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Home » Articles » Mastering email warmup: A guide to building trust

Mastering email warmup: A guide to building trust

Email marketing is one of the most effective ways to reach out to potential customers and engage with existing ones.

Though nowadays, the competition for attention in the inbox is fierce. To ensure that your emails are delivered, opened, and acted upon, you need to master the art of email warmup. 

In this article, we will explore the process of email warmup, what goes into it, and why and how it can be a powerful marketing tool.

Defining email warmup

Email warmup builds trust with email service providers (ESPs), internet service providers (ISPs), domains, and their spam filters. This is done by sending emails that gradually increase in volume and frequency.

This practice helps marketers improve email deliverability, maintain a good sender score, and ensure their messages reach the intended recipients’ inboxes.

Defining email warmup

Why is email warmup necessary?

Email warmup can be an asset for email marketing efforts. Here are reasons why the approach helps various organizations:

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Email deliverability

One of the primary benefits of email warmup is it improves deliverability. Email addresses or accounts closely monitor senders’ behavior and messages to determine if they are genuine and trustworthy. 

Marketers can demonstrate their legitimacy and build trust by gradually increasing the volume and consistency of emails sent.

Reputation management

ESPs and ISPs evaluate the reputation of senders. They consider factors like previous email performance, engagement rates, and spam complaints.

A well-executed email warmup establishes a positive sender reputation. It increases the likelihood of messages reaching recipients’ inboxes.

Spam filters and blacklists

Email warmup helps avoid spam filters and blacklists. Domains carry out sophisticated algorithms to filter spam and protect users from unwanted emails. 

Triggering spam filters and landing on blacklists can be avoided by gradually increasing sending volume and maintaining engagement.

Engagement and conversion rates

When emails consistently reach the inbox and provide value to targets, they are likelier to open, read, and take the desired actions. 

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Businesses can use email warmups to build trust. It fosters stronger connections with their audience and drives better results.

Sender score and domain authority

Through email warmup, companies can gradually establish a high sender score and domain authority. It helps indicate their credibility and trustworthiness. This, in turn, enhances the chances of success in reaching the target audience.

5 steps for effective email warmup

It is important to follow a strategic approach to ensure a successful email warmup. Below are the key steps to consider:

  1. Gradual increase in volume – Start with a small volume of emails and consistently increase it over time. This allows ESPs to recognize and trust the sender’s intentions and authenticity.
  2. Consistent sending frequency – Maintain a consistent sending frequency throughout the warmup process. Erratic sending patterns may raise suspicions and negatively impact deliverability.
  3. List segmentation and targetingSegment your email list based on various criteria such as demographics, past interactions, or purchase history. Tailoring messages to specific groups boosts engagement.
  4. Quality content and design – Craft high-quality emails with valuable content and appealing design. Engaging content increases open rates and encourages people to interact with your emails.
  5. Monitoring and analysis – Monitor key email metrics such as open rates, click-through rates, and bounce rates. Analyze the data to identify areas for improvement and optimize future campaigns.

Tips and common mistakes to avoid during email warmup

While conducting an email warmup, one must be aware of common mistakes that can hinder the process. 

Here are some tips to help you navigate the warmup phase successfully:

  • Implement authentication protocols. Use protocols like SPF, DKIM, and DMARC. They will verify the authenticity of your emails and help establish trust with domains.
  • Use a reputable email service provider. A good and reliable ESP can help maintain high deliverability rates and provide valuable insights into your email performance.
  • Avoid spammy practices and excessive promotional content. Steer clear of spammy tactics such as misleading subject lines, excessive use of capital letters, and deceptive marketing practices. Balance promotional content with informative and valuable information to avoid being flagged as spam.
  • Segment your audience and personalize emails. Segmenting your audience allows you to tailor and personalize your messages based on specific interests or preferences. Personalized emails have higher engagement rates and are less likely to be marked as spam.
  • Start with small and engaged segments. Begin your warmup process by sending emails to small and engaged segments of your subscriber list. These segments are more likely to interact with your emails, helping build positive engagement signals with ESPs.
  • Follow a gradual and consistent schedule. Avoid sending too many emails too quickly during the warmup phase. Instead, follow a gradual and consistent sending schedule to establish trust with ISPs.
  • Monitor and analyze deliverability metrics. Monitoring and analyzing key deliverability metrics helps identify and address any issues that may arise during the warmup process.
  • Focus on quality content and design. Creating high-quality content that resonates with your target audience should be prioritized. Well-crafted emails with compelling design elements raise engagement and contribute to a positive warmup experience.
  • Avoid purchasing or using low-quality email lists. These kinds of lists often contain outdated or unverified email addresses. Building a quality subscriber base organically ensures higher engagement and better long-term results.
  • Do not neglect engagement and subscriber interaction. Engagement is a key metric for email addresses to determine the value of your messaging content. Neglecting subscriber interaction, such as not encouraging replies or ignoring feedback, can impact your sender’s reputation.
Tips and common mistakes to avoid during email warmup

Email warmup tools and resources

Several tools and resources are available to support your email warmup process. These can help streamline your efforts and provide valuable insights. 

Here are some examples of essential tools for email warmup:

Email marketing software

Choose an email marketing software that offers robust warmup capabilities, deliverability tracking, and analytics. 

According to Forbes Advisor, some of the best providers include Mailchimp, Zoho Campaigns, Drip, Campaigner, MailerLite, GetResponse, and Moosend.

Deliverability monitoring and analysis tools

Utilize tools that monitor and analyze your email deliverability metrics. Platforms such as Mailflow, Mail Tester, and Spamhaus can provide detailed insights and help you optimize your warmup strategy.

Email list cleaning and verification services

Maintain a clean and verified email list by using services like ZeroBounce, Snov.io, or NeverBounce. These tools help identify and remove invalid or risky email addresses. 

Some software also offers email health monitoring services.

Email authentication and encryption tools

Ensure proper email authentication and encryption with tools like PreVeil, Skiff, Tutanota, and Virtru Email Protection. These tools help protect your domain reputation and reinforce the security and privacy of your emails.

Email marketing and automation platforms

Leverage email marketing and automation platforms such as Brevo (Sendinblue), HubSpot, or Constant Contact. 

These platforms provide robust features for email warmup, list segmentation, and personalized messaging campaigns. They let marketers save time on customizing and tracking emails.

What a successful email warmup looks like

Successful email warmup practices can vary based on the industry and specific goals of the sender. Outlined below are some examples of how different types of businesses can execute the process effectively:

E-commerce retailer

An e-commerce retailer can start by sending a series of welcome emails to new subscribers. It should slowly increase the volume of messages over several weeks.

Then, it can focus on providing valuable content, exclusive discounts, and personalized product recommendations to build engagement and trust.

As a result, the online business establishes a positive reputation with email addresses and their spam filters. It results in higher deliverability rates and expands customer engagement and conversion.

SaaS company

A SaaS (Software as a Service) company may begin by sending educational onboarding emails to new customers. It can gradually introduce additional product features and tutorials, encouraging user interaction and maximizing engagement.

The company would be able to establish a positive relationship with ESPs. It would allow it to build a trusted reputation that contributes to good outcomes.

What a successful email warmup looks like

Non-profit organization

A non-profit organization can leverage email warmup to nurture relationships with donors and supporters. It can start with personalized thank-you emails, followed by updates on projects and success stories. 

Steadily increasing the frequency of appeals and fundraising campaigns can help maintain engagement and increase donations.

B2B service provider

A B2B (business-to-business) service provider can focus on building relationships with leads and prospects through educational content and thought leadership. 

They can start with a series of informative emails, progressively transitioning to more targeted and personalized messaging as the warmup progresses.

Mastering and taking advantage of email warmups is essential for businesses, especially for enterprises that use email marketing campaigns.

But it is not just a helpful marketing component. Another plus is this approach will heighten the customer experience (CX). It lets your clients know you care enough to provide quality content and updates.

Organizations and marketers can leverage email warmup’s benefits by following the steps and tips outlined in this guide. You should take note of the common mistakes to avoid when implementing the practice as well.

Take full advantage of the tools and resources to streamline your warmup process. It ensures you achieve optimal results!

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