Common Cold Email Infrastructure Problems Solved
Cold email issues are often seen, but can be fixed. Here's how to dodge problems like spam traps, low inbox rates, and blacklists:
- Set Up SPF, DKIM, and DMARC: These DNS records check your emails and keep them from being seen as spam.
- Watch Domain Reputation: Use tools like Google Postmaster to make sure your domain stays trusted.
- Dodge Spam Traps: Make emails personal, skip spammy words, and test drafts with tools like Mailforge.
- Warm Up IPs and Domains: Slowly up your email count to build trust with email providers.
- Use Many Domains: Spread out your email load across domains to guard your sender name.
- Obey Email Laws: Stick to rules like GDPR, CCPA, and CAN-SPAM by handling opt-outs and keeping data safe.
How To Fix Your Cold Email Deliverability
Fixing Email Deliverability Issues
Email deliverability is key to ensuring your messages reach inboxes instead of landing in spam. It’s not a small issue - it’s crucial for cold email efforts. The numbers back it up: marketers focusing on deliverability are 22% more likely to see success in their email projects. Yet, a huge 70% of emails have at least one spam problem.
Why is this important? Because email marketing brings a big return - $36 for every $1 spent. But that return only comes if your emails really reach the inbox. As Tim Kauble of Salesforce notes: "A sale comes from a click, a click comes from an open, an open comes from a delivery. Focus on delivery to boost your chances for a good return."
This stresses the need to keep your domain reputation safe, which we’ll go into next.
Handling Domain Reputation
Your domain reputation is a trust score for your emails. Services like Gmail and Yahoo use these scores to decide if your emails should go to the inbox, a promotions tab, or spam. For instance, Google and Yahoo want bulk senders to keep spam rates under 0.1%. Going over 0.3% can badly hurt your domain reputation. Plus, email lists often shrink by around 22.5% each year, making it vital to keep your list updated.
A good domain reputation helps with deliverability. Tools like Mailforge help by using different IPs for multiple domains, making sure no domain takes on too much. This shares the load, safeguards your main domains, and slowly builds a solid reputation.
Watch your domain health. Use tools like Google Postmaster Tools or MXToolbox to track your sending reputation. Check for blacklists with Spamhaus or Barracuda. Also, ensure your SPF, DKIM, and DMARC records are set right - these prove your emails are real.
Another tactic? Use subdomains for different email types. For example, marketing.yourcompany.com and orders.yourcompany.com can each have separate reputations. If one has issues, the other won’t be hit. This is wise, especially when growing your cold email efforts.
Setting the Right Sending Limits
Sending too many emails too fast can backfire. Email services watch for quick spikes in volume, which can seem like spam. Instead, go for steady, slow increases to build trust over time.
Start small. Begin with your most active contacts and slowly reach out to bigger lists. This builds good engagement signs, which boost your sender reputation. Keep a close watch on feedback from email services as you increase your volume.
Platforms like Mailforge make this easier with auto IP rotation. By spreading emails over several IPs, it keeps any single IP from reaching limits that might set off spam filters. This all works smoothly, letting you focus on shaping your campaigns.
Keep an eye on your complaint and bounce numbers. A spam complaint rate below 0.1% and a bounce rate under 1% are good marks for strong engagement. High bounce rates can show old or poor lists, while spam complaints can mean your content or who you aim at may need a change.
Be steady. Keep a regular sending plan, as odd times can set off spam blocks. A fixed rate holds trust and lifts your shot of hitting the inbox.
When you've got your sending limits just right, tools like Warmforge can help you test spots and make sure your emails keep getting to the inbox.
Trying out Deliverability with Warmforge
Testing is the only way to know where your emails go. Warmforge gives email warm-up services and tools to test spots to see if your messages are getting to inboxes or lost in spam boxes. Testing often can find problems before they get too big.
Warmforge's tests send mails to many spots across different providers, like Gmail, Outlook, and Yahoo, to see how well they get sent. This tells you just where your emails land - be it the main inbox, deals tab, or spam box.
"Warmforge isn't just an email warm up tool, it's a complete email deliverability command centre." - Warmforge.ai
The site gives tips you can use from test scores. If your inbox spot score is 95-100%, you are doing well - just keep an eye on it. Scores from 90-94% mean you might have to change your text or main topics. A score under 90% warns of big issues that need fast help.
Email warm-up is not just a one-time thing. To keep good delivery, you need to keep working at it. Warmforge slowly ups the email amount from new areas and IPs, making good name signs as time goes on.
Use the info from test scores to shape your plan. For example, if Gmail has lower scores than Outlook, you might have to shape your method for Gmail folks. This kind of clear tip helps you make your campaigns better to reach more on all big sites. Test often to make sure your cold email setup stays strong and works well.
How to Solve DNS Setup Mistakes
Making sure your SPF, DKIM, and DMARC records are set right is key if you hope for your emails to reach inboxes and not spam boxes. Google and Yahoo both need SPF and DKIM from all who send emails, and if you send more than 5,000 emails each day, a DMARC record is a must-have. Not having these can really mess up how well your emails are received.
"SPF, DKIM, and DMARC help authenticate email senders by verifying that the emails came from the domain that they claim to be from. These three authentication methods are important for preventing spam, phishing attacks, and other email security risks." – Cloudflare
Setting up these files right is key to stop sign-in problems. Here’s an easy guide to help you set them up.
Setting up SPF, DKIM, and DMARC Files
SPF (Sender Policy Framework): This file tells email hosts which servers can send emails from your domain. When an email comes in, the server looks at the SPF file to make sure the sender’s IP address is on the ok list. Tools like MxToolbox or Google Apps Toolbox can help you check your SPF file. Be sure to add all services that send out emails for your domain. A simple SPF file might look like this:
v=spf1 include:_spf.google.com ~all
In this case, the ~all shows that if emails come from IPs not on the list, they should be seen as odd.
DKIM (DomainKeys Identified Mail): DKIM puts a digital tag on your emails. It shows they are from your spot and have not been changed on the way. To get it ready, make a DKIM public key, put it as a TXT record in your DNS, and turn on signing for all you send out.
DMARC (Domain-based Message Authentication, Reporting, and Conformance): DMARC adds to SPF and DKIM by setting rules on how email handlers should deal with messages that do not pass the check. You can choose your DMARC policy to be "none" (just watch), "quarantine" (send to spam), or "reject" (stop the email). Start with "none" to watch what happens, and look at your DMARC reports often to find any problems. When you think all is good, you can make the rule harder for more safety.
To put these in place, you can talk to your DNS provider or use the tools your web host gives.
Checking DNS Records with Mailforge
Putting SPF, DKIM, and DMARC in place is just the start - keeping an eye on them is key. DNS records can fail without warning, and just a tiny shift, like an old DKIM key or a wrong SPF record, can mess up how your emails get through.
"DNS is fragile. It's a 'set it and forget it' system - until something goes wrong. And when it does, the consequences are immediate and painful." – Matthew Vernhout, Principal Email Advisor, Email Industries
Mailforge makes it easy by setting up and watching your DNS records for you. When you put in a domain, Mailforge sets up your SPF, DKIM, and DMARC records right from the start. It keeps checking for issues like missing records, wrong words, or log-in failures, warning you before they mess up your email jobs.
Checking your DNS often is key to finding problems like old DKIM keys, changed SPF records, or DMARC policy mix-ups. Mailforge goes beyond by giving things like group DNS changes, SSL, and domain hiding, putting more safe walls and hidden spots into your email setup. Auto watching makes sure your log-in works, your emails get to where they need to go, and your jobs work as they should.
How to Stay Off IP Blacklists
When you run cold email drives, it's key to keep your sending IPs clean. If your IP gets blacklisted, it can mess up your work big time because your emails may get blocked and won't even make it to the inbox. The good thing? You can dodge blacklisting fully with the right handling of your IPs.
"Blacklisting is like putting a finger at spammers. It's a process of identifying the IPs and domains that are used to send out mass email spam and compile them on a list." – Margaret Sikora
IP addresses often get marked due to bad use or sharp rise in mail number. In Dec 2021, a big 45.37% of all sent emails were seen as spam. The top way to stay off the blacklist is to split your mail number over many IP addresses and slowly bring in new IPs instead of loading just one - more so if it’s newly made.
Using Smart IP Spread
Mailforge has a clever fix to not rely too much on one IP with its smart IP spread system. Rather than sending all your emails through one point, this system puts your mail number over many IPs. It gets better; it changes in real time based on how you send mail. This way helps grow plans and also makes sure new IPs are gently added to your list.
Mailforge adds good tools like auto bounce care and griping watch. These tools get rid of hard bounce tales right away and look after soft bounces with a retry method, which keeps your mail name safe. For firms that like own hold, a special setup may fit better.
Handling Many IPs with Infraforge
If you want even more hold, Infraforge gives a special, multi-IP setup meant to cut down risks tied to shared places. Unlike shared spots - where one person's bad ways can hit all - Infraforge lets you have total hold over your IPs, letting you better guard your mail name. The cost? Around $2.50 for each mailbox each month for a private IP.
With this setup, you can give certain IPs to certain areas or plans. This way, if one IP has a problem, it won’t risk your whole mail setup. Infraforge also makes warming IP simple by letting slow raises in mail number while keeping an eye on send, bounce, and grip rates. Extra helps like reverse DNS setup and special IP pools make sure of good hostnames, raising your mail reach more.
"Remember that being removed from a blacklist is like parole. Your email sending behavior is under close observation. Make sure you remove the reason for which you got blacklisted before you start sending emails again." – Margaret Sikora
A solo setup for your system cuts down the risk of other people's slip-ups hitting you. Also, live checks mean you get told at once if your IPs land on a block list. This lets you fix problems fast and keep your campaigns running well.
sbb-itb-fe3169b
How to Make Cold Email Tasks Bigger
First, make sure emails can get through by setting up DNS and IP right. Next, grow your cold email work. This means using many domains and inboxes to keep emails going through well and keeping a good name as a sender. Let’s look at ways to make your cold email set-up bigger.
Start Many Domains Fast
Using many domains helps keep your main brand safe and lets you send more emails. To start, buy domains from safe places like Google Domains or GoDaddy. Try to pick .com when you can, as they often work better for getting emails through. To keep your brand known, think about adding bits to your brand name when you make these domains.
For good handling, aim to have 2-3 mailboxes for each domain. Make sure each one has SPF, DKIM, and DMARC records to check emails and keep your name safe. You can link your other domains to your main one to keep a united online look.
Here’s a case: Skief helped a small shop grow its lead emails to 20,000 a month by getting six new domains with endings like .com, .co, and .net from Google Domains. They made four mailboxes per domain using Google Workspace. In three months, they slowly warmed up the domains and mailboxes using tools like Gmass and Quickmail. They began with little, sending emails inside to build a good sending name, and upped the amount as scores got better.
If you’re handling many domains, tools like Mailforge make it simpler. For example, Mailforge's feature for many domains lets you set up many at once, including auto set-up for SPF, DKIM, and DMARC. This cuts out the need to do it by hand, saves time, and helps you grow quicker.
Make Management Easy with API Use
As things get big, handling a lot - or even hundreds - of domains and mailboxes by hand is too much. This is when API use is handy, doing repeat tasks by itself and making big email tasks easy to manage.
"Email API Integration is crucial for modern development because it allows for efficient incorporation of email functionalities, like sending and managing emails, directly within applications. This reduces the need for separate email clients and streamlines the development workflow, enhancing both developer efficiency and user experience."
– Unipile
By using APIs, you can make tasks like making new mailboxes, changing DNS data for many areas, watching send success, and dealing with mail fails easy. For example, your CRM can set up new areas when you run out of room, while your data tools can get send success info in real time from your areas.
Mailforge’s API takes this up a notch by letting you control areas and mailboxes on a large scale. You can set up areas, fix DNS settings, keep an eye on mail success, and set up mailboxes - all with no need for hands-on work. This cuts down mistakes and lets your group work on plans, not day-to-day jobs. Whether you are sending from 100 to 1,000 emails a day or even up to 100,000, this mix of bulk set up and hands-free work makes sure your setup grows right with your business.
How to Not Hit Spam Traps
Did you know that about 20% of mails do not reach and go right to spam? This means your hard-written cold mails may never get to who you want. To make sure your mails go to the right spot, you need to know what spam blocks look for and how to keep out of their way. By fixing both your tech and mail writing, you can up your chances a lot.
Spam blocks check three main things: who sends it, what's in the mail, and how users act with it. The good news? With the right plans and tools, you can cut the risk of your mails seen as spam.
Test Spam Levels with Mailforge
A simple way to spot spam risks is by using Mailforge's spam check on your mail drafts. This tool scans your mails for stuff that could mess up your send out and marks them early. See it as a guard for your plans.
Mailforge checks your mail's words, set-up, and tech bits to fit spam block rules. It spots risky keywords, style slip-ups, or set-up errors that might give a bad sign. Make it your routine to test every mail draft or big change before you send. And keep in mind, words mean more in some cases than others.
When you’ve fixed tech stuff, focus on the mail itself.
Writing Good Cold Mails
After making sure your mails are tech-okay, the next job is to write in a way that avoids spam dangers but still holds value. Write clean, clear, and catchy mails. Stay away from too-big claims or words that push too hard, as these often get blocked. For example, terms like "FREE!", "Sure Outcomes!", or "Make Money Fast!" can make your mail go straight to spam.
Here's a fast list of usual spam words to dodge:
| Group | Words You Should Skip |
|---|---|
| Need to Act Fast | Urgent, Not much time, Don't lose this, Last shot!, Move fast! |
| Too Good to be True | Cheap, Huge deal!, Sure to work!, It will change your life! |
| Quick Money | Earn cash in your sleep!, Get rich fast!, Make $XXX each day! |
| No Cost and Sketchy Deals | FREE!, You are picked!, Only for you, this deal!, Safe to try! |
Make it personal. Spam filters often catch emails that look like they were sent to many at once. Use the person's name, talk about their company, and write your message to fit their job or field. Like an email pro said, "Quality over quantity wins every time".
Use simple text emails if you can. Busy designs with lots of pictures, links, or HTML can set off spam filters. Even the subject line needs care - skip clickbait words, ALL CAPS, or false promises. A clear, true subject line in normal case helps build trust.
Keep your email brief and to the point. Long emails with many actions to take can puzzle both the reader and spam filters. Go for one clear action they can easily do next.
Before you send, test your emails with big email providers like Gmail, Outlook, and Yahoo to see where they end up. Change things as needed and watch your email success rate.
Most of all, know that getting people involved is key. Spam filters watch how people handle your emails. Emails that are opened, read, and answered are less likely to be seen as spam. Aim to give real value and make connections, and your chance of getting through will get better over time. With careful checks and friendly, personal content, you're on your way to good results in your email efforts.
How to Stay Compliant with Email Laws
Like handling DNS and IP well is key for email to get to its spot, following email laws is vital to run good and fair cold email efforts. Cold emails must stick to strict data rules, but if you have the right tools and ways, it's not too hard to follow these rules.
In the U.S., three big laws set the rules for cold emails: GDPR, CCPA, and the CAN-SPAM Act. Breaking these laws can lead to big fines. GDPR can fine up to 4% of your world sales or €20 million. Under CCPA, a slip-up can cost $2,500, and if you meant to do it, $7,500. The CAN-SPAM Act can fine you up to $50,120 for each wrong step.
Each law asks for certain things. GDPR needs clear yes from people, while CCPA makes it easy for people to say no. Both want you to be open about how you gather data and to keep it safe.
Alexander M. Kehoe, who helped start Caveni Digital Solutions, says:
"You can run a compliant email campaign without much trouble, as long as you fundamentally don't aggressively target individuals who have not expressed direct interest".
Before we get into how to handle opt-outs and keep safe records, it's key to know the legal rules.
Managing Opt-Outs and Consent
Dealing with opt-outs and consent well is main for following the law. Not doing what people ask when they choose to opt out can get you in big trouble. Tools like Mailforge make this easy by tracking opt-outs in your system, so you don't end up sending mails to someone who wants to be left out. Using this tool cuts down the chance of mistakes.
Mailforge also lets you limit your sends by place, fitting your emails to local laws. For example, if getting in touch with folks in the EU, the platform follows GDPR rules, while in the U.S., it sticks to CAN-SPAM rules.
Being clear is just as key when you gather email addresses. Tell why you're doing it and what you'll do with the info. Record when and how you got the OK to send mails. For cold mails, make sure you have a real reason for the contact and give real value right away.
Make opting out easy and clear. Each mail should have a plain opt-out link, and you need to follow opt-out asks within 10 business days, as CAN-SPAM says. Don't make it hard by asking users to log in to opt out.
Keeping Security and Records
Keeping good records is also vital to follow laws. Hold onto email records for up to seven years. Keep these records true, as any changes could make them useless in court.
Mailforge helps by adding built-in encryption and logs that show clear records. These logs record who sent what mails and when, making a permanent record.
To keep sensitive info safe, make sure it's stored well, sent securely, and only open to folks who really need it. Teach your team how to handle data right and give access only to those who must have it.
It could also be smart to have a compliance officer watch over your mail practices and keep an eye on data safety. This person can stay up-to-date on new rules and make sure your team does too. Regular checks and looking over policies can help you keep up with new laws and needs.
Not caring enough about following the rules can lead to big problems. For instance, Morgan Stanley had to pay $15 million in SEC fines because they didn't manage emails well. Staying in line with laws not only keeps your business safe but also builds trust with your audience, protecting your brand's name.
Making a Strong Cold Email System
When you send out lots of cold emails, it's key to have a strong system in place. A good setup helps you skip big problems like emails not reaching people, being blocked, or breaking rules. With this, you're more likely to see most of your emails get through - usually between 95% and 98%. For reference, usual marketing emails tend to reach between 85% and 95%.
Why You Should Use Many Domains
A big part of a strong email system is using many domains. This keeps your brand safe. Isabella L., who started Let's Fearlessly Grow, told us about her time with Mailforge, a tool that makes it easy to set up domains:
"The simplicity and the automation in the buying process of domains, DNS setting, inbox creation, forwarding, etc. Everything in one place. And when I had any doubts, the team through the chat or Slack solved it really quickly! I was hesitant because I've only used Google Workspace, but my results have been great since using Mailforge!"
Easy Sign-In and Setup
Using key email checks - like SPF, DKIM, and DMARC - helps keep your sender ID safe and boosts how well you land in inboxes. What once took hours, now takes just minutes. Karlo Binda from Leadsnack.co pointed out this speed:
"Procedures that usually took hours (setting DKIM, SPF, etc. records) for multiple domains, now take a few minutes."
Getting Your Email Volume Ready
To build a good sender name, start low - send 20 to 30 emails each day - and slowly go up. Tools like Warmforge help make this "warm-up" easy, so your emails don't hit spam.
Growing Solutions for Each Step
For those who want to grow, tools like Mailforge and Infraforge have a lot of choices. Mailforge gives shared IP setups that start at $13 per month (if you pay for a year), good for new users. For bigger needs, Infraforge has private setups with their own IPs, costing $3–4 per box every month. Anton L., who has an agency, had good things to say about Infraforge:
"I'm really glad I came across Infraforge. Running an agency, I've tried quite a number of tools over time, but many of them end up being clunky, overpriced, or just not built for the modern day. We previously used a system that offered similar functionality, but Infraforge truly stands out. The ease of use and simplicity make managing email infrastructure a breeze, and the pricing is spot on - far more reasonable than some of the other options."
Keep Track for the Long Haul
Watching closely is key to keep a good email setup running. Top things to watch are keeping bounce rates low, under 2%, keeping inbox rates over 95%, and spam rates very low, under 0.1%. Warmforge, rated 4.6 by G2, helps you keep track of your domains and makes sure they work well.
Tools for Every Team Size
Mailforge and Infraforge help many -- from small groups to big firms. Along with Warmforge's ongoing warm-up act, this full plan helps more than 10,000 firms, showing it works well and can grow.
FAQs
How can I set up SPF, DKIM, and DMARC to make my emails real and better to get?
To make your email real and help it reach more, set up SPF, DKIM, and DMARC right. Here’s how:
-
SPF (Sender Policy Framework): Put an SPF record in your DNS to list who can send emails from your domain. Keep DNS looks under 10 and use
~all(softfail) at first so you don't stop emails too soon while you are still fixing your set up. - DKIM (DomainKeys Identified Mail): Make a pair of keys for DKIM. Put the key for all to look at in your DNS records so servers that get the email can check it was not changed on the way.
-
DMARC (Domain-based Message Authentication, Reporting, and Conformance): Start with a
nonerule to watch how your email tests go without messing up how they get sent. When you trust your setup, change to aquarantineorrejectrule to keep your domain safe from fakes and traps.
Having these records in place and keeping an eye on them not only makes email reach better but also keeps your domain safe from wrong use.