campaigns regularly and build sender reputation.

Results took about four months. The team then canceled, assuming another platform's built-in warm-up would cover it. Within 30 to 60 days open rates were back near 10% and Postmaster reputation had declined. They reactivated Warmy, and reputation was visibly recovering within a month.

CloudStack Networks runs on email marketing - around 200,000 emails a month, roughly 10,000 to 20,000 a day.

Early on, replies came easily. A few months later it dried up. It looked like seasonality at first, but the real causes were burned-out IP addresses and sending addresses, with low engagement quietly pushing campaigns into spam. Gregg had no way to see any of it happening.

Gregg had tried other warm-up services and found none with the capacity or the one-on-one support he needed. Warmy runs thousands of warm-up emails a day per account, against roughly 100 from the tools he had evaluated.

That let him go from two sending accounts to six, each one actively warmed while carrying 2,000 to 3,000 campaign emails a day. When delivery drops at a specific provider, Gregg hears about it in real time and gets told what to change.

Email across multiple sending streams was missing the inbox. Open rates were low, click-through rates weak and engagement limited.

The goal was straightforward: reach the inbox reliably, and get recipients engaging with what landed there.

Concepts2Code brought in Warmy to support inbox placement for its customers and hold sender reputation steady as their sending volumes increased.

Inbox Academy courses gave the team a way to go deeper on deliverability and content fatigue, backed by hands-on support from their assigned Customer Success Manager.

Results were falling off across multiple domains, on both first and third-party sends.

The team worked the usual levers - volumes, reputation, list hygiene. None of it moved the needle far enough.

Warmy setup took a few DNS changes and no technical background. Deliverability and clicks are monitored in one dashboard, with no seed lists to maintain.

Most of the ongoing work sits with the account manager, though the team can handle it directly when they want to. A shared Slack channel keeps Warmy reachable, including on weekends.

Coming into 2025, Frederick Fox was dealing with low domain reputation and low IP reputation across its two sending domains, with no solution in place.

Bulk cold email is central to how the firm books business, and open rates had dropped to around 5%.

Frederick Fox evaluated several platforms in the email warm-up space before selecting Warmy, then worked with the Warmy team to rebuild domain reputation across both sending domains.

The work covered authentication with DKIM, SPF and DMARC alongside guidance on content and strategy. The two teams met weekly at first and now meet every other week.

For months, the team had been running cold email campaigns without receiving a single reply, not even negative ones.

Since no prospects were pushing back on the messaging, the team concluded that the emails were not reaching inboxes at all - and cold email was one of their main sources of meetings.

Warmy gave the team daily visibility into domain health and deliverability across the nine mailboxes they send from. Jesse checks every one of them each morning and logs where each stands.

Template warm-up and feedback on the templates themselves helped sharpen the campaigns. Weekly sessions with their Warmy contact covered both deliverability and how to build stronger email content, and open questions now get resolved in that session.

Cold email had been generating a lot of business. The team switched its CRM and then its outreach software. The first two or three campaigns still performed well, and after that open rates started falling.

Deliverability was the cause. Messages to Gmail addresses, which make up a large share of the sending list, were landing in spam constantly, and open rates fell to around 20% to 25%.

Another company recommended Warmy. The team started working with Warmy on Gmail inbox placement, which was where the damage was concentrated.

Weekly meetings gave the team a standing slot to review results and get consulting - a contrast with marketing tools where support ended at the purchase.

The agency was facing deliverability challenges that put its outreach - and its client results - at risk.

Clients were starting to feel the pressure, and the team needed to recover fast.

The agency relied on Warmy to resolve its deliverability issues and get its sending back up and running.

Malena and the Warmy team committed to helping in every way they could, going above and beyond throughout the recovery.

The team was relying on Instantly's standard warm-up, but auto-replies made it clear that many emails were never being received.

Tests showed most emails to their ideal customers, largely on Microsoft 365, were landing in spam. They weren't on any blacklists, but open rates were low and lists that should have replied gave zero replies.

After a recommendation from a contact on Upwork, the team came to Warmy in June. Onboarding was simply a matter of connecting their mailboxes, much like the tools they already used.

After a month-long warm-up, they launched campaigns again. Nadia, their Warmy deliverability expert, checked in every week, and the sales team worked with them to fit a tight budget.

With an audience built up over many years, inbox placement varied a lot between mailbox providers. Some providers were sending too much mail to spam, and the team had little visibility into where emails actually landed.

Autumn 2025 seed tests: only ~15% of emails reached the inbox, ~40% went to spam and a similar share never arrived. SPF and DKIM were already passing. The problem was reputation, not authentication.

Seed List on every send. Warmy seed inboxes are added to every ActiveCampaign send across all 3 senders, now scaled to 20,000 seeds.

Seeds that mirror the real audience. The split across Gmail, Outlook, Yahoo and Microsoft 365 matches LondonReal's list. Guided by a dedicated CSM: weekly calls in the first months, then a monthly results review with Customer Success Manager Julia.