IP Warming Checklist for Cold Email Campaigns
Want your cold emails to land in inboxes instead of spam? Start by warming up your IP address. IP warming is the process of gradually increasing email volume from a new or dedicated IP to build trust with email providers like Gmail and Outlook. Without it, your emails risk being flagged as spam or blocked entirely.
Here’s a quick breakdown of what you need to know:
- Why it matters: A strong IP reputation is critical for cold email campaigns. ISPs monitor sender behavior closely, especially for unrecognized IPs. Without proper warming, your emails may not even reach your prospects.
- How it works: Start small - send 50–100 emails daily, targeting engaged recipients first. Gradually increase volume over 4–6 weeks while monitoring metrics like bounce rates and spam complaints.
- Dedicated vs. Shared IPs: Dedicated IPs give you full control over your reputation but require careful warming. Shared IPs are easier to use but risk being affected by other senders’ behavior.
- Key steps: Set up SPF, DKIM, and DMARC for authentication, send emails consistently, and track performance metrics daily to avoid issues.
If you’re serious about cold outreach, investing in tools like Infraforge can simplify the IP warming process with automated DNS setup, pre-warmed domains, and real-time monitoring.
Pro tip: Don’t rush. Building trust with ISPs takes time, but a well-warmed IP ensures higher deliverability, better engagement, and successful campaigns.
Complete IP Warming Checklist
To effectively warm your dedicated IP and build a strong reputation, follow this step-by-step checklist. Each step is crucial in ensuring your emails are trusted and delivered successfully.
Step 1: Set Up DNS Records (SPF, DKIM, DMARC)
Start by configuring SPF, DKIM, and DMARC records to authenticate your domain. These records help prove your emails are legitimate and protect against spoofing.
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SPF (Sender Policy Framework):
Add an SPF record to your DNS settings as a TXT entry. This record lists the servers authorized to send emails on behalf of your domain. For example:
v=spf1 a mx include:_spf.example.com -all. -
DKIM (DomainKeys Identified Mail):
Generate a key pair and configure your server to sign outgoing emails. Publish the public key in your DNS as a TXT record using a DKIM selector. -
DMARC (Domain-based Message Authentication, Reporting & Conformance):
Set up a DMARC policy to guide receiving servers on what to do with emails that fail SPF or DKIM checks. Start with a monitoring policy like this:
v=DMARC1; p=none; rua=mailto:reports@yourdomain.com;.
Step 2: Start with Low Email Volumes
Once your DNS records are in place, begin sending emails in small volumes. Start with 50–100 emails per day during the first week, and gradually increase the volume over subsequent weeks. Monitor your performance metrics closely before increasing the number of emails sent.
Step 3: Focus on Engaged Recipients First
To build a positive sender reputation, begin by targeting your most engaged contacts - those who have a history of opening and interacting with your emails. As your IP reputation strengthens, you can expand your audience to include less active recipients.
Step 4: Monitor Key Metrics Daily
During the IP warming process, track your performance metrics every day. Pay attention to these key indicators:
| Metric | Target Range | What to Do If Issues Arise |
|---|---|---|
| Deliverability Rate | 96%–99% | Investigate any major drops |
| Bounce Rate | Under 2.5% | Clean your email list and verify addresses |
| Spam Complaint Rate | Under 0.1% | Adjust content and targeting if complaints increase |
| Open Rate | 20%+ during warming | Revisit subject lines or sending times if rates are low |
For instance, Google suggests keeping your spam complaint rate below 0.1% to maintain a good reputation.
Step 5: Establish a Consistent Sending Schedule
Consistency is key. Send emails at the same time each day, ideally during business hours when recipients are most likely to engage. For B2B audiences, weekdays between 10:00 AM and 2:00 PM often work best.
Spread your emails evenly throughout the day rather than sending them all at once. This steady approach signals to ISPs that you're a legitimate sender, not a spammer.
The entire IP warming process typically takes 4–6 weeks to complete. While it requires patience, the solid reputation you build during this time will set the stage for successful email campaigns in the long run.
Tools and Platforms for IP Warming
Once you've nailed the manual steps for IP warming, it might be time to explore tools that can take the process to the next level. These platforms not only make the process more efficient but also help you scale cold email campaigns while maintaining strong deliverability.
Automated IP warming tools simplify the process by automating key tasks, monitoring email performance, and adjusting sending volumes as needed. With email deliverability hovering around 83% in 2023, selecting the right tool can make all the difference.
These tools are particularly helpful for large-scale campaigns, as they allow you to warm up multiple domains and manage several email accounts simultaneously. Features to look for include IP rotation, personalized email sequencing, reputation tracking, and detailed analytics to measure how well your strategy is working.
When choosing a platform, focus on those that offer customizable warm-up plans, advanced analytics, and smooth integration with major email providers. Real-time monitoring and the ability to tweak strategies based on performance data are also essential.
Why Choose Infraforge for Cold Email Campaigns
Infraforge sets itself apart as a platform built specifically for cold email outreach. Its dedicated IP infrastructure gives you full control over deliverability, avoiding the risks associated with shared IP systems and the poor practices of other users.
The platform’s automated DNS setup is a game-changer, cutting configuration time from hours to just minutes. This is especially important given that organizations using DMARC experience 90% fewer phishing attempts, and DKIM reduces email tampering by 30%. Infraforge can set up a domain and mailbox in just 5 minutes, thanks to its fully automated process.
"What I like about Infraforge is its ease of use and quality of support." – Silver L, CEO
Infraforge provides pre-warmed domains and mailboxes, eliminating the usual warm-up period. Its Warmforge tool mimics natural sending patterns, ensuring consistent deliverability even as your email volume grows.
The platform also supports programmatic scaling through its API, which integrates seamlessly with tools like Salesforge. This means you can maintain your existing workflow while benefiting from Infraforge's robust infrastructure. Features like multi-IP provisioning make it easy to handle multiple campaigns or client accounts at once.
With real-time monitoring and the Masterbox dashboard, you can track performance in one place and make quick adjustments to avoid reputation issues.
"During my time at a Fortune 500 company and now across all our products, Infraforge has been my go-to solution for Email Infrastructure. Its deliverability and impact are unmatched." – Rahul Lakhaney, Former VP, Gartner, now CEO @ Enrich.so and Maximise
Infraforge vs. Competitors Comparison
Here’s how Infraforge stacks up against other platforms like SendGrid and Braze. The main difference? Infraforge's dedicated IP-only approach, which offers better control over email deliverability compared to shared IP systems.
| Feature | SendGrid | Braze | Infraforge | Typical Shared IP Platform |
|---|---|---|---|---|
| IP Type | Shared/Dedicated | Shared | Dedicated Only | Shared |
| Setup Time | 24–48 hours | 1–2 weeks | 5 minutes | Up to 24 hours |
| DNS Automation | Manual | Manual | Fully Automated | Manual |
| Cold Outreach Focus | General Email | Marketing Focus | Purpose-Built | General Email |
| Starting Price | $14.95/month | Five-figure range/year | $17/month per slot | Varies |
| Pre-Warmed Infrastructure | No | No | Yes | No |
SendGrid offers both shared and dedicated IP options, starting at $14.95/month for up to 50,000 emails. While it’s strong on email delivery infrastructure, it requires manual DNS setup and doesn’t cater specifically to cold outreach.
Braze, on the other hand, excels in multi-channel engagement with advanced personalization. But with pricing starting in the five-figure range annually, it’s better suited for marketing automation than cold email campaigns. Its setup process can take up to two weeks, far longer than Infraforge’s 5-minute deployment.
Shared IP platforms like Maildoso come with higher risks - your reputation depends on how other users behave. Setup times can also stretch up to 24 hours, and you have less control over IP reputation.
Infraforge offers straightforward pricing at $17/month per mailbox slot (minimum 10 slots), with add-ons like SSL and domain masking for $2/domain/month and extra IPs at $99 each. Its white-label reseller program is ideal for agencies managing multiple clients, and integrations with CRMs like Salesforce and HubSpot make workflow management easier.
For anyone serious about cold email campaigns, Infraforge delivers the tools and infrastructure needed to succeed, all while keeping the process efficient and scalable.
Common IP Warming Mistakes to Avoid
When warming up an IP, even a small mistake can have serious consequences. Missteps can trigger spam filters, get your domain blacklisted, or drastically reduce your email deliverability. These issues can be tough to fix, so a cautious, well-planned approach is essential.
Mistake 1: Sending Too Many Emails Too Soon
Ramping up email volume too quickly is one of the biggest mistakes you can make during IP warming. Internet Service Providers (ISPs) closely monitor email sending patterns, and sudden spikes in volume can set off alarms. This can lead to blacklisting or a sharp drop in deliverability rates.
ISPs need time to recognize your IP as a trustworthy sender. For example, jumping from sending 10 emails a day to 500 overnight is a red flag. Instead, take a gradual approach. Start with a small number - 3 to 7 emails per day - and increase by 15%–20% daily until you reach your target volume.
Here’s an example: If you send 5 emails on day one, increase to 6 emails on day two (a 20% increase), then 7 emails on day three, and so on. This slow, steady growth may require patience, but it’s crucial for building a positive sender reputation.
If you notice open rates declining, scale back your volume. It’s better to protect your IP reputation than to rush the process.
Mistake 2: Using Unreliable Email Lists
Low-quality email lists can wreak havoc on your IP warming efforts. Poor lists often contain invalid addresses, spam traps, or role-based accounts, leading to high bounce rates and complaints. These issues can quickly damage your sender reputation.
Before warming your IP, clean and verify your email list. Aim to keep bounce rates below 5%, spam complaints under 0.1%, and open rates above 20%. Removing invalid, disposable, and catch-all addresses is essential for maintaining strong deliverability.
To further ensure quality, consider using a double opt-in process. This way, only valid and engaged recipients make it onto your list.
Mistake 3: Overlooking Key Metrics
Failing to monitor performance metrics can derail your IP warming efforts. Without regular tracking, you might not spot issues until they’ve already caused significant harm.
Pay close attention to metrics like deliverability rates (aim for 96%–99%) and click rates (typically 0.2%–0.4%). Keep spam complaint rates below 0.08% and bounce rates under 5%. If you see a drop in open rates or deliverability, adjust your strategy - slow down volume increases or reevaluate your target audience.
Tools like Google Postmaster Tools can help you monitor sender reputation and identify spam complaints. If metrics take a turn for the worse, pause your sending, remove unengaged or unsubscribed contacts, and refine your approach. Regularly reviewing your performance ensures you stay on track and maintain a healthy sender reputation.
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How to Maintain Long-Term IP Health
Getting your IP warmed up is just the first step. To keep your sender reputation intact over time, you’ll need to stay on top of list hygiene, sending habits, and the tools you use to manage your email campaigns. Neglecting these areas can quickly lead to a decline in your IP health.
Clean Your Email Lists Regularly
Email lists don’t stay fresh forever. In fact, email databases decay by about 22–30% annually. If your bounce rate exceeds 2%, inbox providers may start flagging your emails. Plus, even just one spam complaint per 1,000 emails can hurt your sender reputation.
To avoid these pitfalls, implement a double opt-in process to ensure only genuinely interested subscribers make it onto your list. This step prevents fake or incorrectly entered email addresses from slipping through. Make it easy for users to unsubscribe - if they can’t leave your list easily, they’re more likely to mark your emails as spam.
Another smart move? Use real-time email validation when people sign up. This ensures that email addresses are correctly formatted, valid, and not disposable or spam traps. By catching problematic addresses early, you’ll save yourself a lot of trouble later.
How often you should clean your list depends on how frequently you send emails and the size of your audience. Here’s a quick guide:
| Email frequency | List size | Recommended cleaning cycle |
|---|---|---|
| Weekly or bi-weekly | 10,000+ subscribers | Every 1–2 months (60 days) |
| Monthly | 1,000–10,000 | Every quarter (90 days) |
| Irregular | Fewer than 1,000 | Every 6 months or before a campaign |
| Aggressive lead gen | Any size | Clean monthly |
For example, Clearout cleaned a client’s list of 40,000 B2B contacts and found that 18% of the emails were invalid or risky. After the cleanup, inbox placement improved by 42%, and open rates jumped from 12% to 26%.
"Email list cleaning is about strengthening your connection with the people who matter... every cleanup move you make protects your sender reputation and helps your emails land where they belong: the inbox." - Veljko Ristić, Content Manager @Mailtrap
Keeping your email list clean also helps you maintain steady sending patterns, which are crucial for maintaining IP health.
Maintain Steady Sending Patterns
Consistency is key when it comes to email sending. Internet Service Providers (ISPs) monitor your sending habits closely, and erratic patterns - like sudden spikes or long gaps in activity - can raise red flags. A consistent sending volume builds trust over time.
For example, if you typically send 500 emails per day, stick to that number. Don’t send 1,500 one day and 50 the next, as this inconsistency can make ISPs suspicious. Scheduling your campaigns in advance can help you avoid last-minute rushes that lead to irregular sending volumes.
AcreValue, a farmland data and analytics platform, saw the benefits of steady sending patterns firsthand. In 2023, they optimized their email practices by ensuring proper sender authentication and sticking to a consistent schedule. As a result, their open rates soared from 5% to 70%.
"An IP reputation is hard to build, easy to lose, and hard to regain. Therefore, ensuring you are sending the best emails before they are sent will limit the damage caused, and monitoring, post-send, will allow fine-tuning - and it will allow you to know when further action needs to be taken to protect or improve your IP status." - Rob Pellow, Digital Experience Director at Armadillo
If you need to ramp up your email volume, do it gradually over several weeks. This approach minimizes the risk of being flagged by ISPs and helps maintain your sender reputation.
Use Professional Email Infrastructure
The tools you use to send emails can make or break your IP health. Generic providers like Gmail or Outlook aren’t equipped for large-scale cold outreach. They lack dedicated IPs, advanced setups, and the tools needed to ensure high deliverability.
Platforms like Infraforge offer solutions tailored for cold outreach, including dedicated IPs, automated DNS setup, and deliverability tools. A dedicated infrastructure gives you full control over your sender reputation and ensures consistent performance.
Some key features to look for include:
- IP rotation or multi-sender setup to distribute sending volume
- Automated SPF, DKIM, and DMARC setup for email authentication
- Custom tracking domains to boost trust and improve inbox placement
These technical elements work together to protect your sender reputation over time. For example, Infraforge also provides deliverability monitoring and reporting tools that help you track bounce rates, blacklist status, and sender scores. This visibility allows you to catch and address issues before they escalate.
"If you're serious about outreach and want the best tool in the market, Infraforge is the only choice." - Rahul Lakhaney, Former VP, Gartner, now CEO @ Enrich.so and Maximise
Investing in professional infrastructure pays off in the form of higher deliverability rates, better inbox placement, and the ability to scale your outreach without compromising your reputation. Cutting corners here can lead to costly setbacks that take months to recover from.
"Infraforge quickly helped to solve a challenge regarding email deliverability. What I like about Infraforge is its ease of use and quality of support." - Silver L, CEO
Key Takeaways for IP Warming Success
Building trust with email providers is the cornerstone of successful IP warming. The process starts small, engages your most active recipients, and gradually scales up. This measured approach ensures a strong sender reputation, which is critical for achieving high deliverability rates.
To break it down, the first step is controlled scaling. Begin by sending emails to your most engaged audience and steadily increase volume over a 30-day period. This method is essential because nearly 20% of legitimate emails fail to reach inboxes. Proper IP warming mitigates this risk and sets the stage for better results.
Authentication is another key element. Implement SPF, DKIM, and DMARC protocols to establish credibility with internet service providers (ISPs). These technical safeguards not only protect your sender reputation but also ensure that your emails consistently land in inboxes. Without these measures, even the best email campaigns can fall flat.
Monitoring metrics daily is non-negotiable. Pay attention to bounce rates - anything over 2% is a red flag. Similarly, even one spam complaint per 1,000 emails can harm your reputation. Catching these issues early allows you to make adjustments before they escalate.
Consistency in your sending patterns is equally important. Once your IP is warmed up, the work doesn’t stop. Maintaining a steady and predictable sending schedule is crucial to preserving your sender reputation over time.
For those looking to simplify the process, platforms like Infraforge provide a streamlined solution. They offer dedicated IPs, automated DNS setup, and pre-warmed domains, enabling you to get started in as little as 5 minutes. This kind of infrastructure reduces technical hurdles while maintaining high deliverability standards.
"Infraforge quickly helped to solve a challenge regarding email deliverability. What I like about Infraforge is its ease of use and quality of support." - Silver L, CEO
When done right, IP warming leads to higher inbox placement, improved engagement, and scalable outreach. By blending patience, precision, and the right tools, you can build a strong sender reputation and lay the groundwork for a successful cold email strategy.
FAQs
What’s the difference between dedicated and shared IPs for email campaigns, and which one should you choose?
Dedicated IPs are reserved for a single sender, giving you complete control over your sender reputation. This setup can boost email deliverability and lower the chances of landing on a blacklist. They’re a great fit for high-volume email campaigns or situations where maintaining a solid reputation is crucial.
Shared IPs, in contrast, are used by multiple senders. They’re budget-friendly and don’t require a warm-up period, making them a practical choice for smaller campaigns or occasional email sends. However, the downside is that your reputation can be impacted by the actions of other users sharing the same IP.
If you’re running large-scale campaigns or need consistent, reputation-sensitive performance, dedicated IPs are the way to go. For smaller, less frequent email needs, shared IPs provide an affordable and straightforward solution.
What are the key metrics I should monitor during IP warming to ensure successful email delivery?
During the IP warming process, it's crucial to keep an eye on key metrics like deliverability rate (aiming for 96%–99%), bounce rate, open rate, click-through rate, and spam complaints. These numbers give you a clear picture of how well your emails are performing and whether any tweaks are necessary.
Focus on engagement signals - such as opens and clicks - and bounce rates, as these factors play a big role in shaping your sender reputation. If you encounter issues like high spam complaints or poor inbox placement, take action. This might mean improving your email content, adjusting the volume of emails you send, or cleaning up your recipient list. Keeping a close watch on these metrics helps ensure a smoother IP warming process and sets the stage for better email deliverability in the future.
For a more streamlined approach, consider tools like Infraforge. It simplifies the process with features like automated DNS setup, pre-warmed domains, and multi-IP provisioning, making advanced email outreach more efficient.
What are the common mistakes to avoid during IP warming, and how do they affect email deliverability?
Avoiding missteps during the IP warming process is key to maintaining strong email deliverability. For example, sudden increases in email volume can set off spam filters, while sending emails to inactive or purchased lists often leads to high bounce rates and spam complaints, which can harm your sender reputation. Similarly, relying on shared IPs instead of dedicated ones makes it harder to build a steady reputation.
Skipping the gradual increase in email volume can cause long-term issues, like blacklisting or having emails flagged as spam. To get it right, focus on sending emails to engaged recipients, steadily increase your sending volume, and use dedicated IPs to take full control of your reputation. Tools like Infraforge can make this process easier by providing pre-warmed domains, dedicated IPs, and other features to improve email deliverability, especially for cold outreach campaigns.