• volticinc@gmail.com
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  • 18 Jun 2024

Warming up a new email account is a critical step to ensure that your emails land in the recipient’s inbox rather than the spam folder. This process involves gradually building the reputation of your email address by slowly increasing your sending volume and engaging with your recipients. Here’s a comprehensive guide on how to safely warm up new email accounts.

Why is Warming Up Email Accounts Important?

  1. Builds Sender Reputation: Email service providers (ESPs) monitor the sending behavior of new email accounts. A sudden spike in email volume from a new address can trigger spam filters.
  2. Improves Deliverability: Gradually warming up your email account helps ensure that your emails are delivered to the inbox rather than the spam folder.
  3. Reduces Bounce Rates: Proper warm-up procedures help in identifying invalid email addresses early, thus reducing bounce rates.

Step-by-Step Guide to Warming Up New Email Accounts

1. Setup Basic Authentication

Before you start sending emails, ensure that your email account is properly authenticated. Set up SPF (Sender Policy Framework), DKIM (DomainKeys Identified Mail), and DMARC (Domain-based Message Authentication, Reporting, and Conformance) records for your domain. These authentication protocols help ESPs verify that your emails are legitimate.

2. Start with a Small Volume

In the first week, start by sending a small number of emails. Aim for 10–20 emails per day. Focus on sending emails to highly engaged recipients who are likely to open, read, and interact with your emails.

3. Gradually Increase Volume

Slowly increase the number of emails you send each day. A good rule of thumb is to increase your volume by 10–20% each week. Here’s a sample warm-up schedule:

  • Week 1: 10–20 emails per day
  • Week 2: 20–40 emails per day
  • Week 3: 40–80 emails per day
  • Week 4: 80–160 emails per day

Continue this process until you reach your desired daily sending volume.

4. Monitor Engagement Metrics

Keep a close eye on key engagement metrics such as open rates, click-through rates, bounce rates, and spam complaints. High engagement rates and low bounce rates indicate that your emails are being well received, which helps build your sender reputation.

5. Engage with Recipients

Encourage your recipients to engage with your emails by including calls-to-action (CTAs) that prompt them to reply, click links, or mark your emails as important. Positive interactions signal to ESPs that your emails are valuable to recipients.

6. Clean Your Email List

Regularly clean your email list to remove inactive or invalid email addresses. Sending emails to non-existent addresses can harm your sender reputation. Use email verification tools to keep your list clean and up-to-date.

7. Use a Dedicated IP Address

If you plan to send a large volume of emails, consider using a dedicated IP address. This isolates your sending reputation from other senders and gives you full control over your email deliverability.

8. Avoid Spam Triggers

Avoid using spammy language and excessive punctuation in your email content. Phrases like “Buy now” or “Free offer” can trigger spam filters. Ensure your emails are well-formatted and free from typos and broken links.

9. Stay Consistent

Maintain a consistent sending schedule and volume. Sudden spikes or drops in email volume can raise red flags with ESPs. Consistency helps build a stable sender’s reputation.

10. Leverage Automation Tools

Use email warm-up automation tools to streamline the process. Tools like Warmbox, Mailwarm, and Lemwarm can help automate the gradual increase in email volume and ensure consistent engagement.

Common Mistakes to Avoid

  1. Sending Too Many Emails Too Soon: Avoid the temptation to send a large volume of emails immediately. A gradual warm-up is key to building a good sender reputation.
  2. Ignoring Engagement Metrics: Failing to monitor engagement metrics can result in poor deliverability and a damaged sender reputation.
  3. Neglecting Authentication: Ensure that SPF, DKIM, and DMARC are properly set up to authenticate your emails.
  4. Using Purchased Email Lists: Always use organically grown email lists. Purchased lists can contain invalid addresses and result in high bounce rates and spam complaints.

Frequently Asked Questions

1. What is an email warm-up and why is it important?

Email warm-up is the process of gradually increasing the number of emails sent from a new email account to build a positive sender reputation with email service providers (ESPs). This helps ensure that your emails land in recipients’ inboxes rather than being marked as spam. It is important because it improves deliverability rates and ensures your emails are seen by your intended audience.

2. How long does it take to set up a new email account?

The warm-up process typically takes 4 to 8 weeks, depending on your target sending volume and the engagement rates of your emails. The key is to start with a small volume of emails and gradually increase it over time while monitoring engagement metrics.

3. What are the key steps to safely setting up a new email account?

  1. Set up SPF, DKIM, and DMARC: Ensure your email authentication protocols are in place.
  2. Start with a small volume: Begin by sending 10–20 emails per day.
  3. Gradually increase volume: Increase the number of emails sent by 10–20% each week.
  4. Monitor engagement metrics: track open rates, click-through rates, bounce rates, and spam complaints.
  5. Engage with recipients: Encourage interactions such as replies and clicks.
  6. Clean your email list: Remove inactive or invalid email addresses.
  7. Avoid spam triggers: Use clear, non-spammy language and well-formatted emails.

4. What engagement metrics should I monitor during the warm-up process?

Key engagement metrics to monitor include:

  • Open rates: the percentage of recipients who open your emails.
  • Click-through rates (CTR): The percentage of recipients who click on links within your emails.
  • Bounce rates: the percentage of emails that are not delivered.
  • Spam complaints: the number of recipients who mark your email as spam.

High open and click-through rates and low bounce and spam complaint rates indicate a successful warm-up process.


Warming up a new email account is essential for ensuring high email deliverability and building a positive sender reputation. By following these steps and best practices, you can safely warm up your email account and ensure your messages reach the intended recipients’ inboxes. Regular monitoring and adjustment of your warm-up strategy will help you maintain a healthy email sending reputation in the long run.

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