If you’re serious about getting your emails in front of real people—and not dumped in spam—warming up your inbox is non-negotiable. But here’s the thing: most folks just slap together whatever default template their tool offers and call it a day. That’s leaving a ton of engagement (and deliverability) on the table, especially if you’re using Mailwarm.
This article is for anyone who actually wants to get results from their warm up routine—whether you’re brand new to Mailwarm, or you’ve tried it and want to step up your game. We’ll cover what actually works, what’s just noise, and how to avoid looking like a robot to email providers.
Why Customizing Warm Up Templates Matters
Let’s skip the fluff: email providers are getting smarter. They’re sniffing out anything that smells automated or generic—especially if it looks like it’s just trying to game the system. The point of a warm up isn’t to “trick” Gmail or Outlook. It’s to look like a real person sending and receiving real, diverse messages.
Default templates in Mailwarm are fine for getting started, but they’re also the ones hundreds of other users are sending. If you want consistent inbox placement and better engagement, you need to stand out (but not in a weird, spammy way).
What happens if you don’t customize? - You blend in with every other Mailwarm user. - Engagement signals (replies, opens, etc.) look synthetic. - You risk getting flagged or throttled by email providers. - Your actual cold emails later are more likely to hit spam.
Step 1: Understand What a “Good” Warm Up Template Looks Like
Before you tweak anything, get clear on what Mailwarm’s warm up emails are supposed to do: - Mimic real human conversation (not marketing blasts) - Trigger positive engagement signals (opens, replies, marking as “not spam”) - Be unique enough to not set off provider alarms
A good warm up email is: - Short (think 1-3 sentences) - Conversational, casual, maybe a little boring (in a good way) - Not full of links, images, or salesy language - Sometimes asking a simple question (“Have you read this book?”) - Sometimes just a mundane update (“I’ll be out next week, FYI.”)
What to skip: - Anything that sounds like a pitch or newsletter - Overly formal phrasing (“Dear Sir or Madam”) - Templates stuffed with links or attachments - Repetitive, formulaic messages
Step 2: Audit and Edit Mailwarm’s Default Templates
Mailwarm comes with a batch of ready-to-go templates. They’re a decent starting point, but don’t just use them as-is.
How to audit: 1. Read each default template out loud. 2. Ask yourself: “Would I ever send this to a real colleague or friend?” 3. If it sounds fake, stiff, or salesy, toss it or rewrite it.
Editing tips: - Swap out generic greetings (“Hi there,”) for something you’d actually use. - Change up sign-offs. Not every email needs a “Best regards.” - Mix in language you’d use in daily life. (“Sounds good to me!”, “Let’s catch up soon.”) - Vary message length and structure.
Pro tip: Keep a handful of templates that are intentionally boring. Not every email needs a question or a big update. Sometimes, “Got it, thanks.” is enough.
Step 3: Create Your Own Template Bank
Here’s where you move from “good” to “great.” Build a small library of custom templates you can rotate in Mailwarm.
How to Build Your Bank
- Pull from real life: Scroll through your own sent emails. Grab snippets from actual conversations (minus anything confidential).
- Aim for variety: 10-20 templates that cover everything from quick replies to questions, to “just checking in.”
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Keep it simple: No need for Shakespeare. Here are some real-world examples:
- “Sounds good—let me know if you need anything else.”
- “Got your message. I’ll follow up next week.”
- “Quick question: are we still on for Thursday?”
- “Thanks for sending this over.”
- “Just confirming receipt.”
- “That works for me.”
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Mix up tone: Some friendly, some neutral, some almost terse. That’s normal human communication.
What to Avoid
- Don’t get fancy. Overly clever or wordy templates just look weird.
- Don’t mention Mailwarm or anything about “warming up” your inbox. That’s a dead giveaway.
- Don’t use the same template too often. Repetition is a red flag to spam filters.
Step 4: Rotate and Randomize
If you want your warm up to work, don’t send the same five messages on repeat. Mailwarm lets you upload and rotate templates—use it.
Best practices: - Upload your full bank of templates, not just a handful. - Set Mailwarm to pick randomly from your list. - Periodically add new templates and retire old ones. - Don’t be afraid to have some “filler” emails (“Noted.”, “Thanks.”) mixed in.
Pro tip: Set a reminder once a month to refresh your template bank. Over time, even the best templates can feel stale to the algorithms.
Step 5: Mimic Natural Engagement Patterns
A warm up isn’t just about sending emails. It’s about creating a back-and-forth that feels real. Mailwarm can automate replies, but those also need to look legit.
Tips: - Your replies should be just as varied and mundane as your initial emails. - Short, direct responses work best (“Will do.”, “Sounds good.”). - Occasionally throw in a typo or abbreviated word (“thx”, “np”). - Don’t make every reply a question. That’s not how real conversations go.
What to skip: - Overly enthusiastic replies (“This is AMAZING! Thank you so much!”) - Replies that look like canned customer service scripts - Anything with a signature block or disclaimer in every reply
Step 6: Monitor Engagement and Adjust
Customizing templates isn’t a set-and-forget thing. Watch your numbers and tweak as needed.
What to look for: - Are your warm up emails getting “opened” and “replied to” within Mailwarm’s dashboard? - Are your real cold emails landing in inboxes more consistently? - Any sudden drops in engagement? That might mean your templates are getting stale or flagged.
If you see problems: - Swap in new templates. - Cut anything that looks repetitive. - Dial back frequency if needed. Too many warm up emails can raise suspicion.
What Doesn’t Matter (Ignore the Hype)
- Don’t stress over emojis or “personalization” tokens. For warm up, they mostly look fake.
- You don’t need to mention the recipient’s name in every email. Real people don’t do this.
- Don’t obsess over perfect grammar. A little imperfection is more believable.
The Bottom Line: Keep It Real and Keep Tweaking
You don’t need 50 perfect templates or a PhD in psychology. Just aim for believable, varied, and low-key messages. The more your Mailwarm warm up looks like your actual inbox, the better your deliverability will get.
Start simple, see what works for your audience, and don’t be afraid to ditch what isn’t working. Most importantly: don’t overthink it. The best warm up routine is the one you actually stick with—and update now and then.