How to Set Up a Cold Email System and Send 400 Emails a Day

Introduction to Building a Cold Email System

Even in the age of social media, a well-crafted cold email can generate leads, build relationships, and drive sales like nothing else. Today, we’re diving into the process of setting up a cold email system capable of sending 400 emails daily.

This guide covers everything from technical setup to audience targeting and email crafting, ensuring your campaigns are successful.

Technical Setup for Cold Emailing

Domain and Email Infrastructure

To send hundreds of emails a day, you need a solid foundation. Using multiple domains is crucial to reduce the risk of any single domain being flagged for spam.

A service like Maildoso provides you with three domains and twelve email addresses spread across those domains, helping to manage your sending volume and maintain a good sender reputation.

Email Authentication

Email authentication ensures your emails aren’t flagged as spam. Maildoso handles the technical setup of DKIM, DMARC, and SPF records for you:

• DKIM adds a digital signature to your emails.

• DMARC tells receiving servers what to do if an email fails DKIM or SPF checks.

• SPF verifies that your emails are sent from an authorized server.

Lead Generation Tools

Now that your technical setup is solid, it’s time to get leads. Platforms like Apollo.io and LinkedIn Sales Navigator are excellent for finding leads based on location, job titles, and company size. Export these email addresses for your campaign, ensuring they align with your product or service.

Cleaning Your Email List

Before sending emails, clean your list using a tool like MillionVerifier. This software confirms each email’s validity, helping you avoid sending emails to invalid addresses, which can hurt your sender’s reputation and deliverability rates.

Managing Your Email Campaign

Using Smartlead

To manage a high volume of emails efficiently, use a tool like Smartlead.ai. Import your validated email addresses and distribute them across your domains to avoid overwhelming any single domain. Each email address can safely send around 30 emails per day.

Email Sequence Setup

Set up a five-email sequence designed to engage your prospects. Each email should offer value and follow up on any previous communication. The goal is to nurture your leads and guide them toward conversion. Personalize your emails by addressing recipients by name, mentioning their company, and tailoring your message to their specific pain points.

Crafting Effective Cold Emails

Personalization

Personalization makes your emails feel more relevant and increases the chance of a positive response. Address the recipient by name and tailor the content to their specific needs. Mention any mutual connections or relevant company information.

Value Proposition

Clearly state the value you offer. Be concise and directly tied to the recipient’s needs. What problem can you solve for them? How can your product or service benefit their business?

Subject Lines

Craft attention-grabbing subject lines that make recipients want to open the email. Keep them short, relevant, and intriguing. Avoid spammy words or excessive punctuation.

Email Body

Be concise and direct in the email body. Use bullet points to highlight key points and make the content easy to scan. Always include a call to action (CTA) that guides the recipient on the next step.

Optimizing Your Cold Email Campaign

Key Metrics to Track

• Open Rate: Measures how many people open your emails, indicating the effectiveness of your subject lines.

• Click-Through Rate (CTR): Tracks how many people click on links in your emails, indicating engagement levels.

• Response Rate: Monitors how many people respond to your emails, gauging the success of your email sequence.

• Bounce Rate: Tracks undeliverable emails. A high bounce rate can damage your sender’s reputation.

A/B Testing

Experiment with different subject lines, email content, and CTAs. Test on small segments before applying changes widely. Use engagement data to segment your email list further, tailoring content for different groups.

Refining Follow-Up Emails

Adjust follow-up emails based on responses and engagement. Refine your timing and content to improve results. Follow-up emails should build on previous communication, add value, and address potential objections.

Maintaining High Deliverability

Warm-Up Process

Gradually increase the number of emails you send daily to warm up your domains and IP addresses. Start small and slowly build up to your target volume.

Engagement

Focus on sending emails to highly engaged recipients to improve your sender’s reputation. High engagement rates signal to email providers that your emails are valuable.

Avoiding Spam Filters

Avoid using excessive punctuation or capitalization. Words like “free,” “guaranteed,” and “act now” can trigger spam filters. Monitor your sender reputation using tools like Sender Score.

Feedback Loop

Set up a feedback loop with major email providers to receive reports on spam complaints. Addressing these complaints can help maintain a good sender reputation.

Closing the Deal

Follow-Up Timing

Schedule follow-up emails at appropriate intervals. Don’t be too aggressive, but stay on the radar. A good rule of thumb is to wait a few days between follow-up emails.

Adding Value in Follow-Ups

Each follow-up email should build on the previous one, adding more value and addressing potential objections. Keep follow-ups concise and focused on the recipient’s needs.

Booking Meetings

Use tools like Calendly to make it easy for recipients to book meetings with you. Provide a direct link in your email for convenient scheduling.

Personalized Video Sales Letters

Consider sending a personalized video sales letter (VSL) in your follow-up email. This personal touch can make a significant difference, showing your commitment to helping the recipient and making you more relatable.

Conclusion

Setting up a cold email system to send 400 emails daily involves several critical steps, from technical setup to audience targeting, compliance, content creation, and campaign optimization.

Leveraging tools like Maildoso, Apollo.io, LinkedIn Sales Navigator, MillionVerifier, and Smartlead.io can streamline the process and maximize your chances for success.

Continuously monitor and adjust your campaigns based on performance metrics to achieve the best results. With careful planning and execution, cold emailing can be a powerful channel for lead generation and sales growth.

FAQs

What is cold emailing?

Cold emailing involves sending unsolicited emails to potential clients or customers who have not previously interacted with your business. The goal is to generate leads, build relationships, and drive sales.

Why use multiple domains for cold emailing?

Using multiple domains reduces the risk of any single domain being flagged for spam, helping to maintain a good sender reputation and improve deliverability rates.

What tools are best for finding leads?

Apollo.io and LinkedIn Sales Navigator are excellent tools for finding leads. They offer filters based on location, job titles, company size, and more.

How can I ensure my emails are not flagged as spam?

Ensure email authentication with DKIM, DMARC, and SPF records. Avoid spammy words and excessive punctuation in your emails. Use tools to monitor your sender’s reputation and address any spam complaints.

What is a good open rate for cold emails?

A good open rate for cold emails is typically between 15% to 25%. However, this can vary depending on your industry and target audience.