How To Send Cold Emails Without Blocking Your Email Account

send cold emails without getting your account blocked

It’s 2019 and still email remains the primary channel of communication for business. The data of Radicati shows that 128.8 billion business emails are sent and received each day which is growing by 3% YoY. No business professional wants to miss the opportunity to connect with its potential audience just by not emailing them. So if your business needs to reach out to wider potential audience, the best way to do is send cold emails.

Yes, you read that correctly!

Even after decades of technological advancements, cold email isn’t dead. 

Sales Persons, Marketers, and many other business professionals still believe cold email is the best way to outreach a prospect to solve their business needs. But now the question arises. Is sending a cold email that easy now as it used to be before?

According to a report of Statista, 56% of the email sent in March 2019 was accounted as SPAM. This happens due to the improper practices maintained by the sender while sending a cold email. All Email Service provider wishes its users to maintain at least the basic sending practices to get the best deliverability rate right in the inbox.

In this blog, we will be having a brief discussion about all the cold email mistakes that block your email account and also the best way to send cold emails without getting your account blocked.

Why Email Account Gets Blocked By Sending Cold Emails?

send-cold-email-without-getting-account-blocked

It’s a myth when it is said that email accounts get blocked on sending cold emails. Email account never gets blocked when they send cold emails. The reason behind getting your account blocked is when your emails move to the SPAM folder of the recipient frequently.

Email Service providers believe that the emails moving to SPAM is the practice of spreading inappropriate emails and blocks the email accounts permanently. So, in this blog, we are listing the reasons why your emails go to the SPAM box.

1. New Email Account without Warmup

If you are using a new email account and start sending cold emails then most probably your account will get blocked temporarily or permanently. In Gsuite, they claim to provide you 2000 daily email sending limits but at the beginning, it is limited to a maximum of 200. Once you start sending cold emails with a huge number of recipients, they take your account into notice and end up blocking your account.

2. SPF, DKIM and DMARC Records are not Updated

SPF (Sender Policy Framework), DKIM (Domain Key Identified Mail) and DMARC (Domain-based Message Authentication, Reporting & Conformance) are the set of records that are used by various Email Service Providers to verify the authenticity of the sender and his emails. If you send mass emails without setting up these records then they are most prior to being blacklisted by many email service providers followed by serious harm to your account.

3. Sending Emails With Multiple Recipients in CC or BCC

Sending cold emails by keeping many recipients in the CC and BCC field is considered as biggest cold email mistakes. When you keep a long list of recipients in the CC and BCC, the receiver consider that to be a bulk email or promotional email and it is more likely that he or she will mark your email as spam. These activities, in the long run, will disable your account permanently.

4. Multiple Recipients Marking Your Email as SPAM

As described earlier, email accounts do not get blocked if we send cold emails. The account only gets blocked if your emails go to the recipient’s spam box frequently. If you send a cold email to any recipient without their consent and the user finds it inappropriate for him, then he marks the emails as SPAM. If this happens with multiple recipients then there’s a maximum chance of getting your account blocked.

5. A High Bounce Rate of Unverified Email List

Email bounce is a serious issue, thus it is one of the most common reasons of getting your email account blocked if you are doing cold emailing. It usually happens due to improper or expired the recipient’s address. 

Email bounce is of two types, Soft and Hard. Soft Bounce happens if the recipient’s mailbox is full or if there is any technical glitch in the recipient’s side and Hard Bounce occurs if the email address is not found or domain name doesn’t exist. Multiple Soft Bounce also leads to Hard Bounces. However, both types of Bounces affect deliverability. 

Sender’s Deliverability score goes on decreasing with an increase in bounce rate (both hard and soft bounce) of your emails which ultimately ends up with deactivation of your email account.

6. Frequently Exceeding The Daily Email Quota

Email Service Providers gives you a certain email sending limit. But trying to exceed the limit frequently brings your email account under the observation. 

For e.g.; G Suite provides you a daily sending limit of 2000 emails. But if you try to send more than that on a regular basis, then G Suite will block your account. It is not just Google G suite, this happens with other email service providers like Outlook, Yahoo, Microsoft exchange so on and so forth.

So if you try to trick your ESP by sending emails above your daily quote using any third party email marketing tool, slowly but surely your email account is bound to get blocked.

7. Not Including an Unsubscribe Link

This is the most common cold email mistake. Generally, when a recipient does not want to receive an email from a particular sender, they look for an unsubscribe button within your email. That is the easier method to opt-out from your email list. 

However, if you failed to include an unsubscribe link, they are more likely to report and spam your email so that your next email goes directly into the Spam folder. This is not a good sign for anybody. As the number of spam rate grows, the chances of your account getting blocked increases.

8. Using SPAM Triggering Words in Your Email Content

With the technology advancement machine learning and artificial intelligence are been integrated by email service providers to understand the email sender and receiver behavior as well as the intent of the communication. 

So every email sent, go through this process. Thus they can easily spot any word in your email which might be having promotional, spamming or phishing activity. If your email contains multiple SPAM triggering words like DEAL, OFFER, FREE, then the Email Service provider automatically marks the email as SPAM.

9. Not Choosing The Right Email Service Provider

Email Service providers have their own terms and conditions. Which may not suit you. The email sending limits also vary from one service provider to another. So if you don’t get the right email service provider for your work, then you might get blocked upon any activity.

The Best Way to Send Cold Emails Without Getting Blocked

send cold emails without getting account blocked

After checking so many cold email mistakes that pull our emails towards the SPAM box and blocking your account, a question comes to mind.

Is it possible to send a cold email without getting the email account blocked?

The answer is Yes. If we send a cold email by following the best practices, then our emails will not only reach the recipient’s inbox but also provide high open rates. To know about the best practices about sending a cold email, it is essential to know how our email reaches the SPAM folder. It happens in 2 cases:

  • When recipients mark our email as SPAM

The recipients mark the email as spam if they find it to be inappropriate for them and they don’t want to see it coming again.

  • When Email Service Providers filters mark them as SPAM

When many receivers mark an email as spam, the email service providers take the email and domain under their supervision and mark them as SPAM.

Having said that let us check the best practices and effective methods to send cold emails without getting your account blocked.

1. Warming up your Email Account

First thing First- Warm your email. 

Warming your email account should be a continuous process. Eventually, one can increase the volume of emails day by day and can reach up to 1000-1500 emails per day. Upon reaching this state, one can start sending cold emails and can remain assured of getting it in the recipient’s primary inbox.

Warming up techniques can be followed by sending emails to colleagues, friends, relatives from where you can get a confirm reply. The idea is to create a communication that increases your account’s deliverability rate and daily email sending limits.

2. Setting up SPF, DKIM, and DMARC

SPF, DKIM and DMARC records are updated in case you are having any business email account and you have authority to your DNS Manager. This is not valid for any non-business email accounts.

Many Email Service providers go through the SPF records to verify if the sender is validated or not. You just need to add your TXT record that lists the services of emails in your DNS Manager. This will help your emails with successfully passing through the Spam filter into the recipient’s inbox.

DKIM uses an encrypted signature to verify that the email sender is the one whom they say they are and gives a key to the sender’s recipient to check back with the sender DNS record. If we have a DKIM set up with our DNS, the recipient DNS receives a green signal to approve the email. This signature can be generated from your Email Service Provider.

Check How to setup SPF and DKIM records.

DMARC is a set of records that uses SPF and DKIM to authenticate the emails and provide an assurance that no fraudulent activities are associated with it. Sometimes the Internet Service providers restrict some of the IP address or domain servers. Setting up a DMARC record helps the sender by sending feedback to the Internet Service provider that they are DMARC adopted, which improves email deliverability.

3. Adding Recipients In An Email Campaign

Sending cold emails to an individual is a very tedious task and adding all the email accounts in CC and BCC fields will make the email go to SPAM. So, it is recommended to use an email automation tool that allows you to import the list of emails. 

Using tool like SalesHandy to Create a campaign, compose a personalized email and schedule it. Each email will be sent one by one to your recipients. 

Isn’t this look clean? Yes, OfCourse!

4. Lower The Bounce Rate, Higher is The Efficiency

As an increase in bounce rate is a major reason for emails getting to SPAM, it is a must-have process in sending cold emails to validate your recipient’s email addresses. Email Verifying tools are basically used to segregate the email accounts into valid and invalid ones. They make your recipient’s list healthy and email campaigns safe.

It is also suggested to use the emails that you have collected from your subscription lists, email contacts or from your connections. Avoid purchasing bulk email list as most of them are deactivated or invalid.

5. Maintain Proper Text To HTML Ratio

It is over a decade to this debatable topic, which email is better, Plain text or HTML emails. According to a study by Hubspot, HTML emails have a 25% lower open rate than Plain text emails.

But sending a pure plain text email as a cold email may not attract the recipients to serve our goals. So it is suggested to keep a ratio of 60:40 with plain-text and HTML formats respectively in your emails.

6. Decrease The Number Of Links

Try to reduce the use of adding tracking links in your regular links. These tracking links are usually blacklisted by many email service providers which might prevent your email from reaching the recipient’s inbox. It is also suggested not to use naked links or links with spammy anchor tags. Shortening the URL is also a cold email mistakes that you should avoid. 

Using a custom domain is one of the best practices to make your emails reach the recipient’s inbox. The tools like SalesHandy provide the feature of adding a custom domain with your links and attachments which provides an assurance for the email service providers and improves the deliverability.

7. Maintain Regular Email Sending Limit

Even after warming up your email account, it is never suggested to exhaust your daily quota provided by your email service provider. This creates a negative impression on your email account and is believed as a practice of spamming. 

A sender should always know about his email sending limits and accordingly plan to send cold emails. For e.g.; a G Suite user should never try to send more than 2000 emails per day and the Normal Gmail user should limit his sending limits to 200-300 emails per day.

Pro Tip: The best way to send cold emails is start small.

8. Avoid SPAM Triggering Words

Email written to any receiver should be very clear and accomplishing. Using too many Spammy words is a huge cold email mistakes. You should never use any SPAM triggering word until and unless it is very necessary. The subject line in your email should never contain a SPAM triggering word in it.

Before sending any email campaigns, it is suggested to check the spam score of your email content. You can use Mail Tester to check your spam score by sending simple test email.

9. Add an Unsubscribe Link

unsubscribe

When you send a cold email, you are always uncertain about the recipient’s persona. So the best way to send cold emails is always make sure to include an unsubscribe link in your emails. Incase your recipient is not interested in your email, then he can easily unsubscribe from your future followup emails.

The best place to provide an unsubscribe link is at the bottom of your email.

10. Select Right Email Service Provider

Many people have a belief that all email service providers are the same. But while the story comes to send cold emails or mass emails, there’s a lot to think about. We need to select the right email service provider for the right purpose.

When it comes to sending cold emails, it is never advised to select Gmail. The Gmail/G Suite account contains an IP address that is shared with many other Gmail/G Suite accounts. So it’s more likely to get blacklisted at any time. For sending cold emails, it is always suggested to go for a Microsoft account or any SMTP relay providers (e.g., Sendgrid or Pepipost).

It is also suggested to check the email sending limits you require before opting for any email service provider. If you are planning to send a high volume cold email, then that cannot be achieved by G Suite or Gmail. You need to plan for your email service provider before your account gets blocked.

How SalesHandy Helps In Sending Cold Emails Correctly

saleshandy send cold email without getting your account blocked

SalesHandy is an email productivity tool that is used to send cold emails and make sure it moves directly to the right inbox. It has various features that enables you in improving the delivery rate, maintaining the sender reputation score high and stay away from getting blacklisted.

1. Warming Up Your Account

SalesHandy allows its users to send emails to small to large group of people in order to warm-up their accounts. The emails go directly from the users’ own email account and help in improving the deliverability score of the respective email account. You can set an automated follow-up order to create healthy communication.

2. Verifying Your Recipient’s List

The first thing that comes to mind while sending cold emails is to verify the recipient’s email address. With the SalesHandy email campaign feature, you can add all your lists together and verify the email list. Valid and invalid emails will be segregated. This makes your recipient’s list clean, and none of your emails will get failed or bounced.

3. Personalization with Merge Tags

According to a report by Experian, Personalized emails have 29% higher unique open rates and 41% higher unique click rates than non-personalized emails. So the best way to send cold emails is keep it personalized as much as possible. 

Having said that while writing your email, SalesHandy allows you to add merge tags for personalizing the email to a particular receiver. 

merge tags send cold emails

For e.g., If the user writes a personalised email to Dan with Hello {{First Name}}, the email will drop in Dan’s mailbox as Hello Dan in email body as well as subject line as shown in the image above, which makes every email unique and away from the SPAM index.

Your first personalized 200 cold emails are on us!

4. Adding Custom Domain

SalesHandy allows you to set up your own custom domain which makes your links and documents unique. This helps in avoiding the SPAM filters, staying out of many blacklisted domains and prevent your email account from getting blocked. Apart from that, the custom domain is visually more authentic and it holds your own domain link. The chances of your recipient clicking the links become high.

5. Pause and Resume your Email Campaigns

Sending a cold email campaign is very easy with SalesHandy. Just follow the guidelines, and your emails will start shooting at your recipient’s mailboxes. It also provides a feature to pause and resume your campaign in case you need to do any changes to it. 

A unique feature of SalesHandy also allows you to set the email quota for the day, and it will automatically pause your campaign before you get in the notice of your email service provider.

6. Add Interval Between Two Consecutive Emails

Email Service Provider’s algorithms believe that humans cannot send multiple emails together. Ideally, it takes at least 2-3 minutes to draft an email and send it to the recipient. So when all the cold emails are sent together, it’s more likely to get blocked by the Email Service providers.

So to overcome this problem, SalesHandy allows its users to set interval time between two emails. By default, it is adjusted at 60-90 seconds which is the most optimized email sending interval among all the email sending providers.

So when you send a campaign, every email will have different timestamps which make the email sent by a human only.

Apart from that, it has features like email scheduling, email tracking, document tracking, template management which improves email productivity and helps in sending cold emails more easily.

Conclusion

Sending cold emails is an essential part of every business looking to acquire more revenue and scale faster. But the increase in spam filters and technical updations have made the work quite challenging. However, the limitations can be overtaken by following the best way to send cold emails listed above. You should never take a chance, a simple mistake can get your account blocked permanently. 

For having a more natural and automated cold emailing process, it is recommended to use good cold email tool like SalesHandy. It is a powerpack tool with everything you need for sending cold emails. It not only helps you in sending cold emails,  but also enables you to create email sequence, auto follow up to 10 emails and all above that it improves the deliverability rate of your email. 

If you want to SCALE SMARTER, SAFER and FASTER.

What are you waiting for?