Maximizing Email Marketing with Email Warmup: Importance, Steps & Tools

Created On:
December 22, 2023
Updated On:
December 23, 2023
Email Warmup Importance

So, you've meticulously crafted your email campaign, fine-tuning every detail from subject lines to compelling calls to action. Yet, when you hit send, the response falls flat. What went wrong?

Well, your emails might not have even reached your audience. The culprit? A shaky sender reputation.

Effective email warmup, also known as domain warm-up, can save you from such a disaster. In this article, we'll dive into the essentials—what email warmup is, how to warm up your emails, warm email examples, strategies, and tools to consider.

Let’s dive in.

What does Email Warmup mean?

Email warmup or domain warmup is the gradual process of introducing your emails to the internet. Instead of sending a bunch of emails all at once, you start with a small number and increase over time.

The goal is to show email systems that your emails are legit and not spam. It's like making a good first impression – a step-by-step approach to ensure your emails are delivered smoothly to people's inboxes without any issues.

Pro Tip: Before starting a new cold email outreach, warm up your email for at least two (2) weeks and start small (40 emails per email address).

You can warm up your email in several ways - you can do it manually or get help from email warmup tools available in the market. We’ll cover that in the next section.

Why perform Email Warmup?

a) Enhance Sender Reputation

Various ESPs (email service providers), like Gmail, Outlook, etc., check a sender’s reputation before allowing any email to pass through. If you send too many emails from a new account, it may be deemed as spam - thus harming your domain reputation.

An email warmup process will help you perform genuine email communications that can improve your domain reputation or even repair a poor one.

b) Improve Email Deliverability

Certain words and structures can trigger ESP scrutiny even with well-intentioned emails. For instance, image use may be flagged as a threat, as spammers often use images to bypass spam filters.

Email warm-up with specific templates and signatures is crucial for better inbox placement. Higher open and reply rates signal to ESPs that included images and links are secure, ensuring reliable delivery to recipients' inboxes.

c) Avoiding Spam Folders

No one enjoys landing in the spam folder – it feels like the black hole of emails.

Throughout the email warm-up process, your messages are directed to genuine email addresses, generating authentic, human-like responses. This demonstrates to ESPs the credibility of your domain. Thus helping you avoid the spam folder.

d) Allowing A/B Testing

Ever wanted to test different email strategies to see what works best? Email warmup is your testing ground.

It lets you tweak and refine your approach, so when it's showtime, you've got a winning formula for engagement.

Best Tools for Email Warmup

1. Smartlead

Smartlead, as an email warmup tool, helps you improve your email deliverability by stimulating authentic user behavior—sending, opening, saving from spam, and replying. This builds a positive email account reputation.

Features & benefits:

  • Adaptive warm-up infrastructure to safeguard email deliverability
  • Rapid warm-up setup in 3 clicks with unlimited AI warmups
  • Authentic, human-like AI-powered conversations
  • Ability to warmup multiple email accounts simultaneously and track progress

The pricing starts from $33 per month. It also offers a 14-day free trial.

2. Warmy

Warmy is an automated email warmup software that can help you enhance email deliverability and reliability. The software leverages its AI engine - ‘Adeline’- to optimize your emails. It can analyze hundreds of genuine interactions on your behalf to ensure consistent inbox placement.

Features & benefits:

  • Powered by Artificial Intelligence (AI)
  • Auto-generated personalized emails
  • Real mailboxes for human-like conversations
  • Dashboards and other metrics to track progress

The plans start from $49 per mailbox. It also offers a 7-day free trial.

3. Folderly

Folderly is a cutting-edge email warmup tool that combines AI-powered automation with human touch. This tool ensures your emails consistently reach their destination. The tool aims to maximize your email revenue, providing a solid return on investment for your email campaigns.

Features & benefits:

  • Track email deliverability and progress
  • Strategies to improve domain reputation and feedback
  • Supports and integrates with major ESPs
  • Team management tools to help you onboard more users

Pricing for one mailbox per month is $120. For 25-99 mailboxes, pricing is $70 per mailbox per month. It also offers a 7-day free trial.

4. Mailreach

MailReach is also a popular email deliverability tool that can help you ensure your messages steer clear of spam folders. This all-in-one solution guarantees inbox placement by monitoring and enhancing your sender reputation. The tool automates the gradual ramp-up, adhering to smart rules to optimize the efficiency of the email warm-up process.

Features & benefits:

  • Compatible with most of the inbox providers
  • Built on automation and is hassle-free
  • Real conversation with more than 20k high-reputation inboxes
  • Monitor the email reputation via metrics

Plans start at $25 per month (per email account). It does not offer any free trials.

5. Lemwarm by Lemlist

Lemwarm by Lemlist is also a strategic email warmup tool designed to prevent your emails from getting lost in spam. Lemwarm's gradual warm-up feature intelligently increases your sending volume, creating a natural rhythm that outsmarts spam filters and secures a spot in your audience's inbox.

Features & benefits:

  • Personalized deliverability strategy
  • Monitor deliverability progress and adjust settings
  • Ability to warm up multiple email addresses
  • Track the progress of email warmup and sender reputation

Pricing starts at $29 per month. It does not include any free trial. However, if you’re a Lemlist user, you can try the Lemwarm essential plan ($29 dollar per month).

How to Warm up Emails using Smartlead

Smartlead as the best email warmup tool, helps you enhance your email marketing campaigns and drive higher revenues with unlimited AI warmups.

To get started, all you have to do is to ‘Sign Up.’

Once you have set up an account on Smartlead, you can access the account and features (based on the plan you opted for).

Setup your account

To start email warmup, from your Smartlead home screen, navigate to the ‘Email Accounts’ Tab, as shown below:

Authenticate your email account

Once you click on the email account tab, you’ll see the above screen, where you can add email accounts to your Smartlead account. You can connect your Gmail, Outlook, Zoho, and other email accounts from here. You must select the ESP and follow the instructions to authenticate your account.

Here’s a detailed technical guide to help you with the authentication of email accounts like the SPF (Sender Policy Framework), DKIM (Domain Keys Identified Mail), DMARC (Domain-based Message Authentication, Reporting & Conformance), and MX (Mail Exchange Record).

Select the emails that you want to warmup

Once you have successfully connected your email accounts, you can select the email accounts you want to warm up and configure them.

You can configure aspects like:

  • Number of emails you want to send per day (recommended 40 per email account)
  • Daily Rampup value
  • Number of email warm up you want to randomize per day
  • Reply rate value
  • Custom identifier tag to differentiate warmup emails

Once done, you can click on ‘Save’ - and boom, you are all done!

Explore this additional resource to learn more about email warmup using Smartlead.


The impact of email warmup is undeniable for successful marketing. You don’t want to send out cold emails only for them to land in your recipients’ spam folder. Email warmup will save you time and effort and ultimately improve your engagement and conversions.

Email Warmup FAQs

Q.1 What is the recommended duration for an email warm-up process?

The recommended duration for an email warm-up process typically ranges from 2 to 4 weeks. During this period, gradually increasing the volume and frequency of your email sends allows internet service providers (ISPs) to recognize and trust your sending behavior, enhancing your overall email deliverability.

Q.2 Do I need to warm up every email address or just new ones?

While primarily essential for new email addresses, the benefits of email warm-up extend to dormant ones and when transitioning to a new email service provider. This practice helps build or rebuild sender reputation, ensuring that your emails are delivered successfully and not flagged as spam by recipient filters.

Q.3 What are the common mistakes to avoid during email warm-up?

Several common mistakes should be avoided during the email warm-up process. These include sending too many emails too soon, using content that may be flagged as spam, neglecting proper audience segmentation, and failing to monitor bounce rates. Addressing these pitfalls enhances the effectiveness of the warm-up strategy.

Q.4 Can email warm-up help improve open rates and engagement?

Indeed, email warm-up significantly contributes to improving open rates and engagement. By establishing a positive sender reputation, it reduces the likelihood of emails being marked as spam, thereby increasing the chances of reaching recipients' inboxes and fostering higher engagement with your content.

Q.5 Is there a difference between warming up a personal email address and a business email address?

While the fundamentals of email warm-up apply to both personal and business email addresses, nuances exist. Business email addresses may require more meticulous targeting and segmentation due to potentially stricter filters. Tailoring the warm-up process to the specific characteristics of each address type ensures a more effective and targeted strategy.

Q.6 Are there any risks or downsides to email warm-up?

While email warm-up presents challenges like temporary deliverability issues and potential unsubscribes, incorporating an email warmup tool can be your solution. These tools efficiently manage the process, minimizing the risk of delivery hiccups and decreasing the likelihood of increased unsubscribes. Especially beneficial for large lists, these tools offer streamlined management solutions, making the warm-up process resource-friendly for you.

What’s a Rich Text element?

The rich text element allows you to create and format headings, paragraphs, blockquotes, images, and video all in one place instead of having to add and format them individually. Just double-click and easily create content.

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Static and dynamic content editing

A rich text element can be used with static or dynamic content. For static content, just drop it into any page and begin editing. For dynamic content, add a rich text field to any collection and then connect a rich text element to that field in the settings panel. Voila!

How to customize formatting for each rich text

Headings, paragraphs, blockquotes, figures, images, and figure captions can all be styled after a class is added to the rich text element using the "When inside of" nested selector system.

Author’s Details

Priya Abraham

Priya is an experienced content writer and editor, known for crafting SEO-optimized blogs with a unique perspective. Specializing in creating valuable content that delivers tangible outcomes, Priya is passionate about leveraging the power of words to enhance online presence and credibility.


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Frequently asked questions

General Questions

What is Smartlead's cold email outreach software?

Email automation FAQs- Smartlead

Smartlead's cold email outreach tool helps businesses scale their outreach efforts seamlessly. With unlimited mailboxes, fully automated email warmup functionality, a multi-channel infrastructure, and a user-friendly unibox, it empowers users to manage their entire revenue cycle in one place. Whether you're looking to streamline cold email campaigns with automated email warmups, personalization fields, automated mailbox rotation, easy integrations, and spintax, improve productivity, or enhance scalability with subsequences based on lead’s intentions, automated replies, and full white-label experience, our cold email tool implifies it in a single solution.

How does the "unlimited mailboxes" feature benefit me?

Email automation FAQs- Smartlead

Our "unlimited mailboxes" feature allows you to expand your email communications without restrictions imposed by a mailbox limit. This means you won't be constrained by artificial caps on the number of mailboxes you can connect and use. This feature makes Smartlead the best cold email software and empowers you to reach a wider audience, engage with more potential customers, and manage diverse email campaigns effectively.

What do you mean by "unibox to handle your entire revenue cycle"?

Email automation FAQs- Smartlead

The "unibox" is one of the unique features of Smartlead cold email outreach tool, and it's a game-changer when it comes to managing your revenue cycle. The master inbox or the unibox consolidates all your outreach channels, responses, sales follow-ups, and conversions into one centralized, user-friendly mailbox.

With the "unibox," you gain the ability to:
1. Focus on closing deals: You can now say goodbye to the hassle of logging into multiple mailboxes to search for replies. The "unibox" streamlines your sales communication, allowing you to focus on what matters most—closing deals.

2. Centralized lead management: All your leads are managed from one central location, simplifying lead tracking and response management. This ensures you take advantage of every opportunity and efficiently engage with your prospects.

3. Maintain context: The "unibox" provides a 360-degree view of all your customer messages, allowing you to maintain context and deliver more personalized and effective responses.

How does Smartlead ensure my emails don't land in the spam folder?

Email automation FAQs- Smartlead

Smartlead, the best cold email marketing tool, ensures your emails reach the intended recipients' primary inbox rather than the spam folder. 

Here's how it works:
1. Our "unlimited warmups" feature is designed to build and maintain a healthy sending reputation for your cold email outreach. Instead of sending a large volume of emails all at once, which can trigger spam filters, we gradually ramp up your sending volume. This gradual approach, combined with positive email interactions, helps boost your email deliverability rates.

2. We deploy high-deliverability IP servers specific to each campaign. 

3. The ‘Warmup’ feature replicates humanized email sending patterns, spintax, and smart replies.
4. By establishing a positive sender reputation and gradually increasing the number of sent emails, Smartlead minimizes the risk of your emails being flagged as spam. This way, you can be confident that your messages will consistently land in the primary inbox, increasing the likelihood of engagement and successful communication with your recipients.

Can I integrate Smartlead with other tools I'm using?

Email automation FAQs- Smartlead

Certainly, Smartlead is designed for seamless integration with a wide range of tools and platforms. Smartlead offers integration with HubSpot, Salesforce, Pipedrive, Clay, Listkit, and more. You can leverage webhooks and APIs to integrate the tools you use. Try Now!

Email automation FAQs- Smartlead

What type of businesses sees the most success with Smartlead?

No, there are no limitations on the number of channels you can utilize with Smartlead. Our multi-channel infrastructure is designed to be limitless, allowing you to reach potential customers through multiple avenues without constraints.

This flexibility empowers you to diversify your cold email outreach efforts, connect with your audience through various communication channels, and increase your chances of conversion. Whether email, social media, SMS, or other communication methods, Smartlead's multi-channel capabilities ensure you can choose the channels that best align with your outreach strategy and business goals. This way, you can engage with your prospects effectively and maximize the impact of your email outreach.

Email automation FAQs- Smartlead

Do you provide me with lead sources?

Smartlead distinguishes itself from other cold email outreach software by focusing on limitless scalability and seamless integration. While many similar tools restrict your outreach capabilities, Smartlead offers a different approach.

Here's what makes us uniquely the best cold email software:

1. Unlimited Mailboxes: In contrast to platforms that limit mailbox usage, Smartlead provides unlimited mailboxes. This means you can expand your outreach without any arbitrary constraints.

2. Unique IP Servers: Smartlead offers unique IP servers for every campaign it sends out. 

3. Sender Reputation Protection: Smartlead protects your sender reputation by auto-moving emails from spam folders to the primary inbox. This tool uses unique identifiers to cloak all warmup emails from being recognized by automation parsers. 

4. Automated Warmup: Smartlead’s warmup functionality enhances your sender reputation and improves email deliverability by maintaining humanized email sending patterns and ramping up the sending volume. 

5. Multi-Channel Emphasis: Smartlead places a strong emphasis on multi-channel outreach. You can reach your prospects where they are with the LinkedIn outreach feature.   With Smartlead’s cold email automation software, you're always one step ahead in your outreach efforts, enjoying the freedom to scale your initiatives and seamlessly integrate with other tools—all while maintaining a focus on maximizing the impact of your outreach.

Email automation FAQs- Smartlead

How secure is my data with Smartlead?

Ensuring the security of your data is Smartlead's utmost priority. We implement robust encryption methods and stringent security measures to guarantee the continuous protection of your information. Your data's safety is paramount to us, and we are always dedicated to upholding the highest standards of security.

How can I get started with Smartlead?

Email automation FAQs- Smartlead

Getting started with Smartlead is straightforward! Just head over to our sign-up page and follow our easy step-by-step guide. If you ever have any questions or need assistance, our round-the-clock support team is ready to help, standing by to provide you with any assistance you may require. Sign Up Now!

How can I reach the Smartlead team?

Email automation FAQs- Smartlead

We're here to assist you! You can easily get in touch with our dedicated support team on chat. We strive to provide a response within 24 hours to address any inquiries or concerns you may have.

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