How Can I Warm Up My Emails Organically in Pitchbox?

What Does “Warming Up” an Email Account Mean?

Email warming is the process of gradually increasing the number of emails sent from a new or inactive email account over time, while following best practices such as maintaining list quality and encouraging positive engagement, in order to build a strong sender reputation.


A strong sender reputation signals to email providers that your emails are legitimate and trustworthy, which improves deliverability and increases the likelihood that messages will land in the inbox rather than spam or other filtered folders.


Without a proper warm-up process, new or inactive email accounts are at higher risk of deliverability challenges, including lower inbox placement and increased spam filtering.


Understanding Email Sender Reputation

Email sender reputation is a trust score (or set of signals) used by email providers such as Gmail and Outlook to evaluate the legitimacy of a sender. It plays a key role in determining whether emails are delivered to the inbox, spam folder, or filtered entirely.


Factors That Improve Reputation

  • ✅ Low Bounce Rate – Sending to clean, valid email lists
  • ✅ High Engagement – Strong clicks, replies, and meaningful interactions
  • ✅ Authentication – Proper SPF, DKIM, and DMARC configuration
  • ✅ Consistent Sending – Gradual, steady sending patterns without sudden spikes
  • ✅ Low Spam Complaints – Recipients do not mark emails as spam
  • ✅ Relevant Content – Personalized, targeted, and valuable messaging

Factors That Can Lower Reputation

  • ❌ High Bounce Rate – Sending to outdated or invalid email addresses
  • ❌ Spam Complaints – High rates of users marking emails as spam
  • ❌ Missing or Misconfigured Authentication – SPF/DKIM/DMARC issues
  • ❌ Inconsistent Sending Patterns – Sudden spikes or irregular volume
  • ❌ Low-Value Content – Generic, repetitive, or irrelevant emails

Do You Need to Warm Up Your Email?

You should consider warming up your email account if:

  • You’re using a new or inactive sending domain or mailbox
  • You’re sending from a domain with little or no established history
  • You experience deliverability issues (low inbox placement, high spam rates)
  • Your engagement is consistently low despite relevant targeting


How to Warm Up an Email in Pitchbox - Quick Checklist ✅

To enhance your email’s reputation,  you can run a warm-up (or praise/engagement) campaign. This involves sending small volumes of highly personalized, non-promotional emails to real people to generate genuine replies and engagement.  These emails typically achieve higher response rates because they are short, relevant, and not sales-focused.


How to Get Started:

  1. Connect Your Email & Set Sending Limits
  2. Set Up Authentication
    • Check your email health using your MX report
    • Ensure SPF, DKIM, and DMARC are correctly configured
    • Aim for a high health score (ideally A/A+)
  3. Build a Website List
    • Create a Blogger Outreach campaign using broad keywords (Blogger Outreach Tips)
    • Skip strict quality filters - focus on gathering a wide range of contacts
  4. Select Your Email Accounts
  5. Schedule Your Outreach
    • Set your campaign to send Monday–Friday (optimal sending days)
  6. Create Your Email Template
    • Write a simple, positive feedback (non-promotional) email
    • Personalize with name, website, and specific page or post -  personalization fields
    • Or you can create your own for even more tailored messaging using our AI-powered personalization.
    • Use conditional logic (spintax) to vary messaging and avoid repetition (optional)
    • Example template below (Copy/Paste):

Subject: Loved your post on {{MRG_RECENT_BLOG_POST}}


Hello {{CNT_FIRST_NAME|default:"there"}},

I’m {{OUTREACH_EMAIL_ACCOUNT_FROM_NAME}}. I was doing a bit of research and stumbled across your site, {{MRG_BLOG_NAME}}. I ended up reading your post, "{{MRG_RECENT_BLOG_POST}}", and had to reach out to share my appreciation.

{{spin "It’s obvious a lot of care went into making the user experience smooth and enjoyable, I’ve already picked up so much.", "You can really tell how much thought went into creating such an easy and enjoyable experience. I’ve learned a ton already!", "The attention to detail in making the user experience seamless is impressive, I’ve already gained a lot from it." /spin}}

{{spin "Just thought I’d reach out to say thanks, really enjoyed your work!", "I really appreciate the content you’re putting out, please keep it going!", "Couldn’t leave without sending a quick compliment, awesome job!" /spin}}

{{ if OUTREACH_DAY_OF_WEEK == "Friday" }}

Wishing you a great weekend ahead!

{{ elseif OUTREACH_DAY_OF_WEEK == "Monday" }}

Have a great week ahead {{ else }}

Have a wonderful day! {{ /if }}

Thanks,

{{OUTREACH_EMAIL_ACCOUNT_SIGNATURE}}


In system preview:


How to Manage Sending Volume

Your daily email sending limit can be adjusted by going to Settings → Email Accounts, locating the relevant email address, and clicking either Edit Settings or the number shown under the Daily Limit column.

  • Week 1 → 20–30 emails/day
  • Week 2+ → 30–40 emails/day
  • Week 3+ → Gradually increase daily limit until you reach your desired limit

How Long Does Warm-Up Take?

Most accounts take 2–4 weeks to reach a stable daily volume (50–100 emails). Larger goals may

require more time.



Note: It might be worth sending the compliment emails to a niche that is not directly related to your link building goals. This it to ensure that potential leads won't see the email as an attempt to compliment solely for a guest post. It could be used as a conversation opener, but sending the emails to people you do not want a relationship with in the future could keep clear of any misunderstanding. 🙂