Marketers' Space: The importance of warming up your sender domain

Marketers' Space: The importance of warming up your sender domain

Hello Marketers,
Welcome back to yet another post! Today, we'll talk about why warming up your sender domain matters. Imagine you've recently started a business and want to share the news with your customers. You've designed a great email campaign using Zoho Campaigns. Naturally, you're excited and want to send it to all your contacts in one go; but if you skip the domain warm-up step, there's a good chance your emails will end up in spam instead of your contacts' inboxes.

What is a domain?

A domain is the unique address that marks a person's or business's identity on the internet. It's used for creating websites and sending emails, and helps recipients and service providers recognize who the message or website belongs to and whether it's coming from a trusted source.
If your email address is adam@zylkermotor.com, then zylkermotor.com is your domain.

What is domain warming?

Domain warming is a way of introducing your new domain to email service providers (ESPs) like Gmail, Yahoo, Outlook, and Zoho Mail. Instead of sending an email campaign to all your contacts at once, you start with small batches and send them to the people who are most likely to open and interact with your emails. This step is important because ESPs want to make sure you're a genuine sender. When they see you sending emails slowly and consistently—and your recipients are opening them—they start trusting your domain. But if you suddenly send thousands of emails from a brand new domain, it may look suspicious to them, like spam activity. Since they don't have any record of your past sending behavior, they may block your emails or push them to the spam folder. Warming your domain helps avoid that by showing ESPs that you're a real business sending valuable messages to people who want to hear from you.

This isn't so different from other aspects of our day-to-day lives. For example, if we decide to start weight training, we don't walk into the gym and immediately try to lift the heaviest weight possible; we know that in doing so, we'll not only fail but also likely cause ourselves serious injuries. What we can do is start with lighter weights and fewer repetitions and allow our muscles and joints (in this case, our domains and IP reputations) to adapt to the stress gradually. This process of progressive overload is necessary to build the strength and capacity to handle heavier loads later. In the same way, sudden, massive email volumes are like lifting the "heaviest weight" at the gym; it stresses the receiving systems. A slow, controlled increase in volume helps you safely build your sending capacity without "injuring" your reputation.

Why domain warming matters

As ESPs identify new and unknown domains as suspicious, sending large volume of emails suddenly without a sending history can lead to the following consequences:
  1. Low deliverability: Your emails will consistently land in spam folders, rendering all of your campaign efforts useless.
  2. Higher bounce rates: Since your sender reputation hasn't been established yet, mailbox providers may reject your emails, which may cause excessive hard or soft bounces and signal poor sending hygiene.
  3. Reputation damage: Once your domain/IP is flagged as a potential spammer, it's very difficult and time-consuming to repair that bad reputation.
  4. Blacklisting: In severe cases, your sending domain could be placed on an industry-wide blacklist, halting your email efforts entirely.
  5. Lower engagement: When emails don't reach inboxes, few people see or interact with them, which means fewer opens, clicks, conversions, and lower overall campaign performance.

How to warm up your sender domain using Zoho Campaigns: A use case

Morris has recently expanded his store, Zylker Designs, into an online presence and set up a domain called zylkerdesigns.com. Excited about the launch, Morris wants to draft a welcome email campaign and send it to 20,000 subscribers in one go. He approaches Eva from the Zoho Campaigns Support team with his requirement, who warns him that sending a large volume of emails from a new domain can trigger ESPs to mark the emails as spam—which is not an ideal start for Morris' new business. She recommends that Morris warm up his domain using Zoho Campaigns before sending his email in bulk.
Importance of domain warming
Here's how he can achieve it:
  1. Step 1: Morris has to authenticate his sender domain under Settings → Domain Authentication using SPF, DKIM, and DMARC to prove legitimacy and security.
  2. Step 2: Instead of targeting all 20,000 contacts at once, Morris can group his contacts into different segments, categorizing them based on most engaged and active subscribers (those who frequently open and click emails), moderately engaged, and so on.
  3. Step 3: He can then send his campaigns to small batches of these contacts, and then gradually increase the number of recipients. He can try sending the campaigns based on recipients' time zones or optimal open times to increase his chances that recipients will notice and open his emails.
  4. Step 4: For the next two to four weeks, Morris must slowly increase his daily sending volume after closely monitoring his open rates, bounce rates, and spam complaints under Campaign Reports.
  5. Step 5: When the engagement metrics start looking healthy and consistent, Morris can scale up and send emails to his entire audience, because by now ESPs will have recognized his domain as a trusted sender with a healthy reputation and good inbox reach.
By following this approach, Morris can ensure better deliverability, brand credibility, and email performance, laying a strong foundation for all his future email campaigns.

Wrapping it up

Warming up your sender domain isn't merely considered a best practice; it's a primary step that determines whether your emails reach your recipients' inboxes or not. By gradually building trust with ESPs, authenticating your domain, and sending first to contacts who engage with your emails, you can make sure to avoid deliverability problems right from the start. So before hitting "send" on your next bulk campaign, keep in mind that a warm domain earns a strong reputation, and a strong reputation earns better inbox placement, higher engagement, and healthier results.

Regards,
Aiswarya Jayaprakash
User Education
Zoho Campaigns




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