Keep Email Domains Healthy For Outreach By Doing This

How we ramp sending per email account

When we start cold outreach from a warmed domain, we don't jump to high volume. We raise the number of new outgoing emails slowly for each account. This is always safer and leads to better long-term results.

Our ramp looks like this for each email account:

1. Week 1 of cold sending: start with 5 new contacts per day per account.
2. Week 2: increase to 10 new contacts per day per account.
3. Week 3: increase to 15 new contacts per day per account.
4. Continue raising the count week by week until you hit your chosen maximum for each account.

We personally usually stop raising at about 60 new emails per day per account. Some people push 80, but we avoid going near Gmail Workspace limits. Technically, Workspace allows up to 2,000 emails per day. We do not recommend getting anywhere close to that number.

Why we keep per-account volume low

There are two big reasons:

• Follow-ups are part of the count. If a contact goes into a sequence, they will get the follow-up emails too. Those add to the total number of emails an account sends each day.
• Warming emails also count. The warm-up tool sends emails on behalf of the account and adds to the daily traffic. You must count those when planning your total sending volume.

For example, our email sequence is one email every other day across 10 days. That is five total emails per contact. If an account sends 50 new contacts today, two days later it will likely send follow-up emails to those 50 contacts. Now the account is sending close to 100 messages in a short span when you count both new messages and follow-ups. That can look aggressive to mail providers.

How we spread sending across accounts and campaigns

We often add multiple email accounts to a single campaign. That spreads the outgoing volume. It keeps each account's daily count low while letting the campaign reach more people each day.

Example: one campaign sends 75 new contacts per day across 5 email accounts. That math is easy:

• 75 new contacts ÷ 5 accounts = 15 new contacts per account per day.

This keeps each account safe. It also makes it easier to track account health and pause one account if it shows problems.

Keep an eye on health scores

We monitor health scores for each account closely. A high health score means the domain and account are trusted by the mailbox providers. A drop is a warning sign.

Our rules for health scores:

• If an account drops to 97% health, we watch it.
• If it drops below 98% (for us that is usually the trigger), we pause cold sending from that account.
• When paused, we move the account to warm-up only for several weeks until the health score recovers.
• We only add the account back to cold campaigns when the health score is back to our target range.

We have not burned a domain in over a year with this approach. The lowest health score we hit was 96% once, and we recovered it by pausing cold sends and letting it warm back up. Little pauses like this are part of the plan. They keep the domains usable for far longer.

Practical warm-up and sending checklist

Follow these steps when you buy a new domain and plan to do cold outreach:

1. Set up the domain, DNS, and Workspace account (if using Google).
2. Connect the account to a warm-up tool like Instantly. Start a warm-up sequence right away.
3. Wait at least 3 weeks of steady warm-up before starting cold email campaigns. If you must be faster, test with 1–2 cold emails per day after 2 weeks.
4. When you begin cold outreach, use this ramp per account: 5 → 10 → 15 → … up to your max.
5. Keep the per-account max conservative. We aim for 60 per day per account or lower. Include warming and follow-ups in that number.
6. Spread campaign volume across multiple accounts so each account stays under the max.
7. Track health scores daily. If any account drops below our safe threshold, pause it from cold sending and leave it in warm-up only until it recovers.

How to calculate your real sending volume

Do not just look at the “new contacts per day” number. You must add follow-ups and warm-up traffic to get the real daily total per account.

Here is how we do it:

1. Find the number of new contacts you plan to send per account per day.
2. Add the average number of follow-up messages that will be sent on the same day from that account. This depends on your sequence timing.
3. Add the warm-up tool traffic per account per day. The warm-up tool usually sends and receives a set amount.

Make sure the total stays well below the provider limits and under your chosen safe max (we use 60–80 as a guide).

Common mistakes to avoid

• Starting cold outreach too early. Do not do that. Wait the weeks needed for warm-up.
• Ignoring follow-ups. People forget that a sequence multiplies your daily traffic.
• Pushing one account too hard. Spread the work across many accounts instead.
• Not monitoring health. If you ignore health drops, domains burn quickly.
• Thinking Workspace limits are safe to use. Just because you could send 2,000 emails a day does not mean you should.

A sample campaign setup

Here is an example setup that we use often. It gives you the math and shows why we spread volume across accounts.

• Campaign target: 300 new contacts per day.
• Number of email accounts: 6.
• New contacts per account per day: 300 ÷ 6 = 50 new contacts per account.
• Sequence length: 5 emails per contact, one email every other day across 10 days.
• Estimated follow-ups and warm-up traffic per account: 30–40 messages per day.
• Real daily total per account: 50 new + 30 follow-ups = 80 messages per day.

In this setup we are at the upper end of what we find safe. If we see any signs of trouble, we lower new contacts per account or add more accounts to spread the load.

What to do when an account dips in health

If you see a dip, follow this plan:

1. Stop cold sending from that account immediately.
2. Remove it from all cold campaigns.
3. Leave it in warm-up only for 2–4 weeks or until the health score rises back to your target (often 98% or higher).
4. When the score is good again, add the account back to campaigns and resume the normal ramp.

When we do this, accounts almost always recover. That is far better than pushing through and burning the domain.

Final notes and reminders

Keep things simple. Warm up new domains. Start small. Ramp slowly. Spread volume across accounts. Monitor health closely. Pause and recover accounts when needed. These steps keep costs lower and save time in the long run.

We prefer to have more domains and more accounts. Each one works at a lower volume. This approach gives us long term stability. It lets us run many campaigns at once without risking a burnout.

FAQ

How long should we wait to send cold emails from a brand new domain?

We recommend at least 3 weeks of warm-up with a warm-up system like Instantly. If you must start faster, run 1–2 cold emails per day after 2 weeks only as a small test.

How many emails per day can we send per account?

Do not send too many. We keep a per-account max around 60 new messages per day. Including warm-up and follow-ups, we try to keep total messages per account under 100. Stay far below Workspace limits like 2,000 per day.

How should we ramp up sending?

Start with 5 new contacts per account per day. Move to 10 the next week, then 15, and so on until you reach your chosen max for that account.

What if an account's health score drops?

Pause cold sending from that account. Leave it in warm-up only. Wait a few weeks until the score recovers, then add it back. Do not ignore a drop.

Can we use many accounts in one campaign?

Yes. That is exactly what we do. Add multiple accounts to a campaign and spread new contacts across them. This keeps each account's volume low and safe.

What sequence timing do we use?

We use one email every other day across 10 days. That is five emails total per contact. This sequence means follow-ups add up and must be counted in your daily totals.

What warm-up tool should we use?

We use Instantly. Other warm-up services work as well. The key is to use a system that sends realistic, steady traffic so mailbox providers see normal behavior.

Conclusion

We keep our domains healthy by warming them and by keeping sending volume low per account. We wait at least three weeks before heavy cold outreach. We use a steady ramp so mailbox providers see normal traffic growth. We spread volume across many accounts and pause any account that drops in health. Follow these steps and you will avoid burning domains. You will save time and keep your outreach running smoothly.