Many people think that simply sending emails to the recipients would make their email campaign successful, but it’s not that simple. If you are not familiar with terms like email warm-up and sender’s reputation, you will face problems like emails going to spam, email reputation getting effected.

Your emails will land in the spam folder if your email account in not warmed up. In simple words, if your emails do not land in the primary inbox of the recipients, then it would not only lead to the failure of the marketing campaign but also harm the reputation of your email.
So, lets see what is email warm up.

What is email warmup?

Email warm-up is a way to build reputation for your new email account, increase its daily sending limit so that sales reps and marketers get the ability to deliver emails to more inboxes. When you create a new email account, this account have a set limit of the emails that it can send. If you exceed that limit then it would harm the reputation of the particular email id.

For instance, Google’s famous product G suites account limits email sending limits by 2000 emails per day.

So, you can start warming up your new email ID within a span of eight to twelve weeks and achieve maximum deliverability by building up good reputation. Just like automated email warm up, you can manually do the email warm-up.

Generate more qualified leads with cold outreach!

How to manually warm-up an email?

  • Create your email account

    It’s a good practice to set up a mailbox on a separate domain to send cold emails from your brand at scale. Make certain that you select the best email provider for your mass mailing campaigns. There are tons of email providers out there including Google, Zoho, and more.

    Different accounts from various providers have varying sending limits. Even though the limits of all providers should be sufficient for the warm-up process, you must plan ahead and consider the volume of your actual future email marketing campaigns.

  • Get the “from line” and signature ready

    You should make your email account as professional and credible as you can by customizing the “from line” and email “signature”. Typically, you would include information in your signature that would assist your prospects in verifying who you are on social media sites such as LinkedIn or Twitter.

    However, for the warm-up period, create a simple signature with no photo or links. That way, you can be certain that your signature will not interfere with delivery.

  • Configure your SPF and DKIM records

    Your emails will not reach the prospect’s inbox unless SPF and DKIM records are correctly configured within the inbox. SPF simply means Sender Authentication Record. It informs your recipient’s server that you are authorized to send them email from your domain and are not being impersonated.

    DKIM functions a bit differently but serves the same purpose to users. It is just another way to confirm to the recipients that you’re the one sending the message.

  • Hand-deliver a couple of emails per day

    The actual warming up process begins now. Please keep in mind that this only applies to newly created email accounts on domains that have already been warmed up. The domain warm-up process is different and takes a little longer if you have a new domain.

    However, if your domain is already warmed up, it is sufficient to write to contacts you already know in the first few weeks (e.g. friends or colleagues). Send them some personal messages before you begin automating.

    Begin with a few emails per day and gradually increase the number. At this time, no cold emails are permitted! Only personalized and human-like messages with genuine communication and questions will elicit responses from your recipients.

    You should also gather a list of addresses from various hosts, such as Gmail. That is how your new email address will gain legitimacy in the eyes of various email providers.

  • Gather a few responses and respond

    The primary goal is to engage in a few casual conversations before launching automated cold email campaigns using your new email address. In addition to your friends and teammates writing back to you, you can respond by sending an email from one of your other addresses.

Pros and Cons of Using Manual Email Warm-up


When you do the manual warm-up process, you will be able to establish authority as algorithms will be able to see and predict that you are a human.


There are two major issues with warming-up emails the manual way. You will need to invest a lot of time and energy behind it. Plus, it requires a lot of maintenance as you need to deal with a huge volume of email communications between two IDs.

An example of an automated email warm-up

Selecting the automated option for email warm-up does not allow you to skip any steps.
You should still set up your email account on a separate domain (and keep the domain warm-up in mind), as well as take care of the SPF and DKIM records.

The process of sending emails to gain a good reputation is something you can automate.
You can accomplish this by using tools that send messages to and from your email account. The emails will have unique generated content and will mimic human behavior to give email providers the impression that you are manually sending them.

How to automatically warm up your email and domain?

An email warm-up tool is a warm up tool that helps you boost the reputation of your emails at the same time increases the sending limit of your email addresses.

The main role of the tool is to get your emails out of spam score and spam patterns. It should also give you an insight on the reputation of the email by tracking the metrics like email open rate, reply rates, spam score and spam patterns. Therefore, go for tools that that automatically increase the number of emails send daily to improve email deliverability.

Pros of using Automatic Email Warm-up

You can warm up a domain as well as email accounts​

With sales outreach platforms, you can warm-up & recover your mailbox or a domain. A sale outreach platform should have features that is tailored for both warm-up as well as recover your email warm-up.

You can not only use it as a warm-up feature, but you can also use it to restore your sender reputation

If you've been using an email address for outreach for a while and have noticed some deliverability issues, you can use the warm-up to recover your reputation.

Even if everything is going well in terms of deliverability, you can use the Recovery mode to keep it that way, for example, when taking a break in between campaigns.

Better deliverability and improved warm-up scenarios every time

Choose tools that can assist you with the following :

  • Warm-up and recovery journey
  • Prepares all of the emails for the warm-up and recovery journey
  • Prepare all of the warm-up and recovery scenario

The tool should have robust framework and updates its algorithm for the best result.

Intelligent system that handles all of the steps

The intelligent warm-up and recovery system sends warm-up emails automatically, pulls messages from spam or "others," and places them in the primary inbox.

It also estimates how long it will take to fully warm up your mailbox or domain, so you know when you can begin your cold email campaigns.

Want to grow your outreach? Try SendBuzz today!

Wrap up

From the above blog you know what it requires to start a successful email campaign. Email warm-up can make or break your email campaigns as all your efforts will go to vain if your email address is not warmed- up or if the reputation of the email is harmed. Automating email warm-up can significantly boost your email campaign.