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Sending Email from a Newly Registered Domain
Have you just registered a new domain and want to use it to send emails? You have an important step to take: domain warm-up. Without this process, there is a good chance that your domain will be perceived as suspicious by email service providers (e.g. Gmail, Outlook, Yahoo) because it does not yet have an established reputation. As a result, your sent messages may be marked as spam or even rejected.
As an email service provider, we consistently ensure high deliverability of your emails. Our IP addresses are monitored at all times, which allows us to take timely action and, in cooperation with organisations that regulate so-called blacklists, to ensure that any restrictions are removed quickly. With advanced solutions, we continuously monitor potential signs of spam and take appropriate protective measures. However, there are factors beyond our control that can affect the successful delivery of messages. These include the reputation of your domain (including whether the domain is already “warmed up”), the content of your emails and the way recipients respond to your emails.
Learn the important steps to take to prepare a freshly registered domain for successful emailing:
- Start with a “clean” domain
- Consider the age of the domain
- Check DNS record settings
- Use a recognisable sender name
- Do not write content that could be flagged as spam
- Send messages gradually and thoughtfully
- Encourage responsiveness from recipients
1. Start with a “clean” domain
If your domain is not registered for the first time, but has been used in the past, first check whether it might be on one of the blocked domain lists (e.g. Spamhaus, SpamCop, SORBS). Use the free tools MXToolbox or MultiRBL to check.
Have you found that your domain is listed on one of them? Don’t worry, we at NEOSERV will contact the responsible organisations and make sure your domain is removed from the lists.
2. Consider the age of the domain
If a domain is less than 30 days old, it may automatically be flagged as suspicious, so there is a high chance that emails sent from it will be rejected or redirected to your spam folder.
This is because newly registered domains are usually not trusted by email service providers, whose filters also assess the age of the domain. Therefore, if you have a fresh domain, we recommend that you build up its reputation gradually and thoughtfully, at least during the first month.
3. Check the DNS record settings
In order to send authentic emails, the following DNS records must be set up correctly:
- SPF: determines which servers are allowed to send email on behalf of your domain.
- DKIM: allows the recipient to verify the authenticity and integrity of the message.
- DMARC: an additional protection that reconciles SPF and DKIM checks and specifies how recipients should handle unauthenticated messages.
For more information on how to set up DNS records correctly, see Why and how to set up SPF, DKIM and DMARC?
4. Use a recognizable sender name
Instead of generic email addresses such as info or noreply, we recommend using the company name or the sender’s full name. Include a signature with contact details as this increases the credibility of your emails.
If you are using the Webmail web interface, check the instructions on How to add a signature to a webmail email (Webmail).
5. Don’t write content that could be flagged as spam
To ensure that the emails you send pass spam filters, please follow these guidelines:
- Do not send empty or very short messages.
- Do not include suspicious links or attachments.
- Do not use excessive capitalization, punctuation (!!!) or unusual spacing.
- Do not use words such as
test,testing,hello,hey, etc. - Also avoid terms typical of spam (e.g.
free,earn,investment,loan).
The content of emails should consist of several sentences. You are advised to prepare at least five meaningful sentences. Also, make sure that the content is always different, otherwise the email service providers may consider your messages as a mass mailing.
6. Send your messages gradually and thoughtfully
Although the long-term goal is to increase the volume of emails sent, do not use a newly registered domain for mass messaging in the initial phase. To effectively start the domain warm-up process, first send messages to the addresses of the different email service providers (e.g. Gmail, Hotmail, Outlook, Yahoo, AOL). You can send them to friends and ask them to reply, or you can send them to your own addresses and reply yourself.
Send a small amount of messages in the first few weeks and then gradually increase the volume. For example:
- Week 1: 10 messages
- Week 2: 30 messages
- Week 3: 60 messages
- Week 4: 100 messages
- Week 5: 180 messages
- Week 6: 300 messages
Due to our zero-tolerance policy towards spam, NEOSERV has limits on the number of messages sent per hour, which are set out in our Terms of Use. Please note that our services are not intended for bulk emailing. If you want to send out mass emails, please read our article.
7. Encourage responsiveness from recipients
Email service providers monitor how recipients handle the emails they receive.
If recipients …
- open the message,
- click on the link,
- reply to the message,
- mark the message as important or as “not spam”,
… your domain’s reputation improves.
We therefore advise you to reply to the messages you receive after you have finished sending them, as this is how email providers recognise your messages as legitimate. This is especially important with Gmail, which uses engagement (e.g. replies to emails) as an indicator of domain reputation.
If your messages have been marked as spam, they should be marked as not spam and moved to the Inbox. Therefore, at least in the initial phase, it may be useful to include a request to the recipient in the message, for example:
“If this message was not delivered correctly to your Inbox, please mark it as trustworthy so that you can receive our emails without any problems in the future.”
Good preparation for high deliverability
Warming up a new domain is not just a recommendation, but a necessary step to establish a good email reputation and high deliverability. With the right technical preparation, a thoughtful and step-by-step approach, and adherence to best practices in content preparation, you will increase the likelihood that your messages will reach the recipients – their inbox, not their spam folder.
Is there anything else you would like to know about sending emails from a freshly registered domain? Contact us at info@neoserv.si or call us on 059 335 000. We will be happy to advise you and help you to get your emails to a high deliverability rate as quickly as possible.
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