What is Email Warm Up

The email warm up process is used to build a fresh email account’s credibility and raise the email sending capacity. The email warm up procedure is sending messages from a fresh email account, beginning with a modest number and progressively growing each day.

When a user registers a new email, the server restricts the user’s daily email sending. However, a new account will be unable to use it completely. For instance, Google offers 2000 emails a day with a G Suite subscription. However, from day one, you are not permitted to transfer it all; you are given a lesser restriction. To fully utilize it, you must first establish a positive reputation, which may be accomplished through email warm up.

Ideally, it should take between 8 and 12 weeks to achieve optimum deliverability. The email is prepared more quickly depending on the number of emails and the level of involvement during the warming phase. If the recipient involvement level is too low, the email warming may take longer than intended.

Why is Email Warm up Critical for Cold Outreach Campaigns

Email warm up is vital, especially if you plan a major cold email outreach using a new account to ensure your emails land inboxes. In cold email campaigns, the first thing you need is your message to reach the recipient’s inbox.

Once your email has reached the recipient’s inbox, good engagement will help you build a more significant interaction. If you and the recipient are both active during the email warm up before sending cold emails, your message will avoid the spam filter, getting a higher open rate.
email warm up

How to Warm up your Email Account Before Sending Cold Emails

1 Authenticate Your Account

Before we dive into how to warm up for cold emails, you need to set one up first. You can buy a domain through Google. If your company doesn’t already have one, you can set up one by creating a G Suite account for your domain. 

The mail sending platform is similar to Gmail but for business, and it offers deliverability than sending from a Gmail account. During set-up, make sure that your email address is pointed to a legitimate website. You can use any of your websites, and you can change this if necessary. New domains have a neutral reputation and will take a long time to earn a good or a bad reputation.

Domains who have bad reputations can be slapped with penalties which can impact deliverability. To avoid getting a bad reputation, put in time and effort for your email warm up. It would be best if you waited at least 12 weeks before you start sending cold emails. If you decided to set up a new email using an existing domain with a strong reputation, you could begin sending cold emails after two weeks.

The next step that you need to follow before your email warm up is to personalize your account. Personalizing your account is a crucial process in proving your credentials as a human being. The first step in personalizing your account is to add your profile picture.

When you logged into your G Suite account, click ‘user’ and navigate to the user name you’ve created for your outreach account.

After that, click the empty image circle and add your profile picture from your computer. Next, you need an email signature. You have the option not to use your accurate details for your cold outreach account, but doing so will prevent your emails from landing in the spam folder.

You can also include the following in your email signature:

  •   Name
  •   Job title
  •   Company name
  •   Address
  •   Phone number
  •   Email address
  •   Website

Email Authentication:

Using your new email account, the first thing you need to do is run an account authentication. Authentication makes your account protected from getting spammed and delivers it straight to your recipient’s inbox.

Account authentication has four types:

  • SPF, also known as Sender Policy Framework, is an authentication technique that creates a record in your DNS (Domain Name System). It lists down all the servers which are authorized to send emails on behalf of a particular domain.
  • DKIM; The Domain Keys Identified Mail (DKIM) is an authentication method that adds a digital signature to your domain. This prevents your email from ending in the spam folder and makes your email reach your recipient’s inbox.
  • DMARC; The Domain-based Message Authentication, Reporting & Conformance records (DMARC) records your use of SPF and DKIM to assure that your receiver’s ESP is not associated with fraudulent activities.
  • CUSTOM DOMAIN; Adding a domain to your emails will make your document more authentic by providing it with your customized one. It gives you a good reputation which assures your recipient that your links and documents are accurate.

2Send Individual Emails

To warm up your email account, start sending manual emails to your friends and colleagues to build a conversation. Send 10-20 individual emails using your new email account. Make sure that your initial emails have a consistent engagement. The consistency in engagements will help you increase the volume of emails.

The increase in engagements will make your email service provider assured about your authentic activities and will gradually make your account ready for email campaigns. Make sure to send emails to various email services like Gmail and Yahoo. This will help you build a good reputation and ensure that your emails are in the spam folder.

3 Maintain conversations in your inbox

Email accounts are not only meant to send messages. You should also receive some responses. Creating engagements in your email warm up is essential for you to achieve maximum deliverability. Because this is an 8-12 week procedure, having regular conversations is necessary.
email warm up

So, if possible, include your new email address on your website for incoming inquiries and respond quickly to improve your conversation rate.

This straightforward procedure assures the email service provider that your email operations are genuine. The continuous email dialogue progressively builds your email sending quota and qualifies your account for mass emailing, such as sending 1000s of emails at once

4 Subscribe to newsletters

If you work in sales, marketing, recruitment, or any other industry, you will receive weekly newsletters from various publications. Subscribing to a minimum of 10-15 newsletters is a good idea. Every newsletter requires confirmation, so return to your inbox and double-check each subscription.

It will verify your account and enhance the number of emails you receive. Receiving emails regularly is just as vital as sending them to warm up your new email account.

5 Maintain time gaps between consecutive outreach emails

Each email service provider has its algorithms for determining how emails are sent and received. To prove that you are not a robot, don’t send too many emails all at once. Sending too many emails will harm your domain reputation.

So, while you’re warming up your new account, the easiest method to avoid it is to keep a large time delay between two emails. Sending too many emails at once can activate spam filters, resulting in your account being temporarily or permanently blocked.

6 Set up a personalized test campaign

Your account will be ready for automatic email marketing after 12 weeks of manual email warm up, but it’s a good idea to start modest and straightforward. Begin your initial campaign with a fair list of 20-30 trusted recipients, including friends and coworkers, to obtain a reaction.

The following are the steps that you need to follow to set up a test campaign:

  •   Personalize your account: When your primary goal is to warm up your email account, you must get your receivers to open and reply to your email. Personalizing your email will help you achieve your goal.
  •   Avoid Spammy Content: When you include spam content in your emails, your account becomes more exposed to SPAM filters. Use phrases like FREE, GRAB, or 50% off in your emails to avoid attracting SPAM filters’ notice. Avoid sending content that will harm your sender reputation. To get the best delivery, keep the content clean, straightforward, and plain with few links.
  •   Add unsubscribe link: Even if you’re sending a test campaign to a tiny list, including an unsubscribe link in your email is a good idea. While warming up your email account, you should eliminate any chance of the recipient spamming your messages. A single spam report against a new account might have a significant negative impact on your reputation.

Build a qualified prospects list

the most critical and crucial stage is to have a clear definition of your target market. This stage should not be overlooked if you’re utilizing cold emails in promoting your business. To be able to customize and warm up, you must first know what sort of consumer you are discovering.

By knowing your targeted customers, it will help you avoid losing your time and make your advertising efforts more effective. Aside from that, you’ll be able to write an email that talks directly to their requirements and give them a solution.

You may employ Leadfuze in order to create your leads rapidly.
warm up email

LeadFuze may assist you in narrowing down your search in a variety of ways. It helps you to identify companies or people that might benefit from your brand’s offerings.

This application enables you to get tailored leads for large market groups or for particular accounts or people. It is most frequently used by salespeople when developing their ideal lead list.

8 Cold Emailing Tips

1 Experiment with Your Subject Lines

Now that you’ve learned the do’s in email warm up, it’s time for you to master the tips for a successful cold email. The first step that you need to remember in the cold emailing is to include a subject line.

Your email’s content could be the most compelling material a company has ever seen, but if it’s accompanied with an ugly subject line, they’ll never open it. Instead, they will delete your email from their inbox right away.

Subject lines that are less sales-y have a greater open rate, which leads to increased engagement and conversion. Nowadays, the most effective sales strategy focuses on teaching your audience rather than ‘hard selling’ to them.

2 Introduce Yourself Properly

The next tip that you need to know in cold emailing is to introduce yourself properly to your clients. Be concise when you introduce yourself and the company that you’re representing. This is an excellent lead-in to an introductory email about yourself and your company because it’s short and to the point. Personalize your messages as much as possible. Use personalization techniques like using a person’s first name as an email greeting depending on your email list.

3 Don’t Sell in Your First Email

When you’re only starting in the cold emailing, don’t sell in your first email. Be genuine and speak to the person. Use intentional language, which means you need to be more direct and sincere in your cold emails.

We must exercise caution while writing a business-to-business marketing email. We do not compose it in order to get additional revenue. We create it in order to forge a unique business partnership with a possible buyer, which demands a more tailored approach. That is why we are advising you in these cold email recommendations to use caution in your approach.

When we create a typical pitch, the only response our potential clients will have is the words “Good for you.”

Instead, make your buyers the primary focus of your presentation. Provide them with the most amount of value possible. Determine what challenges they may be experiencing and how you might assist them. Utilize a story to illustrate how you might be able to resolve their concerns. Demonstrate to them that you are there to help and listen.

4 Build Credibility

 Simple problems like non-loading content, semantic flaws, or glaringly apparent spelling errors will not only affect your spam score. However, they will also harm your brand’s reputation with every receiver who sees them. It just takes one obvious error to put someone off of your business, so proofread and test your emails properly. Anything less isn’t acceptable.

As soon as your recipient reads the subject line, you should have their full attention. Within the first few words of your email’s body content, you should be able to maintain (or better) that attention.

5 Use Your Best Pitch

You should be pleasant and personal while composing your message; a rigid business message that is written in the “voice of the company” will not be enticing. Write your email like writing to a buddy will make your message far more engaging. It’s also an excellent approach to begin a social consumer connection.

6 Consider Your Prospects

Before you do anything else, you must first figure out who your target market is. If you target “everyone,” your message will be irrelevant to the vast majority of your receivers. Instead, think about who is most likely to buy your product: their age, gender, living condition, family status, job, income level, and level of education.

You’ll be more likely to identify the correct demographics if you conduct comprehensive market research. Feel free to create several target audience groups; if you do, you’ll need to create individual targeted cold email campaigns for each one.

7 Offer Value

The most effective cold emails provide some form of value to their receivers. This may be done in a variety of ways, but here are a few of the most common:

  • Coupons/discounts.

Offering a one-time discount on a product, or even a free sample or trial, may be beneficial—but only if your product is attractive or valuable in and of itself. You’ll also have to be careful not to over-promote this, or you’ll come across as self-promotional.

  • Profits.

You may also do something similar to a sitewide discount or celebration. Again, be careful not to come out as too commercial.

  • High-quality material.

Offering some relevant content is a far more consistent approach to add value to an email. This may be an eBook or whitepaper on a particular topic or an infographic that outlines some key facts. Almost any type of information may be helpful if it is targeted correctly (and well-written).

8 Follow-up Prospects

Many individuals will ignore the initial email from a cold emailer, but they will respond to subsequent emails. As a result, you’ll have to learn the art of follow-up.

The following are some of the most crucial guidelines to follow:

  • Write something unique. With your follow-up attempts, don’t just send the same message or even the same style of message. Each follow-up should contain something special, and you should experiment with different techniques.
  •  Be courteous. Don’t come out as irritable or hostile. In your follow-up communications, be as calm and polite as possible.
  •  Place time gaps appropriately. Wait a few days between communications, and limit the number of follow-ups you send overall. In most situations, you should restrict your follow-ups to single digits. You should also avoid sending numerous emails in 48 hours to prevent overloading your receiver (or getting marked as spam).


Personalization is crucial in email warm up. It’s a particular method to get caught if you send out similar emails in quantity. Also, avoid spamming words or language; some automated email systems even include a spam filter that will identify these for you as you type. Also, keep your email text basic and tidy — don’t over-format or have too many graphics. Whether you’re warming up your email or launching a cold outreach campaign, remember to act human.

Editors Note:

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Febrina Tanghal
About Author: Febrina Tanghal
This post was written by Content at Scale, a solution that uses AI + a team of optimization specialists to publish hundreds of high quality, SEO optimized content straight to your blog. It’s the first and only solution that allows you to truly scale content marketing.