Why warm-up matters
| Without warm-up | With warm-up |
|---|---|
| Inbox providers flag high-volume sends from unknown domains | Gradual volume lets providers build a reputation profile |
| High bounce and spam rates trigger immediate blocks | Engagement metrics establish trust |
| Recovery from a bad reputation takes months | Positive reputation compounds over time |
The warm-up schedule
| Day | Daily volume | Notes |
|---|---|---|
| 1-3 | 25-50 | Send to your most engaged contacts only |
| 4-7 | 50-100 | Continue targeting high-engagement contacts |
| 8-14 | 100-250 | Expand to moderately engaged contacts |
| 15-21 | 250-500 | Begin including broader segments |
| 22-28 | 500-1,000 | Monitor bounce and complaint rates closely |
| 29-35 | 1,000-2,500 | If metrics are healthy, continue scaling |
| 36-42 | 2,500-5,000 | Approaching normal volume |
| 43+ | 5,000+ | Full volume with best practices |
Content tips during warm-up
- Write clear, recognizable subject lines with your brand name
- Use plain-text or simple HTML templates
- Include a clear unsubscribe link in every message
- Avoid spam-trigger words: “free”, “act now”, “limited time”
- Personalize content with the recipient’s name
- Keep your email-to-text ratio balanced
Monitoring metrics during warm-up
| Metric | Target | Action if below target |
|---|---|---|
| Open rate | 25%+ | Improve subject lines or send to more engaged contacts |
| Click rate | 3%+ | Improve content and CTAs |
| Bounce rate | Below 2% | Clean your list and verify addresses |
| Spam complaint rate | Below 0.05% | Ensure contacts are opted in |
HoopAI’s warm-up model
The HoopAI platform uses a fixed-stage warm-up for dedicated sending domains:- When you set up a new dedicated sending domain, the platform automatically limits daily sending volume
- Limits increase in stages as the platform monitors your deliverability metrics
- Track warm-up progress in Settings > Email Services > Dedicated Domain
- The platform notifies you if metrics fall below acceptable thresholds
Automatic warm-up limits apply to the dedicated sending domain only. For third-party SMTP providers (Mailgun, SendGrid), manage the warm-up manually.
Troubleshooting slow warm-up
Emails going to spam during warm-up
Emails going to spam during warm-up
Common in the first 1-2 weeks. Ensure SPF, DKIM, and DMARC are correctly configured. Send to engaged contacts only.
Low open rates despite engaged list
Low open rates despite engaged list
Check that your From name is recognizable. Some inbox providers initially place emails in the Promotions tab.
Warm-up progress stalled
Warm-up progress stalled
Check your bounce and complaint rates. High rates cause the warm-up to pause or reset. Clean your list before continuing.