> ## Documentation Index
> Fetch the complete documentation index at: https://help.hoopai.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Email domain warm-up guide

> Warm up a new sending domain to build sender reputation, avoid spam filters, and establish strong deliverability.

When you start sending email from a new domain or IP address, inbox providers have no history to judge your reputation. Sending large volume immediately signals spam behavior. Warming up means gradually increasing volume over several weeks so providers can build a positive reputation for your domain.

***

## 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             |

<Warning>
  Do not skip warm-up stages. If your bounce rate exceeds 3% or spam complaint rate exceeds 0.05% at any stage, pause and clean your list before continuing.
</Warning>

***

## 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                           |

Use [Google Postmaster Tools](/marketing/google-postmaster) and Microsoft SNDS to monitor reputation during warm-up.

***

## HoopAI's warm-up model

The HoopAI platform uses a fixed-stage warm-up for dedicated sending domains:

1. When you set up a new dedicated sending domain, the platform automatically limits daily sending volume
2. Limits increase in stages as the platform monitors your deliverability metrics
3. Track warm-up progress in **Settings > Email Services > Dedicated Domain**
4. The platform notifies you if metrics fall below acceptable thresholds

<Note>
  Automatic warm-up limits apply to the dedicated sending domain only. For third-party SMTP providers (Mailgun, SendGrid), manage the warm-up manually.
</Note>

***

## Troubleshooting slow warm-up

<AccordionGroup>
  <Accordion title="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.
  </Accordion>

  <Accordion title="Low open rates despite engaged list">
    Check that your From name is recognizable. Some inbox providers initially place emails in the Promotions tab.
  </Accordion>

  <Accordion title="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.
  </Accordion>
</AccordionGroup>