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get a 100% Free Cold Email Toolkit!
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How to Warm Up an Email Address & Maximize Inbox Placement
How to Warm Up an Email Address & Maximize Inbox Placement
How to Warm Up an Email Address & Maximize Inbox Placement
Email Outreach
Email Outreach
Email Outreach
May 10, 2025
When you send an email, do you ever wonder where it ends? Depending on how warm your email address is, it might land in the primary inbox, a spam folder, or worse, a quarantine. If your outreach emails land in the primary inbox, you can reach more prospects, boost engagement, and drive results. This blog warm email will illustrate how to consistently warm up an email address to land your emails in the primary inbox.
Inframail offers a valuable solution: email infrastructure. Our tool helps you achieve your goals by consistently warming up your email address, so you don’t have to worry about deliverability. Instead, you can focus on what really matters, reaching your prospects.
Table of Content
What is Email Warm Up and Why is it Important?
Email warm-up refers to sending a gradually increasing number of emails from a new email account to build a positive reputation with email providers and avoid spam filters.
It was possible to warm up an email based on the number of emails sent. That seems reasonable if a brand-new email account sends 15 emails on the first day it’s used. It would look suspicious if it went from zero to a thousand emails in one day. You could be building a good reputation if the numbers looked right.
Understanding Email Reputation and the Warm-Up Process
Email service providers (ESPs) consider additional factors when assessing your reputation. Specifically, they’ll look at how recipients engage with your messages.
Are your emails being opened, replied to, and marked as important?
Are they being ignored, deleted, and marked as spam?
To keep that positive reputation, the email warm-up must show recipients that your emails are.
When defining email warm-up, there are some important distinctions to make. Warming up a brand new domain (e.g., example.com) will take longer than a new email account on an existing domain (e.g., name@example.com). You should think about both when warming up an email address.
Why Do You Need to Warm Up Your Email?
As mentioned, email warm-up is about building a positive reputation. To ensure their users have the best experience possible, ESPs like Gmail and Outlook will check a sender’s reputation before allowing their email.
When you first set up an email account, it has a neutral reputation. From then on, every action you and your email recipients take will be evaluated and used to score that reputation. Actions that look like everyday activities for an email user (such as sending and receiving a handful of emails daily) contribute to a positive reputation.
Email Warm-Up: Building and Repairing Your Sender Reputation
Sending many emails that are ignored or marked as spam will lower your reputation. ESPs will no longer accept your emails if that reputation falls too far.
By sending and receiving emails naturally, email warm-up helps you build a reputation, whether starting from neutral or trying to repair a damaged reputation.
Email Warm-Up Improves Deliverability for Sales Outreach
Many factors go into a high-performing sales email, and the techniques used in effective sales emails can raise red flags with ESPs.
For example, using personalized images in your outreach is a great way to get your readers’ attention. Unfortunately, spammers will also use pictures instead of words to bypass filters. That makes any image included in an email a potential red flag and subject to ESP scrutiny.
Sales Email Links: Best Practices for Deliverability
A sales email often includes a link as part of the CTA, whether to book an appointment or see a product demo. However, while URL shortening services (such as bit.ly) are popular and make your links look tidier than a long, complicated string of text, spammers misdirect email recipients to a different address.
You can avoid spam filters by following email deliverability best practices, such as making sure at least 80% of your message is text and using full links to high-authority domains.
Warming Up with Your Actual Outreach Templates and Signatures
If you want to increase your inbox placement further, do a proper account warm-up using the email templates and signatures you will use for outreach. Getting those messages opened and replied to will signal ESPs that those images and links are safe, trustworthy, and can be sent to the recipient’s inboxes.
Email Warm-Up Helps Scale Your Outreach Faster
Although it might seem time-consuming, email warm-up dramatically reduces the time it takes to build your reputation. Warming up your email account can be done in two to three weeks. You can then start sending cold emails, gradually increasing the number of emails every few days (see the sample 3-day ramp-up framework below).
As we'll see in the next section, the process can be completed even sooner by using a dedicated tool and automating those warm-up emails.
While you can skip the warm-up and go straight into your email campaign, it’ll be long before you start seeing the positive signals that feed that reputation. Even worse, just a couple of unhappy recipients can tank that reputation and make the process take longer.
Boosted Open Rate
Email warm-up can significantly improve the open rate of your emails (as well as their CTR and CTOR). With a properly warmed-up email account, you can reach the maximum number of people in your email list without the risk of being blocked by spam filters, increasing the number of people who will engage with your messages.
If your messages are safely delivered to the inboxes, you can reach the maximum possible open rate for your email campaigns.
Tip: Many cold emailers stop warming their email accounts after 4 weeks. This is not recommended. For best results, we recommend the warm-up process while conducting your outreach.
Related Reading
• Hunter.io Alternatives
• Seamless AI Competitors
• How Long Should a Cold Email Be
• ZoomInfo Alternative
• How to Warm Up Email Domain
• Cold Email Lead Generation
How to Warm Up an Email Address
Warming up an email account helps avoid deliverability issues when sending cold emails. The process involves gradually increasing the number of sent emails over time to establish the account’s reputation with email service providers (ESPs).
Here’s how you can warm up an email account:
Manually: You have to put in a lot of manual effort.
Automatically: You can automate the warm-up of the ‘N’ number of email accounts at scale.
How Can You Manually Warm Up Your Email Accounts?
Each freshly set-up domain needs time to earn a good reputation. Okay, so again, for IP/domain reputation safety reasons, we recommend setting up a new email address on a separate domain for outbound.
We sometimes see our users set up a new domain and an email address on this domain and start automatically sending 50 emails a day within 3 days or so. That’s the best way to get blocked from sending by their email provider.
Here’s how it works:
Each domain has a good, neutral, or bad reputation, which can only be earned over time. Each new domain starts as neutral, but its host considers it suspicious.
If you start sending mass emails automatically from an address on a new domain, you confirm your host’s suspicions that you may be a dangerous user, a spammer. You might get blocked immediately if the host receives a signal like that. So the key is to give yourself, and your brand new domain, some time to work on ga ood reputation.
How Much is “Some Time”?
That depends on the host of your domain. Various hosts require different periods to stop considering a new domain suspicious. They give you a few days or even weeks to gain their trust. The longer you work for a good reputation, the more they trust you. SpamAssassin, the #1 anti-spam platform many hosts use, marks all messages from addresses on freshly set up domains (younger than 14 days) as suspicious.
That’s why, in a perfect scenario, you should send your email campaigns from an address set up on a domain you’ve used for some time. If you set up a new domain, especially for outbound campaigns, you should give it at least 12 weeks before sending your first campaign. You should use this time to slowly warm up your email address(es) in this domain. Read on to learn how to do that step by step.
Configure Your Email Account
Set up an email account and learn about its capabilities. Make sure you set up an email account that will meet your sending requirements in the end. Different accounts from various email service providers offer different sending limits. You won’t get even close to the limits while warming up the account, but this will matter when you start sending outbound campaigns for real.
So think ahead and choose wisely. The first and most crucial step in warming up email accounts is to set up the technical configuration. You must set DNS records like:
DMARC
DKIM
SPF
To authenticate your email accounts and build a sender reputation with email providers.
Important Note
You don’t have to set up the DNS records using a free/personal email account like gmail.com, outlook.com, or yahoo.com. DNS records must be set up for business email with the domain attached (i.e., user@domain.com).
However, as per the best cold emailing practices, you should NEVER use free/personal email accounts for outreach because they don’t look professional. There is a high chance that ESPs will flag personal accounts as spam. Create business email accounts and set the technical configurations.
Set Up The From Line And Signature
Once your email account is set up, you should take some steps to configure it properly. The first thing to do is to set up your from line and signature. A crucial factor here is to make it right and real. Don’t make up random names and fake identities.
Use Your Actual Data
Add a picture to your Google profile if you have a Gmail account. You are a real person, so there’s no reason why you should make your email provider think you're not. If you use an HTML signature, make sure it’s properly created.
Make sure the HTML of the signature won’t take up more space in the email than the actual text of your message. The HTML of the signature should be tidy. If I’m unsure how to check that, using a text signature instead of HTML is better because a poorly written signature may get you into SPAM folders.
Send A Few Emails A Day By Hand
Once your email is set up, you can start warming it up by hand. Collect a list of addresses you know for sure exist. Think about your friends and business partners, and treat this as an opportunity to reconnect with them.
You won’t send them sales emails, of course. You will reach out to them personally. And you don’t need to use any automation at this initial point. It’s a good idea to start slow and simple.
Tip: in a perfect scenario, you want to collect a list of addresses set up on domains from various hosts:
Gmail
Outlook/Exchange
GoDaddy
1&1
Yahoo,
AOL
Yandex
You can’t be sure which hosts your friends and partners are using, but try to reach out to their business addresses, if possible. That’s how your new domain and email address will gain credence in the eyes of various hosts.
Avoid Words That Trigger Spam Filters
Once you have set up the email accounts, it is time to write emails. You can follow the best practices to write emails, like your email copy should be:
Personalized
Concise
Relevant
Short
But there’s one thing to avoid: don’t use spam-triggering words in your emails, such as:
Guaranteed
Get rich
Cheap
Offer
Deal
These words act as silent alerts that trigger email providers to activate spam filters, sending your emails to the spam folder.
Send Emails To a Few Mailboxes
When you start your cold email outreach, you should restrict yourself to contacting recipients outside your network. Why? Because they won’t interact with your cold emails in one go! This can send a negative signal to ESPs that you are randomly sending emails to people who don’t want to interact with you.
Email providers will think you are a spammer and thus immediately block you. Initially, start by sending emails to 2-3 recipients. You can contact your friends or acquaintances from the same industry, who you know will reply. You found a very insightful post on LinkedIn by an industry expert. You can email them appreciating their insights and hence spark a meaningful conversation.
Helpful Tip: Do not send aggressive sales emails; focus on sharing informational or introductory content.
Maintain A Conversational
To build a strong sender reputation among the ESPs, you must keep your conversation going; we already established it in the previous point. To encourage replies, you can ask questions or provide feedback while ending your email to increase the chance of getting replies. You can respond quickly to keep the conversation going.
Increase Email Sending Volume Slowly
Once you have maintained this conversation pattern for 1-2 weeks, you can gradually increase the number of emails you send. You can follow this email warm-up schedule:
Week 1-2: Send 5-10 emails per day, gradually increasing by 1-2 emails daily.
Week 2-4: Aim for 15-20 emails per day, increasing by 2-3 daily, focusing on getting responses.
Monitor The Important Email Warm-Up Metrics
The email warm-up process doesn’t end at just sending emails! You also need to track the vital email warm-up metrics like:
Inbox Placement Rate: 90% +
Open Rate: 30%-50%+
Reply Rate: 8%-10%+
Bounce Rate: <2%
Spam Rate: <0.1%
Engagement Metrics (Clicks, Forwards): 5%-15%+
You can use apps like Glockapps and MxToolbox to track all these metrics.
Provide An Unsubscribe Button
During the initial warm-up process, any spam report from your recipients can devastate your freshly created email account. You can’t directly control whether or not your readers will report your emails as spam, but you can at least lower the number of spam reports by providing an unsubscribe link/button within your emails.
This will provide an alternative to your email recipients; instead of reporting your emails as spam, they can simply unsubscribe from your email list. An unsubscribe button is a win-win option for both sides. Your emails won’t bother readers, and your email reputation won’t be hurt.
Clean your Email Lists (Regularly)
Sending emails to invalid email addresses is a big “no-no” during the email warm-up process as it can damage your email reputation (and waste your resources). For example, if you had an email list with 1,000 contacts but only 100 were valid email addresses, most of your emails would be rejected, and your account might look fishy in the eyes of ESPs.
To avoid this issue, you should always clean your email lists regularly and eliminate any invalid email addresses, spam traps, or soft/hard bounces using tools like EmailListVerify. Regular checking and cleaning of your email lists can help me to:
Save your resources: With “healthy” email lists, you can be sure that your messages are delivered to real users (and not wasted on invalid email addresses or spam traps).
Protect your reputation: Regularly verifying the email contacts in your list can protect your domain reputation and help me warm up your account properly.
How Can You Automate The Process Of Email Warm Up?
Warming up email accounts manually is a cool idea. But what if you want to scale your outreach efforts? You can’t sit around and waste time warming up your email accounts! That’s where automating with email warm-up tools comes in! Let them handle the warm-up while you focus on key tasks.
Related Reading
• How to Send an Email to a Prospective Client
• Best Email Warm Up Tools
• Cold Email Manifesto
• How to Warm Up an Email Address
• Cold Email vs Spam
• How to End a Cold Email
• How to Cold Email a Recruiter
16 Best Email Warm-Up Tools
1. Inframail: Email Infrastructure for Scalable Outreach
Inframail is revolutionizing cold email infrastructure with unlimited inboxes at a single flat rate. The tool provides Microsoft-backed deliverability, dedicated IP addresses, and automated technical setup to help agencies, recruiters, and SDRs scale their outreach efforts efficiently.
Main benefits of using our service:
Automated SPF
DKIM
DMARC setup
Dedicated email servers for each user, and 16-hour priority support daily.
InfraMail: Simplifying Email Infrastructure for Scalable Outreach
Unlike traditional providers that charge per inbox and leave you wrestling with technical configurations, Inframail streamlines the entire process.
We handle the complex infrastructure setup while you focus on reaching more prospects.
Whether you're an agency looking to scale outreach, a recruiter connecting with candidates, or an SDR driving sales, InfraMail provides a robust email infrastructure without the usual technical headaches and per-inbox costs.
Start buying domains now and set up your email infrastructure today with our email infrastructure tool.
2. TrulyInbox: The Straightforward Warm-Up Tool for Email Deliverability
TrulyInbox is a simple warm-up tool that excels at its core job: getting your emails into the inbox and maintaining optimal deliverability rates. It has no complex features; it is a laser-focused tool optimised for deliverability. Trulyinbox gradually increases your sending volume over time, mimicking natural human email behaviour to help build a positive reputation with email providers.
TrulyInbox allows you to warm up unlimited email accounts without any additional cost. Once you log in, it walks you through all the steps to set up your email accounts. The setup is easy with multiple connection options: SMTP, Native Microsoft integration, and Google OAuth.
3. Waryour.io: The AI-Powered Warm-Up Tool
Waryour is an AI-driven email warm-up tool. To provide the best service, it offers automated warm-up with the help of Adeline, the AI engine. The standout feature of Waryour.io has to be the ability to add your template to the warm-up process.
Using this feature, you can make the email template part of the warm-up process and improve the deliverability of a single email template. I liked their deliverability insight capabilities, as they helped me make smarter decisions to optimise my outreach strategy.
4. WarmUp Inbox: The Real Inbox Warm-Up Tool
WarmUp Inbox is the following email warm-up tool you tried. It uses a network of over 30,000 real inboxes to warm up your emails (which is quite impressive), but what impressed me was their ESP Warmup feature. You used it to warm up your Gmail accounts and saw a clear improvement in deliverability.
Before using it, many of your emails sent from those accounts ended up in spam. However, after the warm-up, more of them started landing in inboxes. It works by boosting engagement and building trust with ESPS over time, something that’s hard to get right on your own.
5. Mailivery: The Peer-to-Peer Email Warm-Up Tool
Another tool that provides the best email warm-up services is Mailivery. It uses a solid AI algorithm to remove your emails from spam and positively reply to them, improving your deliverability in real time.
You can customise the volume and timing of your email warm-ups to set the proper limits per your strategy to ensure maximum deliverability. That said, it also offers advanced settings like you can:
Set time zones
Weekend sending
Custom signatures
Unique email identifiers, etc.
6. Lemwarm: The Warm-Up Tool for Deliverability Testing
Lemwarm is one of the best email warm-up and deliverability tools in the market, and it uses a warm-up network of 20k+ healthy domains. It helps you send a test email from your email account to a list of test inboxes that Lemwarm provides to see where your emails are landing in the primary, spam, or promotional folder.
You also get a deliverability report showing your inbox placement rate across different email providers like:
Gmail
Outlook
Yahoo, etc.
7. MailReach: The Warm-Up Tool for Inbox Placement
MailReach is an email warmup tool built to optimize inbox placement. It has a bright and complex warming algorithm that works behind the scenes to improve the deliverability of your email accounts. Its AI assistant identifies issues like:
SPF
DKIM
DMARC email setup
Analyze your inbox placement
Detects reputation issues
The assistant suggests fixes based on the issues it finds and gives recommendations to improve deliverability, like:
Adjusting sending volume
Warming up your domain
Tweaking email content
This was super helpful as it allowed me to detect roadblocks ahead of time and optimize accordingly.
8. Folderly: The Advanced Email Warm-Up Tool
Folderly is an advanced email warm-up tool that allows you to easily track and improve your warm-up email efforts. Its real value is in its ability to find and fix deliverability problems, ensuring that your emails always get to the right people.
But Folderly charges $96/mailbox/mo (when billed annually), which is too much for just warming up an email account! Many other marketing tools offer much more than email warm-ups, like outreach features, at the same price tag! You'd better invest in an outreach tool offering much more than email warm-up.
9. Allegrow: The Deliverability Testing Tool
Another email deliverability software that I tested was Allegrow. Their testing feature. Almost all the warm-up tools in your list have this feature, but Allegrow’s deliverability feature differs by process.
It sends test emails to B2B inboxes with unique postmasters and gives the accurate percentage of your emails landing in spam folders vs. the primary inbox. This feature helps to automatically pause the emails that will hurt your company’s sender reputation.
10. Mailwarm: The Basic Email Warm-Up Tool
Mailwarm is a basic email warm-up tool. It has 1000+ real inboxes that interact with your email accounts by opening messages, removing them from the spam folder, marking them as necessary, and replying. These significant interactions strengthen your sender’s reputation.
You can easily track and control your warm-up efforts from a single dashboard. It gives you insights into your daily activities so that you can either scale the email sending volume or pause when needed. Features Custom SMTP Blacklist monitoring Easy setup
11. InboxAlly: The Email Warm-Up Tool with Advanced Engagement Features
InboxAlly is an email warm-up tool with advanced engagement features. Other warm-up tools have basic engagement features that allow them to reply to and move emails from spam folders. But InboxAlly has an advanced engagement feature like “Click Link”, where the links present in the warm-up emails are automatically opened.
This action demonstrates interest in the content and builds trust among ESPs. It automatically scrolls down on your longer warm-up emails, which sends high-value engagement signals to ESPs.
12. Warmbox: The Email Warm-Up Tool for Multiple ESPs
Warmbox allows you to warm up email accounts from 10+ ESPs. It improves your email deliverability with a network of 35,000 inboxes with GPT-4-generated warm-up emails. You can customise the email volume, sender reputation, reply rate, and targeted audience for your warm-up campaign.
13. Instantly.ai: The Email Warm-Up Tool with CRM Features
Instantly.ai combines email warmup, lead generation, and CRM capabilities in one platform. The interface strips away complexity without sacrificing power, a rare combination that's earned a 4.8/5 rating on G2 from over 3,600 users. While some tools focus solely on warmup, Instantly built an entire email outreach command centre to help you skip switching between software.
Instantly, it doesn't just send test emails; it sets up personalised warmup patterns based on your industry and sending volume. The system adjusts real-time email frequency, timing, and engagement rates. Hit the spam folder? The AI automatically tweaks your sending patterns until you're in the primary inbox. No guesswork, no manual adjustments, just data-driven deliverability that improves daily.
14. Woodpecker: The Email Warm-Up Tool That’s Part of a Bigger System
Woodpecker takes a different approach to email warmup. Instead of selling it as a standalone service, they've integrated warmup into their cold email platform. The system automatically checks your sending reputation, adjusts warmup patterns based on your domain age, and prevents common deliverability issues before they impact your campaigns.
15. GMass: The Email Warm-Up Tool for Gmail Accounts
GMass is a service that helps businesses run mass email campaigns from Gmail, manage responses, create recipient lists, and warm up their email account. With free GMass warming up software, you can train Google’s algorithms to see that emails from your email account are desirable and highly engaging.
The addresses you interact with consist of other GMass users warming up their accounts (now about 40K users!), multi-message threads. With GMass, your conversations look natural, owing to several back-and-forth replies instead of just one response. High warm-up limits. The GWarm system can send up to 200 warm-up emails per day.
16. OutreachBin: The Email Outreach Tool with a Built-In Warm-Up Feature
OutreachBin, a service for email outreach, offers an embedded email warm-up tool that will grow your email deliverability and sender reputation by automating the processes of warm-up email sending, opens, and replies.
The email warm-up process works by sending emails to OutreachBin’s network of users so you don’t deal with fake accounts. Reporting. OutreachBin provides you with visual analytics on your warm-up email performance.
Start Buying Domains Now and Setup Your Email Infrastructure Today
Inframail is changing cold email infrastructure for the better. We offer unlimited inboxes at a flat rate to help agencies, recruiters, and SDRs efficiently scale their outreach efforts. With our Microsoft-backed deliverability, dedicated IP addresses, and automated technical setup, we make cold email easier than ever before.
Our main benefits include:
Automated SPF, DKIM, and DMARC setup
Dedicated email servers for each user
16-hour priority support daily
InfraMail: Simplifying Email Infrastructure for Scalable Outreach
Unlike traditional providers, which charge per inbox and leave users wrestling with technical configurations, Inframail streamlines the entire process.
We handle the complex infrastructure setup while you focus on reaching more prospects.
Whether you're an agency looking to scale outreach, a recruiter connecting with candidates, or an SDR driving sales, InfraMail provides a robust email infrastructure without the usual technical headaches and per-inbox costs.
Start buying domains now and set up your email infrastructure today with our email infrastructure tool.
Related Reading
• Bulk Email Services Providers
• Investment Banking Cold Email Template
• Wholesale Email Pitch Template
• How Many Cold Emails to Get a Client
• How to Find Emails for Cold Emailing
• B2B Cold Email Best Practices
• Is Cold Email Illegal
When you send an email, do you ever wonder where it ends? Depending on how warm your email address is, it might land in the primary inbox, a spam folder, or worse, a quarantine. If your outreach emails land in the primary inbox, you can reach more prospects, boost engagement, and drive results. This blog warm email will illustrate how to consistently warm up an email address to land your emails in the primary inbox.
Inframail offers a valuable solution: email infrastructure. Our tool helps you achieve your goals by consistently warming up your email address, so you don’t have to worry about deliverability. Instead, you can focus on what really matters, reaching your prospects.
Table of Content
What is Email Warm Up and Why is it Important?
Email warm-up refers to sending a gradually increasing number of emails from a new email account to build a positive reputation with email providers and avoid spam filters.
It was possible to warm up an email based on the number of emails sent. That seems reasonable if a brand-new email account sends 15 emails on the first day it’s used. It would look suspicious if it went from zero to a thousand emails in one day. You could be building a good reputation if the numbers looked right.
Understanding Email Reputation and the Warm-Up Process
Email service providers (ESPs) consider additional factors when assessing your reputation. Specifically, they’ll look at how recipients engage with your messages.
Are your emails being opened, replied to, and marked as important?
Are they being ignored, deleted, and marked as spam?
To keep that positive reputation, the email warm-up must show recipients that your emails are.
When defining email warm-up, there are some important distinctions to make. Warming up a brand new domain (e.g., example.com) will take longer than a new email account on an existing domain (e.g., name@example.com). You should think about both when warming up an email address.
Why Do You Need to Warm Up Your Email?
As mentioned, email warm-up is about building a positive reputation. To ensure their users have the best experience possible, ESPs like Gmail and Outlook will check a sender’s reputation before allowing their email.
When you first set up an email account, it has a neutral reputation. From then on, every action you and your email recipients take will be evaluated and used to score that reputation. Actions that look like everyday activities for an email user (such as sending and receiving a handful of emails daily) contribute to a positive reputation.
Email Warm-Up: Building and Repairing Your Sender Reputation
Sending many emails that are ignored or marked as spam will lower your reputation. ESPs will no longer accept your emails if that reputation falls too far.
By sending and receiving emails naturally, email warm-up helps you build a reputation, whether starting from neutral or trying to repair a damaged reputation.
Email Warm-Up Improves Deliverability for Sales Outreach
Many factors go into a high-performing sales email, and the techniques used in effective sales emails can raise red flags with ESPs.
For example, using personalized images in your outreach is a great way to get your readers’ attention. Unfortunately, spammers will also use pictures instead of words to bypass filters. That makes any image included in an email a potential red flag and subject to ESP scrutiny.
Sales Email Links: Best Practices for Deliverability
A sales email often includes a link as part of the CTA, whether to book an appointment or see a product demo. However, while URL shortening services (such as bit.ly) are popular and make your links look tidier than a long, complicated string of text, spammers misdirect email recipients to a different address.
You can avoid spam filters by following email deliverability best practices, such as making sure at least 80% of your message is text and using full links to high-authority domains.
Warming Up with Your Actual Outreach Templates and Signatures
If you want to increase your inbox placement further, do a proper account warm-up using the email templates and signatures you will use for outreach. Getting those messages opened and replied to will signal ESPs that those images and links are safe, trustworthy, and can be sent to the recipient’s inboxes.
Email Warm-Up Helps Scale Your Outreach Faster
Although it might seem time-consuming, email warm-up dramatically reduces the time it takes to build your reputation. Warming up your email account can be done in two to three weeks. You can then start sending cold emails, gradually increasing the number of emails every few days (see the sample 3-day ramp-up framework below).
As we'll see in the next section, the process can be completed even sooner by using a dedicated tool and automating those warm-up emails.
While you can skip the warm-up and go straight into your email campaign, it’ll be long before you start seeing the positive signals that feed that reputation. Even worse, just a couple of unhappy recipients can tank that reputation and make the process take longer.
Boosted Open Rate
Email warm-up can significantly improve the open rate of your emails (as well as their CTR and CTOR). With a properly warmed-up email account, you can reach the maximum number of people in your email list without the risk of being blocked by spam filters, increasing the number of people who will engage with your messages.
If your messages are safely delivered to the inboxes, you can reach the maximum possible open rate for your email campaigns.
Tip: Many cold emailers stop warming their email accounts after 4 weeks. This is not recommended. For best results, we recommend the warm-up process while conducting your outreach.
Related Reading
• Hunter.io Alternatives
• Seamless AI Competitors
• How Long Should a Cold Email Be
• ZoomInfo Alternative
• How to Warm Up Email Domain
• Cold Email Lead Generation
How to Warm Up an Email Address
Warming up an email account helps avoid deliverability issues when sending cold emails. The process involves gradually increasing the number of sent emails over time to establish the account’s reputation with email service providers (ESPs).
Here’s how you can warm up an email account:
Manually: You have to put in a lot of manual effort.
Automatically: You can automate the warm-up of the ‘N’ number of email accounts at scale.
How Can You Manually Warm Up Your Email Accounts?
Each freshly set-up domain needs time to earn a good reputation. Okay, so again, for IP/domain reputation safety reasons, we recommend setting up a new email address on a separate domain for outbound.
We sometimes see our users set up a new domain and an email address on this domain and start automatically sending 50 emails a day within 3 days or so. That’s the best way to get blocked from sending by their email provider.
Here’s how it works:
Each domain has a good, neutral, or bad reputation, which can only be earned over time. Each new domain starts as neutral, but its host considers it suspicious.
If you start sending mass emails automatically from an address on a new domain, you confirm your host’s suspicions that you may be a dangerous user, a spammer. You might get blocked immediately if the host receives a signal like that. So the key is to give yourself, and your brand new domain, some time to work on ga ood reputation.
How Much is “Some Time”?
That depends on the host of your domain. Various hosts require different periods to stop considering a new domain suspicious. They give you a few days or even weeks to gain their trust. The longer you work for a good reputation, the more they trust you. SpamAssassin, the #1 anti-spam platform many hosts use, marks all messages from addresses on freshly set up domains (younger than 14 days) as suspicious.
That’s why, in a perfect scenario, you should send your email campaigns from an address set up on a domain you’ve used for some time. If you set up a new domain, especially for outbound campaigns, you should give it at least 12 weeks before sending your first campaign. You should use this time to slowly warm up your email address(es) in this domain. Read on to learn how to do that step by step.
Configure Your Email Account
Set up an email account and learn about its capabilities. Make sure you set up an email account that will meet your sending requirements in the end. Different accounts from various email service providers offer different sending limits. You won’t get even close to the limits while warming up the account, but this will matter when you start sending outbound campaigns for real.
So think ahead and choose wisely. The first and most crucial step in warming up email accounts is to set up the technical configuration. You must set DNS records like:
DMARC
DKIM
SPF
To authenticate your email accounts and build a sender reputation with email providers.
Important Note
You don’t have to set up the DNS records using a free/personal email account like gmail.com, outlook.com, or yahoo.com. DNS records must be set up for business email with the domain attached (i.e., user@domain.com).
However, as per the best cold emailing practices, you should NEVER use free/personal email accounts for outreach because they don’t look professional. There is a high chance that ESPs will flag personal accounts as spam. Create business email accounts and set the technical configurations.
Set Up The From Line And Signature
Once your email account is set up, you should take some steps to configure it properly. The first thing to do is to set up your from line and signature. A crucial factor here is to make it right and real. Don’t make up random names and fake identities.
Use Your Actual Data
Add a picture to your Google profile if you have a Gmail account. You are a real person, so there’s no reason why you should make your email provider think you're not. If you use an HTML signature, make sure it’s properly created.
Make sure the HTML of the signature won’t take up more space in the email than the actual text of your message. The HTML of the signature should be tidy. If I’m unsure how to check that, using a text signature instead of HTML is better because a poorly written signature may get you into SPAM folders.
Send A Few Emails A Day By Hand
Once your email is set up, you can start warming it up by hand. Collect a list of addresses you know for sure exist. Think about your friends and business partners, and treat this as an opportunity to reconnect with them.
You won’t send them sales emails, of course. You will reach out to them personally. And you don’t need to use any automation at this initial point. It’s a good idea to start slow and simple.
Tip: in a perfect scenario, you want to collect a list of addresses set up on domains from various hosts:
Gmail
Outlook/Exchange
GoDaddy
1&1
Yahoo,
AOL
Yandex
You can’t be sure which hosts your friends and partners are using, but try to reach out to their business addresses, if possible. That’s how your new domain and email address will gain credence in the eyes of various hosts.
Avoid Words That Trigger Spam Filters
Once you have set up the email accounts, it is time to write emails. You can follow the best practices to write emails, like your email copy should be:
Personalized
Concise
Relevant
Short
But there’s one thing to avoid: don’t use spam-triggering words in your emails, such as:
Guaranteed
Get rich
Cheap
Offer
Deal
These words act as silent alerts that trigger email providers to activate spam filters, sending your emails to the spam folder.
Send Emails To a Few Mailboxes
When you start your cold email outreach, you should restrict yourself to contacting recipients outside your network. Why? Because they won’t interact with your cold emails in one go! This can send a negative signal to ESPs that you are randomly sending emails to people who don’t want to interact with you.
Email providers will think you are a spammer and thus immediately block you. Initially, start by sending emails to 2-3 recipients. You can contact your friends or acquaintances from the same industry, who you know will reply. You found a very insightful post on LinkedIn by an industry expert. You can email them appreciating their insights and hence spark a meaningful conversation.
Helpful Tip: Do not send aggressive sales emails; focus on sharing informational or introductory content.
Maintain A Conversational
To build a strong sender reputation among the ESPs, you must keep your conversation going; we already established it in the previous point. To encourage replies, you can ask questions or provide feedback while ending your email to increase the chance of getting replies. You can respond quickly to keep the conversation going.
Increase Email Sending Volume Slowly
Once you have maintained this conversation pattern for 1-2 weeks, you can gradually increase the number of emails you send. You can follow this email warm-up schedule:
Week 1-2: Send 5-10 emails per day, gradually increasing by 1-2 emails daily.
Week 2-4: Aim for 15-20 emails per day, increasing by 2-3 daily, focusing on getting responses.
Monitor The Important Email Warm-Up Metrics
The email warm-up process doesn’t end at just sending emails! You also need to track the vital email warm-up metrics like:
Inbox Placement Rate: 90% +
Open Rate: 30%-50%+
Reply Rate: 8%-10%+
Bounce Rate: <2%
Spam Rate: <0.1%
Engagement Metrics (Clicks, Forwards): 5%-15%+
You can use apps like Glockapps and MxToolbox to track all these metrics.
Provide An Unsubscribe Button
During the initial warm-up process, any spam report from your recipients can devastate your freshly created email account. You can’t directly control whether or not your readers will report your emails as spam, but you can at least lower the number of spam reports by providing an unsubscribe link/button within your emails.
This will provide an alternative to your email recipients; instead of reporting your emails as spam, they can simply unsubscribe from your email list. An unsubscribe button is a win-win option for both sides. Your emails won’t bother readers, and your email reputation won’t be hurt.
Clean your Email Lists (Regularly)
Sending emails to invalid email addresses is a big “no-no” during the email warm-up process as it can damage your email reputation (and waste your resources). For example, if you had an email list with 1,000 contacts but only 100 were valid email addresses, most of your emails would be rejected, and your account might look fishy in the eyes of ESPs.
To avoid this issue, you should always clean your email lists regularly and eliminate any invalid email addresses, spam traps, or soft/hard bounces using tools like EmailListVerify. Regular checking and cleaning of your email lists can help me to:
Save your resources: With “healthy” email lists, you can be sure that your messages are delivered to real users (and not wasted on invalid email addresses or spam traps).
Protect your reputation: Regularly verifying the email contacts in your list can protect your domain reputation and help me warm up your account properly.
How Can You Automate The Process Of Email Warm Up?
Warming up email accounts manually is a cool idea. But what if you want to scale your outreach efforts? You can’t sit around and waste time warming up your email accounts! That’s where automating with email warm-up tools comes in! Let them handle the warm-up while you focus on key tasks.
Related Reading
• How to Send an Email to a Prospective Client
• Best Email Warm Up Tools
• Cold Email Manifesto
• How to Warm Up an Email Address
• Cold Email vs Spam
• How to End a Cold Email
• How to Cold Email a Recruiter
16 Best Email Warm-Up Tools
1. Inframail: Email Infrastructure for Scalable Outreach
Inframail is revolutionizing cold email infrastructure with unlimited inboxes at a single flat rate. The tool provides Microsoft-backed deliverability, dedicated IP addresses, and automated technical setup to help agencies, recruiters, and SDRs scale their outreach efforts efficiently.
Main benefits of using our service:
Automated SPF
DKIM
DMARC setup
Dedicated email servers for each user, and 16-hour priority support daily.
InfraMail: Simplifying Email Infrastructure for Scalable Outreach
Unlike traditional providers that charge per inbox and leave you wrestling with technical configurations, Inframail streamlines the entire process.
We handle the complex infrastructure setup while you focus on reaching more prospects.
Whether you're an agency looking to scale outreach, a recruiter connecting with candidates, or an SDR driving sales, InfraMail provides a robust email infrastructure without the usual technical headaches and per-inbox costs.
Start buying domains now and set up your email infrastructure today with our email infrastructure tool.
2. TrulyInbox: The Straightforward Warm-Up Tool for Email Deliverability
TrulyInbox is a simple warm-up tool that excels at its core job: getting your emails into the inbox and maintaining optimal deliverability rates. It has no complex features; it is a laser-focused tool optimised for deliverability. Trulyinbox gradually increases your sending volume over time, mimicking natural human email behaviour to help build a positive reputation with email providers.
TrulyInbox allows you to warm up unlimited email accounts without any additional cost. Once you log in, it walks you through all the steps to set up your email accounts. The setup is easy with multiple connection options: SMTP, Native Microsoft integration, and Google OAuth.
3. Waryour.io: The AI-Powered Warm-Up Tool
Waryour is an AI-driven email warm-up tool. To provide the best service, it offers automated warm-up with the help of Adeline, the AI engine. The standout feature of Waryour.io has to be the ability to add your template to the warm-up process.
Using this feature, you can make the email template part of the warm-up process and improve the deliverability of a single email template. I liked their deliverability insight capabilities, as they helped me make smarter decisions to optimise my outreach strategy.
4. WarmUp Inbox: The Real Inbox Warm-Up Tool
WarmUp Inbox is the following email warm-up tool you tried. It uses a network of over 30,000 real inboxes to warm up your emails (which is quite impressive), but what impressed me was their ESP Warmup feature. You used it to warm up your Gmail accounts and saw a clear improvement in deliverability.
Before using it, many of your emails sent from those accounts ended up in spam. However, after the warm-up, more of them started landing in inboxes. It works by boosting engagement and building trust with ESPS over time, something that’s hard to get right on your own.
5. Mailivery: The Peer-to-Peer Email Warm-Up Tool
Another tool that provides the best email warm-up services is Mailivery. It uses a solid AI algorithm to remove your emails from spam and positively reply to them, improving your deliverability in real time.
You can customise the volume and timing of your email warm-ups to set the proper limits per your strategy to ensure maximum deliverability. That said, it also offers advanced settings like you can:
Set time zones
Weekend sending
Custom signatures
Unique email identifiers, etc.
6. Lemwarm: The Warm-Up Tool for Deliverability Testing
Lemwarm is one of the best email warm-up and deliverability tools in the market, and it uses a warm-up network of 20k+ healthy domains. It helps you send a test email from your email account to a list of test inboxes that Lemwarm provides to see where your emails are landing in the primary, spam, or promotional folder.
You also get a deliverability report showing your inbox placement rate across different email providers like:
Gmail
Outlook
Yahoo, etc.
7. MailReach: The Warm-Up Tool for Inbox Placement
MailReach is an email warmup tool built to optimize inbox placement. It has a bright and complex warming algorithm that works behind the scenes to improve the deliverability of your email accounts. Its AI assistant identifies issues like:
SPF
DKIM
DMARC email setup
Analyze your inbox placement
Detects reputation issues
The assistant suggests fixes based on the issues it finds and gives recommendations to improve deliverability, like:
Adjusting sending volume
Warming up your domain
Tweaking email content
This was super helpful as it allowed me to detect roadblocks ahead of time and optimize accordingly.
8. Folderly: The Advanced Email Warm-Up Tool
Folderly is an advanced email warm-up tool that allows you to easily track and improve your warm-up email efforts. Its real value is in its ability to find and fix deliverability problems, ensuring that your emails always get to the right people.
But Folderly charges $96/mailbox/mo (when billed annually), which is too much for just warming up an email account! Many other marketing tools offer much more than email warm-ups, like outreach features, at the same price tag! You'd better invest in an outreach tool offering much more than email warm-up.
9. Allegrow: The Deliverability Testing Tool
Another email deliverability software that I tested was Allegrow. Their testing feature. Almost all the warm-up tools in your list have this feature, but Allegrow’s deliverability feature differs by process.
It sends test emails to B2B inboxes with unique postmasters and gives the accurate percentage of your emails landing in spam folders vs. the primary inbox. This feature helps to automatically pause the emails that will hurt your company’s sender reputation.
10. Mailwarm: The Basic Email Warm-Up Tool
Mailwarm is a basic email warm-up tool. It has 1000+ real inboxes that interact with your email accounts by opening messages, removing them from the spam folder, marking them as necessary, and replying. These significant interactions strengthen your sender’s reputation.
You can easily track and control your warm-up efforts from a single dashboard. It gives you insights into your daily activities so that you can either scale the email sending volume or pause when needed. Features Custom SMTP Blacklist monitoring Easy setup
11. InboxAlly: The Email Warm-Up Tool with Advanced Engagement Features
InboxAlly is an email warm-up tool with advanced engagement features. Other warm-up tools have basic engagement features that allow them to reply to and move emails from spam folders. But InboxAlly has an advanced engagement feature like “Click Link”, where the links present in the warm-up emails are automatically opened.
This action demonstrates interest in the content and builds trust among ESPs. It automatically scrolls down on your longer warm-up emails, which sends high-value engagement signals to ESPs.
12. Warmbox: The Email Warm-Up Tool for Multiple ESPs
Warmbox allows you to warm up email accounts from 10+ ESPs. It improves your email deliverability with a network of 35,000 inboxes with GPT-4-generated warm-up emails. You can customise the email volume, sender reputation, reply rate, and targeted audience for your warm-up campaign.
13. Instantly.ai: The Email Warm-Up Tool with CRM Features
Instantly.ai combines email warmup, lead generation, and CRM capabilities in one platform. The interface strips away complexity without sacrificing power, a rare combination that's earned a 4.8/5 rating on G2 from over 3,600 users. While some tools focus solely on warmup, Instantly built an entire email outreach command centre to help you skip switching between software.
Instantly, it doesn't just send test emails; it sets up personalised warmup patterns based on your industry and sending volume. The system adjusts real-time email frequency, timing, and engagement rates. Hit the spam folder? The AI automatically tweaks your sending patterns until you're in the primary inbox. No guesswork, no manual adjustments, just data-driven deliverability that improves daily.
14. Woodpecker: The Email Warm-Up Tool That’s Part of a Bigger System
Woodpecker takes a different approach to email warmup. Instead of selling it as a standalone service, they've integrated warmup into their cold email platform. The system automatically checks your sending reputation, adjusts warmup patterns based on your domain age, and prevents common deliverability issues before they impact your campaigns.
15. GMass: The Email Warm-Up Tool for Gmail Accounts
GMass is a service that helps businesses run mass email campaigns from Gmail, manage responses, create recipient lists, and warm up their email account. With free GMass warming up software, you can train Google’s algorithms to see that emails from your email account are desirable and highly engaging.
The addresses you interact with consist of other GMass users warming up their accounts (now about 40K users!), multi-message threads. With GMass, your conversations look natural, owing to several back-and-forth replies instead of just one response. High warm-up limits. The GWarm system can send up to 200 warm-up emails per day.
16. OutreachBin: The Email Outreach Tool with a Built-In Warm-Up Feature
OutreachBin, a service for email outreach, offers an embedded email warm-up tool that will grow your email deliverability and sender reputation by automating the processes of warm-up email sending, opens, and replies.
The email warm-up process works by sending emails to OutreachBin’s network of users so you don’t deal with fake accounts. Reporting. OutreachBin provides you with visual analytics on your warm-up email performance.
Start Buying Domains Now and Setup Your Email Infrastructure Today
Inframail is changing cold email infrastructure for the better. We offer unlimited inboxes at a flat rate to help agencies, recruiters, and SDRs efficiently scale their outreach efforts. With our Microsoft-backed deliverability, dedicated IP addresses, and automated technical setup, we make cold email easier than ever before.
Our main benefits include:
Automated SPF, DKIM, and DMARC setup
Dedicated email servers for each user
16-hour priority support daily
InfraMail: Simplifying Email Infrastructure for Scalable Outreach
Unlike traditional providers, which charge per inbox and leave users wrestling with technical configurations, Inframail streamlines the entire process.
We handle the complex infrastructure setup while you focus on reaching more prospects.
Whether you're an agency looking to scale outreach, a recruiter connecting with candidates, or an SDR driving sales, InfraMail provides a robust email infrastructure without the usual technical headaches and per-inbox costs.
Start buying domains now and set up your email infrastructure today with our email infrastructure tool.
Related Reading
• Bulk Email Services Providers
• Investment Banking Cold Email Template
• Wholesale Email Pitch Template
• How Many Cold Emails to Get a Client
• How to Find Emails for Cold Emailing
• B2B Cold Email Best Practices
• Is Cold Email Illegal
When you send an email, do you ever wonder where it ends? Depending on how warm your email address is, it might land in the primary inbox, a spam folder, or worse, a quarantine. If your outreach emails land in the primary inbox, you can reach more prospects, boost engagement, and drive results. This blog warm email will illustrate how to consistently warm up an email address to land your emails in the primary inbox.
Inframail offers a valuable solution: email infrastructure. Our tool helps you achieve your goals by consistently warming up your email address, so you don’t have to worry about deliverability. Instead, you can focus on what really matters, reaching your prospects.
Table of Content
What is Email Warm Up and Why is it Important?
Email warm-up refers to sending a gradually increasing number of emails from a new email account to build a positive reputation with email providers and avoid spam filters.
It was possible to warm up an email based on the number of emails sent. That seems reasonable if a brand-new email account sends 15 emails on the first day it’s used. It would look suspicious if it went from zero to a thousand emails in one day. You could be building a good reputation if the numbers looked right.
Understanding Email Reputation and the Warm-Up Process
Email service providers (ESPs) consider additional factors when assessing your reputation. Specifically, they’ll look at how recipients engage with your messages.
Are your emails being opened, replied to, and marked as important?
Are they being ignored, deleted, and marked as spam?
To keep that positive reputation, the email warm-up must show recipients that your emails are.
When defining email warm-up, there are some important distinctions to make. Warming up a brand new domain (e.g., example.com) will take longer than a new email account on an existing domain (e.g., name@example.com). You should think about both when warming up an email address.
Why Do You Need to Warm Up Your Email?
As mentioned, email warm-up is about building a positive reputation. To ensure their users have the best experience possible, ESPs like Gmail and Outlook will check a sender’s reputation before allowing their email.
When you first set up an email account, it has a neutral reputation. From then on, every action you and your email recipients take will be evaluated and used to score that reputation. Actions that look like everyday activities for an email user (such as sending and receiving a handful of emails daily) contribute to a positive reputation.
Email Warm-Up: Building and Repairing Your Sender Reputation
Sending many emails that are ignored or marked as spam will lower your reputation. ESPs will no longer accept your emails if that reputation falls too far.
By sending and receiving emails naturally, email warm-up helps you build a reputation, whether starting from neutral or trying to repair a damaged reputation.
Email Warm-Up Improves Deliverability for Sales Outreach
Many factors go into a high-performing sales email, and the techniques used in effective sales emails can raise red flags with ESPs.
For example, using personalized images in your outreach is a great way to get your readers’ attention. Unfortunately, spammers will also use pictures instead of words to bypass filters. That makes any image included in an email a potential red flag and subject to ESP scrutiny.
Sales Email Links: Best Practices for Deliverability
A sales email often includes a link as part of the CTA, whether to book an appointment or see a product demo. However, while URL shortening services (such as bit.ly) are popular and make your links look tidier than a long, complicated string of text, spammers misdirect email recipients to a different address.
You can avoid spam filters by following email deliverability best practices, such as making sure at least 80% of your message is text and using full links to high-authority domains.
Warming Up with Your Actual Outreach Templates and Signatures
If you want to increase your inbox placement further, do a proper account warm-up using the email templates and signatures you will use for outreach. Getting those messages opened and replied to will signal ESPs that those images and links are safe, trustworthy, and can be sent to the recipient’s inboxes.
Email Warm-Up Helps Scale Your Outreach Faster
Although it might seem time-consuming, email warm-up dramatically reduces the time it takes to build your reputation. Warming up your email account can be done in two to three weeks. You can then start sending cold emails, gradually increasing the number of emails every few days (see the sample 3-day ramp-up framework below).
As we'll see in the next section, the process can be completed even sooner by using a dedicated tool and automating those warm-up emails.
While you can skip the warm-up and go straight into your email campaign, it’ll be long before you start seeing the positive signals that feed that reputation. Even worse, just a couple of unhappy recipients can tank that reputation and make the process take longer.
Boosted Open Rate
Email warm-up can significantly improve the open rate of your emails (as well as their CTR and CTOR). With a properly warmed-up email account, you can reach the maximum number of people in your email list without the risk of being blocked by spam filters, increasing the number of people who will engage with your messages.
If your messages are safely delivered to the inboxes, you can reach the maximum possible open rate for your email campaigns.
Tip: Many cold emailers stop warming their email accounts after 4 weeks. This is not recommended. For best results, we recommend the warm-up process while conducting your outreach.
Related Reading
• Hunter.io Alternatives
• Seamless AI Competitors
• How Long Should a Cold Email Be
• ZoomInfo Alternative
• How to Warm Up Email Domain
• Cold Email Lead Generation
How to Warm Up an Email Address
Warming up an email account helps avoid deliverability issues when sending cold emails. The process involves gradually increasing the number of sent emails over time to establish the account’s reputation with email service providers (ESPs).
Here’s how you can warm up an email account:
Manually: You have to put in a lot of manual effort.
Automatically: You can automate the warm-up of the ‘N’ number of email accounts at scale.
How Can You Manually Warm Up Your Email Accounts?
Each freshly set-up domain needs time to earn a good reputation. Okay, so again, for IP/domain reputation safety reasons, we recommend setting up a new email address on a separate domain for outbound.
We sometimes see our users set up a new domain and an email address on this domain and start automatically sending 50 emails a day within 3 days or so. That’s the best way to get blocked from sending by their email provider.
Here’s how it works:
Each domain has a good, neutral, or bad reputation, which can only be earned over time. Each new domain starts as neutral, but its host considers it suspicious.
If you start sending mass emails automatically from an address on a new domain, you confirm your host’s suspicions that you may be a dangerous user, a spammer. You might get blocked immediately if the host receives a signal like that. So the key is to give yourself, and your brand new domain, some time to work on ga ood reputation.
How Much is “Some Time”?
That depends on the host of your domain. Various hosts require different periods to stop considering a new domain suspicious. They give you a few days or even weeks to gain their trust. The longer you work for a good reputation, the more they trust you. SpamAssassin, the #1 anti-spam platform many hosts use, marks all messages from addresses on freshly set up domains (younger than 14 days) as suspicious.
That’s why, in a perfect scenario, you should send your email campaigns from an address set up on a domain you’ve used for some time. If you set up a new domain, especially for outbound campaigns, you should give it at least 12 weeks before sending your first campaign. You should use this time to slowly warm up your email address(es) in this domain. Read on to learn how to do that step by step.
Configure Your Email Account
Set up an email account and learn about its capabilities. Make sure you set up an email account that will meet your sending requirements in the end. Different accounts from various email service providers offer different sending limits. You won’t get even close to the limits while warming up the account, but this will matter when you start sending outbound campaigns for real.
So think ahead and choose wisely. The first and most crucial step in warming up email accounts is to set up the technical configuration. You must set DNS records like:
DMARC
DKIM
SPF
To authenticate your email accounts and build a sender reputation with email providers.
Important Note
You don’t have to set up the DNS records using a free/personal email account like gmail.com, outlook.com, or yahoo.com. DNS records must be set up for business email with the domain attached (i.e., user@domain.com).
However, as per the best cold emailing practices, you should NEVER use free/personal email accounts for outreach because they don’t look professional. There is a high chance that ESPs will flag personal accounts as spam. Create business email accounts and set the technical configurations.
Set Up The From Line And Signature
Once your email account is set up, you should take some steps to configure it properly. The first thing to do is to set up your from line and signature. A crucial factor here is to make it right and real. Don’t make up random names and fake identities.
Use Your Actual Data
Add a picture to your Google profile if you have a Gmail account. You are a real person, so there’s no reason why you should make your email provider think you're not. If you use an HTML signature, make sure it’s properly created.
Make sure the HTML of the signature won’t take up more space in the email than the actual text of your message. The HTML of the signature should be tidy. If I’m unsure how to check that, using a text signature instead of HTML is better because a poorly written signature may get you into SPAM folders.
Send A Few Emails A Day By Hand
Once your email is set up, you can start warming it up by hand. Collect a list of addresses you know for sure exist. Think about your friends and business partners, and treat this as an opportunity to reconnect with them.
You won’t send them sales emails, of course. You will reach out to them personally. And you don’t need to use any automation at this initial point. It’s a good idea to start slow and simple.
Tip: in a perfect scenario, you want to collect a list of addresses set up on domains from various hosts:
Gmail
Outlook/Exchange
GoDaddy
1&1
Yahoo,
AOL
Yandex
You can’t be sure which hosts your friends and partners are using, but try to reach out to their business addresses, if possible. That’s how your new domain and email address will gain credence in the eyes of various hosts.
Avoid Words That Trigger Spam Filters
Once you have set up the email accounts, it is time to write emails. You can follow the best practices to write emails, like your email copy should be:
Personalized
Concise
Relevant
Short
But there’s one thing to avoid: don’t use spam-triggering words in your emails, such as:
Guaranteed
Get rich
Cheap
Offer
Deal
These words act as silent alerts that trigger email providers to activate spam filters, sending your emails to the spam folder.
Send Emails To a Few Mailboxes
When you start your cold email outreach, you should restrict yourself to contacting recipients outside your network. Why? Because they won’t interact with your cold emails in one go! This can send a negative signal to ESPs that you are randomly sending emails to people who don’t want to interact with you.
Email providers will think you are a spammer and thus immediately block you. Initially, start by sending emails to 2-3 recipients. You can contact your friends or acquaintances from the same industry, who you know will reply. You found a very insightful post on LinkedIn by an industry expert. You can email them appreciating their insights and hence spark a meaningful conversation.
Helpful Tip: Do not send aggressive sales emails; focus on sharing informational or introductory content.
Maintain A Conversational
To build a strong sender reputation among the ESPs, you must keep your conversation going; we already established it in the previous point. To encourage replies, you can ask questions or provide feedback while ending your email to increase the chance of getting replies. You can respond quickly to keep the conversation going.
Increase Email Sending Volume Slowly
Once you have maintained this conversation pattern for 1-2 weeks, you can gradually increase the number of emails you send. You can follow this email warm-up schedule:
Week 1-2: Send 5-10 emails per day, gradually increasing by 1-2 emails daily.
Week 2-4: Aim for 15-20 emails per day, increasing by 2-3 daily, focusing on getting responses.
Monitor The Important Email Warm-Up Metrics
The email warm-up process doesn’t end at just sending emails! You also need to track the vital email warm-up metrics like:
Inbox Placement Rate: 90% +
Open Rate: 30%-50%+
Reply Rate: 8%-10%+
Bounce Rate: <2%
Spam Rate: <0.1%
Engagement Metrics (Clicks, Forwards): 5%-15%+
You can use apps like Glockapps and MxToolbox to track all these metrics.
Provide An Unsubscribe Button
During the initial warm-up process, any spam report from your recipients can devastate your freshly created email account. You can’t directly control whether or not your readers will report your emails as spam, but you can at least lower the number of spam reports by providing an unsubscribe link/button within your emails.
This will provide an alternative to your email recipients; instead of reporting your emails as spam, they can simply unsubscribe from your email list. An unsubscribe button is a win-win option for both sides. Your emails won’t bother readers, and your email reputation won’t be hurt.
Clean your Email Lists (Regularly)
Sending emails to invalid email addresses is a big “no-no” during the email warm-up process as it can damage your email reputation (and waste your resources). For example, if you had an email list with 1,000 contacts but only 100 were valid email addresses, most of your emails would be rejected, and your account might look fishy in the eyes of ESPs.
To avoid this issue, you should always clean your email lists regularly and eliminate any invalid email addresses, spam traps, or soft/hard bounces using tools like EmailListVerify. Regular checking and cleaning of your email lists can help me to:
Save your resources: With “healthy” email lists, you can be sure that your messages are delivered to real users (and not wasted on invalid email addresses or spam traps).
Protect your reputation: Regularly verifying the email contacts in your list can protect your domain reputation and help me warm up your account properly.
How Can You Automate The Process Of Email Warm Up?
Warming up email accounts manually is a cool idea. But what if you want to scale your outreach efforts? You can’t sit around and waste time warming up your email accounts! That’s where automating with email warm-up tools comes in! Let them handle the warm-up while you focus on key tasks.
Related Reading
• How to Send an Email to a Prospective Client
• Best Email Warm Up Tools
• Cold Email Manifesto
• How to Warm Up an Email Address
• Cold Email vs Spam
• How to End a Cold Email
• How to Cold Email a Recruiter
16 Best Email Warm-Up Tools
1. Inframail: Email Infrastructure for Scalable Outreach
Inframail is revolutionizing cold email infrastructure with unlimited inboxes at a single flat rate. The tool provides Microsoft-backed deliverability, dedicated IP addresses, and automated technical setup to help agencies, recruiters, and SDRs scale their outreach efforts efficiently.
Main benefits of using our service:
Automated SPF
DKIM
DMARC setup
Dedicated email servers for each user, and 16-hour priority support daily.
InfraMail: Simplifying Email Infrastructure for Scalable Outreach
Unlike traditional providers that charge per inbox and leave you wrestling with technical configurations, Inframail streamlines the entire process.
We handle the complex infrastructure setup while you focus on reaching more prospects.
Whether you're an agency looking to scale outreach, a recruiter connecting with candidates, or an SDR driving sales, InfraMail provides a robust email infrastructure without the usual technical headaches and per-inbox costs.
Start buying domains now and set up your email infrastructure today with our email infrastructure tool.
2. TrulyInbox: The Straightforward Warm-Up Tool for Email Deliverability
TrulyInbox is a simple warm-up tool that excels at its core job: getting your emails into the inbox and maintaining optimal deliverability rates. It has no complex features; it is a laser-focused tool optimised for deliverability. Trulyinbox gradually increases your sending volume over time, mimicking natural human email behaviour to help build a positive reputation with email providers.
TrulyInbox allows you to warm up unlimited email accounts without any additional cost. Once you log in, it walks you through all the steps to set up your email accounts. The setup is easy with multiple connection options: SMTP, Native Microsoft integration, and Google OAuth.
3. Waryour.io: The AI-Powered Warm-Up Tool
Waryour is an AI-driven email warm-up tool. To provide the best service, it offers automated warm-up with the help of Adeline, the AI engine. The standout feature of Waryour.io has to be the ability to add your template to the warm-up process.
Using this feature, you can make the email template part of the warm-up process and improve the deliverability of a single email template. I liked their deliverability insight capabilities, as they helped me make smarter decisions to optimise my outreach strategy.
4. WarmUp Inbox: The Real Inbox Warm-Up Tool
WarmUp Inbox is the following email warm-up tool you tried. It uses a network of over 30,000 real inboxes to warm up your emails (which is quite impressive), but what impressed me was their ESP Warmup feature. You used it to warm up your Gmail accounts and saw a clear improvement in deliverability.
Before using it, many of your emails sent from those accounts ended up in spam. However, after the warm-up, more of them started landing in inboxes. It works by boosting engagement and building trust with ESPS over time, something that’s hard to get right on your own.
5. Mailivery: The Peer-to-Peer Email Warm-Up Tool
Another tool that provides the best email warm-up services is Mailivery. It uses a solid AI algorithm to remove your emails from spam and positively reply to them, improving your deliverability in real time.
You can customise the volume and timing of your email warm-ups to set the proper limits per your strategy to ensure maximum deliverability. That said, it also offers advanced settings like you can:
Set time zones
Weekend sending
Custom signatures
Unique email identifiers, etc.
6. Lemwarm: The Warm-Up Tool for Deliverability Testing
Lemwarm is one of the best email warm-up and deliverability tools in the market, and it uses a warm-up network of 20k+ healthy domains. It helps you send a test email from your email account to a list of test inboxes that Lemwarm provides to see where your emails are landing in the primary, spam, or promotional folder.
You also get a deliverability report showing your inbox placement rate across different email providers like:
Gmail
Outlook
Yahoo, etc.
7. MailReach: The Warm-Up Tool for Inbox Placement
MailReach is an email warmup tool built to optimize inbox placement. It has a bright and complex warming algorithm that works behind the scenes to improve the deliverability of your email accounts. Its AI assistant identifies issues like:
SPF
DKIM
DMARC email setup
Analyze your inbox placement
Detects reputation issues
The assistant suggests fixes based on the issues it finds and gives recommendations to improve deliverability, like:
Adjusting sending volume
Warming up your domain
Tweaking email content
This was super helpful as it allowed me to detect roadblocks ahead of time and optimize accordingly.
8. Folderly: The Advanced Email Warm-Up Tool
Folderly is an advanced email warm-up tool that allows you to easily track and improve your warm-up email efforts. Its real value is in its ability to find and fix deliverability problems, ensuring that your emails always get to the right people.
But Folderly charges $96/mailbox/mo (when billed annually), which is too much for just warming up an email account! Many other marketing tools offer much more than email warm-ups, like outreach features, at the same price tag! You'd better invest in an outreach tool offering much more than email warm-up.
9. Allegrow: The Deliverability Testing Tool
Another email deliverability software that I tested was Allegrow. Their testing feature. Almost all the warm-up tools in your list have this feature, but Allegrow’s deliverability feature differs by process.
It sends test emails to B2B inboxes with unique postmasters and gives the accurate percentage of your emails landing in spam folders vs. the primary inbox. This feature helps to automatically pause the emails that will hurt your company’s sender reputation.
10. Mailwarm: The Basic Email Warm-Up Tool
Mailwarm is a basic email warm-up tool. It has 1000+ real inboxes that interact with your email accounts by opening messages, removing them from the spam folder, marking them as necessary, and replying. These significant interactions strengthen your sender’s reputation.
You can easily track and control your warm-up efforts from a single dashboard. It gives you insights into your daily activities so that you can either scale the email sending volume or pause when needed. Features Custom SMTP Blacklist monitoring Easy setup
11. InboxAlly: The Email Warm-Up Tool with Advanced Engagement Features
InboxAlly is an email warm-up tool with advanced engagement features. Other warm-up tools have basic engagement features that allow them to reply to and move emails from spam folders. But InboxAlly has an advanced engagement feature like “Click Link”, where the links present in the warm-up emails are automatically opened.
This action demonstrates interest in the content and builds trust among ESPs. It automatically scrolls down on your longer warm-up emails, which sends high-value engagement signals to ESPs.
12. Warmbox: The Email Warm-Up Tool for Multiple ESPs
Warmbox allows you to warm up email accounts from 10+ ESPs. It improves your email deliverability with a network of 35,000 inboxes with GPT-4-generated warm-up emails. You can customise the email volume, sender reputation, reply rate, and targeted audience for your warm-up campaign.
13. Instantly.ai: The Email Warm-Up Tool with CRM Features
Instantly.ai combines email warmup, lead generation, and CRM capabilities in one platform. The interface strips away complexity without sacrificing power, a rare combination that's earned a 4.8/5 rating on G2 from over 3,600 users. While some tools focus solely on warmup, Instantly built an entire email outreach command centre to help you skip switching between software.
Instantly, it doesn't just send test emails; it sets up personalised warmup patterns based on your industry and sending volume. The system adjusts real-time email frequency, timing, and engagement rates. Hit the spam folder? The AI automatically tweaks your sending patterns until you're in the primary inbox. No guesswork, no manual adjustments, just data-driven deliverability that improves daily.
14. Woodpecker: The Email Warm-Up Tool That’s Part of a Bigger System
Woodpecker takes a different approach to email warmup. Instead of selling it as a standalone service, they've integrated warmup into their cold email platform. The system automatically checks your sending reputation, adjusts warmup patterns based on your domain age, and prevents common deliverability issues before they impact your campaigns.
15. GMass: The Email Warm-Up Tool for Gmail Accounts
GMass is a service that helps businesses run mass email campaigns from Gmail, manage responses, create recipient lists, and warm up their email account. With free GMass warming up software, you can train Google’s algorithms to see that emails from your email account are desirable and highly engaging.
The addresses you interact with consist of other GMass users warming up their accounts (now about 40K users!), multi-message threads. With GMass, your conversations look natural, owing to several back-and-forth replies instead of just one response. High warm-up limits. The GWarm system can send up to 200 warm-up emails per day.
16. OutreachBin: The Email Outreach Tool with a Built-In Warm-Up Feature
OutreachBin, a service for email outreach, offers an embedded email warm-up tool that will grow your email deliverability and sender reputation by automating the processes of warm-up email sending, opens, and replies.
The email warm-up process works by sending emails to OutreachBin’s network of users so you don’t deal with fake accounts. Reporting. OutreachBin provides you with visual analytics on your warm-up email performance.
Start Buying Domains Now and Setup Your Email Infrastructure Today
Inframail is changing cold email infrastructure for the better. We offer unlimited inboxes at a flat rate to help agencies, recruiters, and SDRs efficiently scale their outreach efforts. With our Microsoft-backed deliverability, dedicated IP addresses, and automated technical setup, we make cold email easier than ever before.
Our main benefits include:
Automated SPF, DKIM, and DMARC setup
Dedicated email servers for each user
16-hour priority support daily
InfraMail: Simplifying Email Infrastructure for Scalable Outreach
Unlike traditional providers, which charge per inbox and leave users wrestling with technical configurations, Inframail streamlines the entire process.
We handle the complex infrastructure setup while you focus on reaching more prospects.
Whether you're an agency looking to scale outreach, a recruiter connecting with candidates, or an SDR driving sales, InfraMail provides a robust email infrastructure without the usual technical headaches and per-inbox costs.
Start buying domains now and set up your email infrastructure today with our email infrastructure tool.
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• Is Cold Email Illegal
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New York, New York 10003-1502
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