With countless marketing emails sent every day, businesses face challenges in standing out and capturing attention with an average open rate between 25-40%. Email warmup tools assist by increasing deliverability to help businesses connect effectively with their audience.
Check out top 5 email warmup tools with their key features and the step by step guide to warmup your emails.
Detailed evaluation of email warmup services
Instantly
Instantly provides a comprehensive suite of tools designed to optimize sales engagement and lead management:
- Outreach for email campaigns with advanced features like dynamic variables, automated sequences, and smart scheduling to enhance deliverability and maximize response rates.
- The lead database grants access to an extensive B2B contact repository for sales.
- The CRM is powered by AI and facilitates efficient workflow management, lead tracking, and communication with prospects.
- Website visitors offers actionable insights by identifying and analyzing website traffic for personalized outreach.
- Verification ensures campaign accuracy by validating email lists and testing domain configurations for maximum deliverability.
Starter package includes:
- Unlimited email accounts & warmup
- 1,000 contacts/month
- 5,000 emails/month
Figure 1: Instantly email warmup results from our benchmark.
Snov.io
Snov.io manages the whole sales process from generating leads to closing deals:
Lead generation: The Email Finder locates and collects email addresses from various online sources, while the LinkedIn Prospect Finder extracts potential leads directly from LinkedIn profiles. The Email Verifier ensures the accuracy and validity of collected email addresses.
Close deals: The Cold Email feature automates personalized outreach campaigns. Multichannel Outreach integrates various communication channels, including LinkedIn Automation, to ensure consistent and coordinated interactions with leads. Additionally, the Gmail Email Tracker allows users to monitor email engagement and provides insights into recipient interactions.
Starter package includes:
- 1,000 credits for prospect search, email search and email verification
- 5,000 contacts
- 3 email accounts for warmup
Smartlead.ai
Smartlead offers an automation infrastructure designed to manage outbound communication and enhance campaign management. Users can automate the creation and management of campaigns, add multiple mailboxes, and drip-feed leads into active campaigns via the API.
The platform’s SmartSenders feature manages the process of setting up email accounts for cold outreach campaigns. Users can purchase pre-configured domains and mailboxes directly through the platform, with all technical configurations such as DNS, SPF, DKIM, and DMARC handled automatically.
Starter package includes:
- Unlimited email accounts & warmup
- 6,000 emails/month
- 2,000 active leads
Figure 2: Smartlead SmartSenders domain and mailbox management feature.
Warmy
Warmy’s Adeline leverages AI algorithms to improve email deliverability and optimize email sending practices. By analyzing the specific performance metrics of each mailbox, it creates customized warm-up strategies and adjusts email sending patterns. Here are the key features of Adeline AI:
Customized warm-up plans: Adeline AI assesses the sender’s email reputation and activity to create tailored plans for gradually increasing email volume.
Optimized sending schedules: Using historical data and real-time analytics, the system identifies the best times and frequencies to send emails.
Spam risk analysis: Adeline scans email content, subject lines, and sender reputation to flag elements likely to trigger spam filters. This helps users refine their emails to reduce the risk of being marked as spam.
Starter package includes:
- 100 warmup emails/day
- 1,000 emails/month
- 5 DNS records & inbox placement tests
Figure 3: Warmy email warmup performance dashboard.
Mailreach
Mailreach is a specialized email warmup service designed to support:
- B2B CEOs and marketers todrive growth for B2B businesses by connecting with potential customers, partners, investors, and future employees, and toimprove the performance of cold outreach campaigns.
- Lead generation agencies for lead acquisition by delivering email campaigns that can accelerate their growth.
- Recruitment agencies to achieve better inbox placement and ensure headhunters reach top talent quickly and optimize the hiring process.
Starter package includes:
- 20 spam test credits
- 100 emails/day
- Automated warmup with 1 mailbox
Figure 4: Mailreach email warmup dashboard.
What is email warm up?
Email warmup is the process of gradually building a positive email sender reputation for a new account or brand new domain by sending a small number of warmup emails and gradually increasing the volume over time.
This process ensures better email deliverability, helping emails land in the primary inbox rather than spam folders. By warming up your email, you can improve the chances of avoiding spam filters and achieving better inbox placement with major email service providers like Gmail, Outlook, and Yahoo.
Email warmup is particularly critical for businesses that rely on cold outreach, email marketing, or transactional emails to ensure high deliverability and engagement.
AIMultiple compared email deliverability results from various email service providers, one of which is an warm up tool. Here are some of the results we gathered:
- The sender reputation gradually decreased as we sent higher volumes of emails.
- More emails landed in spam folder in time.
- The inbox placement rates were also lower when we compared them to the first tests.
- We leveraged an email warmup service as the last test. Although we used the same email domain, inbox placement rates and sender reputation score gradually increased and spam rates were lower.
Based on these results, we can conclude that utilizing an email warmup service can significantly enhance your email marketing performance, even for heavily used email accounts.
Email warm up process
Below, we outlined the key steps that you can leverage on your own to warm up your email accounts:
Start small
When warming up an email, start with sending a small number of emails. Use trusted contacts, such as colleagues or yourself. This step ensures that the email account starts its journey with positive interactions therefore avoiding spam filters.
Engage the audience
To boost email sender reputation, ensure recipients open, reply to, or engage with your sent emails. Engagement, like marking emails as important, signals email service providers that the email domain is trustworthy. Human conversations in replies are particularly valuable in improving the reputation score.
Gradually increase the volume
Increase the number of emails sent each day or week gradually. For instance:
- Day 1: Send 5 emails.
- Day 7: Increase to 20 emails per day.
- Over weeks, scale to larger numbers without sudden spikes.
This process ensures the sender’s reputation grows steadily while preventing emails from being flagged by spam filters.
Use quality content
Avoid spammy content, misleading subject lines, or irrelevant messaging. Focus on sending valuable and engaging messages, as this improves email engagement.
Monitor metrics
Track key email metrics like:
- Open rates: High rates indicate good email warming progress.
- Spam complaints: A high rate suggests potential issues with content or recipients.
- Bounce rates: Regularly validate recipient lists to send only to valid email addresses.
By monitoring, you can quickly adjust your strategy to improve your deliverability score and ensure that emails continue reaching the primary inbox.
You can also leverage an email warmup service to automatically warm up your emails.
An email warmup tool is a specialized service designed to automate the email warmup process by helping build a positive sender reputation for your email address and domain.
These tools show natural email activity to signal to email service providers (ESPs) that your email account is legitimate for better inbox placement and avoid spam filters.
Warmup emails feature unique IDs in their subject lines which would make them easily identifiable from regular emails. These emails are AI-generated and designed to mimic natural human conversations.
Warmup should always remain active, even if you’re not currently using your sending accounts. Keeping warmup enabled helps improve your sender reputation over time. For new domains and email accounts, it is advised to warm them up for at least two to four weeks before initiating any cold outreach campaigns.
Here’s how email warmup tools work:
Simulated email interactions
The tool sends warmup emails to a network of real and active email addresses, often belonging to the tool’s user base. These emails are automatically opened, marked as important, replied to, or even forwarded to mimic human conversations.
These actions create a pattern of positive email engagement, which email service providers interpret as a sign of a trusted sender.
Gradual volume increase
The tool starts with a small number of emails and gradually increases the number of emails sent daily or weekly.
This gradually increasing pattern helps preventing deliverability issues caused by sending a large volume from a new account.
Email authentication verification
Many tools check that your email authentication protocols, such as SPF (Sender Policy Framework), DKIM (DomainKeys Identified Mail), and DMARC (Domain-based Message Authentication, Reporting, and Conformance), are correctly configured.
Proper authentication enhances your email domain’s credibility with ESPs, further boosting your email reputation.
Monitoring and feedback
Warmup tools track and display metrics like open rates, spam complaints, bounce rates, and reputation score. They provide insights to help you optimize your cold email campaigns and email outreach strategies.
Automated warmup
Email warmup tools automate the entire warmup process, removing the need for manual effort. Once set up, these tools handle sending, replying, and interacting with emails to simulate organic activity.
Customizable volume
Users have control over how many emails are sent daily during the warmup process. This feature ensures a gradual and natural increase in email volume while preventing sudden spikes that could trigger spam filters.
Network of real accounts
Warmup tools leverage a network of real and active email accounts to engage with your emails. These accounts open, reply to, and mark emails as important, thereby mimicking authentic interactions. This can builds trust with email service providers and improve sender reputation.
SMTP/IMAP integration
These tools integrate with email platforms like Gmail, Outlook, and Google Workspace through SMTP/IMAP protocols. This compatibility ensures that users can connect their accounts and start warming up emails without additional technical configurations.
