Important: We currently support GSuite and Outlook email accounts.

What is an email warm-up?

Emails sent from a new domain often end up in spam or junk if you start sending cold emails from them right away. Even a new email account based on an old domain has a risk to be temporary blocked if you start actively sending emails without the proper warm-up.

To reduce such risks, it's recommended to form a good sending reputation first. This can be done with the help of the email warm-up.

When should I use a warm-up?

You can use warm-up to improve the reputation of:

  • a recently purchased domain

  • a new email account based on the old domain

  • an old domain that was not used for a long time

  • a particular template that shows low deliverability

  • an actively used domain that experiences spam/junk delivery issues

  • an actively used domain that sends cold outreach only

How does the Reply warm-up work?

Reply's Warm-up service is an automated peer-to-peer tool, that will automatically exchange emails between all the clients who signed up for the warm-up. Emails delivered to Inbox will be automatically opened, replied to and marked as important. If your email goes into the Spam or Junk folder, the service takes the email out of spam or junk, marks it as important, and replies. As a result, your deliverability improves.

How to use Reply warm-up?

We recommend you check your domain configuration before sending any emails from your domain, as this is the basics of email deliverability.

You will find a detailed guide in this article: How to improve your Email Deliverability Score.

If you need any assistance, please, feel free to contact us via Live chat!

  1. Connect the email accounts you'd like to warm up to your Reply account.

  2. On the Settings page, select the Email Warm-up tab.

  3. On the Email Warm-up tab, add your email account(s) to the warm-up by clicking the Plus button in the top right corner, selecting checkbox(es) next to the account(s) and clicking the Add button. The selected email accounts are added to the grid on the Email Warm-up page.

  4. Select a warm-up profile for the email account.

    • The default New Email Account profile focuses on warming up a newly created email account. You can use this profile, for example, when you hire a new employee, or when an agency starts working with a new client, or when there's a need to start sending more emails per day than previously. As soon as your Daily Goal has been reached and the sent warm-up emails are safely landing in your recipients' primary inbox folders, we recommend switching the profile to Reputation Protect, while keeping the same Daily Goal value.

    • The Reputation Protect profile is used for email accounts that are actively used for cold outreach and have already been warmed up. We recommend keeping the warm-up on Reputation Protect to maintain a high sender score as well as good deliverability rates.

  5. Turn on the toggle next to the email account to start the warm-up.
    You can also open the email account warmup settings by clicking the email account and update the settings as explained below, if needed.

  6. In the Daily Goal section below the progress chart:

    • Set the Daily goal (or how many emails you would like to send daily after the warm-up). Your daily goal cannot be higher than 50. Please keep in mind that the higher the daily limit, the higher the risk.

    • Set the Ramp-up increment per day. The setting allows you to choose how fast the daily goal should be reached. The recommended value is ≤ 5. For example, if you set 4 here, four more emails will be sent every day until you reach your daily goal. Today, 4 emails are sent, tomorrow 8, the day after tomorrow 12, etc. until you reach 50 emails per day or any other daily goal you have set.

  7. In the Templates section, choose what email texts will be used during the warmup -- auto-generated texts or your own templates -- by selecting a corresponding dropdown. If you'd like to proceed with your custom templates, click the Add template button and select a particular email template. Keep in mind that using real email templates in the warm-up will improve their deliverability. At the same time, other warm-up participants may see them. For this reason, we recommend using templates only if they do not contain any sensitive information.

  8. Click the Save button.

  9. Switch on the toggle in the top right corner of the page to start the warm-up process.

The email warm-up service will automatically send emails among all the clients who signed up for the service. You will be notified when the daily emails sent goal is reached for the email account.

Warning: We recommend you not use a recently created domain/email accounts connected to the warm-up service elsewhere. Do not, for example, use them with other services or send manual emails from them.

How do I proceed when the email warm-up is over?

Once you’ve reached your daily goal and emails start landing to inbox only, we recommend you keep it up for a couple of days to ensure and improve the results.

When you are ready to start with cold emailing, please, remember you’ll still need to increase your sending volumes gradually. You can find some guidelines here: How to warm up a new domain before sending cold emails

You can keep warm-up enabled to support your cold outreach.

Keep in mind that warm-up is a good tool to help you manage your reputation, but a good deliverability is based on multiple factors and requires a strategic approach to achieve the desired results.

Check out the articles below to learn more about deliverability best practices:

Email Deliverability Best Practices and Anti-Spam Measures

Branded links: Improve email deliverability with customized tracking

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