Sending high-volume cold emails successfully requires the right setup. This guide covers how to build your infrastructure, personalize at scale, and boost reply rates.

Step 1: Set Up Your Email Infrastructure

To maintain deliverability, follow these guidelines:

✔️ 1. Purchase 20 Domain Variations

Register 20 domains that are variations of your main domain (e.g., mydomain.com → mydomain.co, my-domain.net, etc.).

This spreads your sending load and protects your primary brand.

✔️ 2. Create 40 Email Inboxes

Set up 2 inboxes per domain → A total of 40 inboxes.

This gives flexibility and helps separate different campaigns, improving reputation management.

✔️ 3. Limit Daily Send Volume

Keep each inbox limited to 25 emails per day.

This slow and steady approach mimics real human behavior, reducing the chance of being flagged as spam.

✔️ 4. Age Domains Before Sending

Allow domains to age for several weeks before starting to send emails.

✅ Aged domains develop a better reputation and are more trusted by email providers.

Step 2: Warm Up Your Inboxes

Avoid sending emails immediately—warm-up is crucial.

1. Use tools like **Instantly or Smartlead** to automate warm-ups.

2. **Do not send cold emails for two weeks**—let inboxes establish credibility.

3. Start with **2-3 emails per day** and increase gradually.

1. Use tools like **Instantly or Smartlead** to automate warm-ups.

Step 3: Monitor Reply Rates & Fix Deliverability Issues

- **Reply rate under 2%?** Your setup needs adjustments.

- **Troubleshooting tips:**

➡️ Swap flagged domains.

➡️ Replace underperforming inboxes.

➡️ Check email copy for spam-triggering words.

Step 4: Avoid Spam Triggers in Your Emails

Even well-personalized emails can land in spam if they contain flagged words.

- Use **Mail Meteor** to scan for spam triggers.

- Avoid **open tracking links**—plain text emails perform better.

- **Verify emails with Findymail** to reduce bounces.

Step 5: Segment Leads for Better Personalization

Instead of mass-emailing your entire audience, segment leads based on specific criteria.

- Example: Instead of targeting "SaaS companies," narrow it down to:

– SaaS companies in the U.S.

– SaaS companies with a low-ticket product.

– SaaS companies running ads and using HubSpot.

Smaller, targeted segments lead to higher response rates.

Step 6: Personalization That Works

Generic personalization kills cold emails.

Instead of saying:

❌ "Hey [First Name], I love your business."

Use something specific:

✅ "Hey George, looks like your SDRs are cold calling CFOs. How are you improving their connect rate?"

Step 7: Automate Personalization with Clay.com

Gather data efficiently:

- Company descriptions, case studies, and job titles.

- Industry pain points.

Clay scrapes LinkedIn and websites, then writes unique emails for each lead.

Step 8: Write Cold Emails That Get Replies

A winning cold email follows a simple, effective structure:

✅ 1. Subject Line

👉 Reference something specific to the prospect (e.g., a recent achievement, article, or product launch).

✅ Example: “Loved your recent article on [Topic]”

✅ 2. Opening Line

👉 Address a relevant pain point they face.

✅ Example: “I noticed many [industry] companies struggle with [specific problem].”

✅ 3. Social Proof

👉 Show results in a single sentence to build credibility.

✅ Example: “We helped [Client Name] increase leads by 45% in 30 days.”

✅ 4. Call-To-Action (CTA)

👉 Keep it simple and easy to respond to.

✅ Example: “Are you open to a quick chat next week?”

Step 9: Track & Improve Results

If you’re not getting at least a 2% reply rate, check:

- Are your leads well-segmented?

- Is your email truly personalized?

- Is your offer compelling?

- Are your emails landing in inboxes?

Audit your process regularly to optimize results and maintain strong sender reputation.