If you’re sending cold emails or campaigns through Mailstand, you’re probably worried about your messages landing in spam. You should be. Even the best-written pitch is useless if nobody sees it. This guide is for marketers, founders, and anyone serious about hitting the inbox, not the junk pile. I'll skip the magic tricks and get into what actually works (and what doesn’t).
1. Warm Up Your Sending Domain—Don’t Skip This
If you’re using a new domain or a new email address, ISPs (like Gmail, Outlook, etc.) are suspicious by default. Throwing 500 cold emails at them on day one is a one-way ticket to Spamville.
How to do it right: - Start small. Send a handful of emails a day for the first week. - Gradually ramp up volume—think 10, then 25, then 50 per day, over several weeks. - Mix in real conversations (not just cold outreach)—reply to some emails, get replies, mark as important, etc.
What doesn’t work:
Buying an old domain and assuming it’s “warmed up.” If it’s been dormant, it’s cold. You’ll still need to warm it up.
Pro tip:
Mailstand sometimes offers automated warm-up features. Use them, but don’t rely on automation alone. Manual replies and genuine interaction are gold.
2. Authenticate Your Sending Domain
You might’ve heard about SPF, DKIM, and DMARC. They sound technical because… they are. But if you skip these, you’re basically sending emails with no ID—easy for spam filters to block.
What to set up: - SPF: Lets ISPs know Mailstand can send on your behalf. - DKIM: Adds a tamper-proof digital signature to your emails. - DMARC: Tells ISPs what to do if SPF or DKIM checks fail.
How to do it: - Mailstand offers DNS records for each. Paste them into your domain’s DNS settings (GoDaddy, Namecheap, etc.). - Use free tools like MXToolbox or Mail-Tester to check if it’s set up right.
Ignore:
Anyone claiming you can “hack deliverability” without authentication. You’ll just get burned.
3. Clean Your Email List—Religiously
If you’re blasting emails to old, scraped, or bought lists, you’re asking for spam trouble. High bounce rates and complaints are red flags for ISPs.
How to keep it clean: - Use a legit email verifier (ZeroBounce, NeverBounce, or Mailstand’s built-in tools if you have them). - Remove bounces and unengaged users regularly. - Never buy lists—seriously, it’s not worth the headache.
Pro tip:
Cold outreach is a numbers game, but bad data ruins your sender reputation. Quality over quantity wins every time.
4. Mind Your Content and Formatting
Spam filters are picky about what’s in your message, not just who it’s from.
What works: - Use plain text or simple HTML. Over-designed emails (lots of images, funky fonts) look spammy. - Avoid spammy phrases: “100% FREE!!!”, “Act Now!”, “Risk-Free”, and so on. - Keep links to a minimum. One or two max. Make sure they match your sending domain if possible. - Use a real signature with full contact info.
What to ignore:
Any template promising “guaranteed inboxing.” There’s no magic email copy, only good practices.
5. Personalize, Personalize, Personalize
If your emails look like mail-merge robots wrote them, filters catch on fast. So do people.
How to personalize: - Use first names, company names, and real context. - Reference something specific about the recipient (“Saw you on LinkedIn,” “Read your post on X…”). - Change up your templates—don’t blast the exact same message to everyone.
Pro tip:
Even small tweaks (like changing the opening line) make a difference. If you’re too lazy to personalize, expect low response rates and more spam flags.
6. Manage Sending Volume and Timing
Dumping a thousand emails at 9 a.m. Monday = asking for trouble. ISPs see spikes as suspicious.
What to do: - Spread out campaigns over several hours or days. - Randomize sending times if possible. - If you’re using multiple accounts or domains, rotate them—don’t funnel everything through one.
What to ignore:
Chasing “best send times” you read about in some blog. Focus on natural, human-like sending patterns.
7. Monitor Your Deliverability—Don’t Fly Blind
You can’t fix what you don’t track. Set up regular checks to spot trouble before it snowballs.
How to monitor: - Use Mailstand’s reports to watch open rates, bounces, and replies. - Send test emails to Gmail, Outlook, and Yahoo accounts. See where they land. - Try tools like GlockApps or Mail-Tester to check spam scores.
If you notice a drop: - Pause campaigns. Review recent changes—list quality, content, volume. - Clean your list. Slow your sending. Re-warm your domain if needed.
8. Handle Replies and Unsubscribes Like a Human
Spam complaints tank your reputation fast. Make it easy for people to say “no thanks.”
Best practices: - Always include a clear unsubscribe link or instructions. - Remove anyone who asks, right away—don’t argue. - Reply to responses, even if it’s just “Thanks, will remove you.”
What to ignore:
Anyone who tells you to “hide” your unsubscribe option. That’s a shortcut to the spam folder.
9. Rotate Your Sending Accounts (But Don’t Overdo It)
If you’re serious about volume outreach, one account won’t cut it forever. But setting up 50 new addresses overnight is a red flag.
How to do it: - Start with a couple of domains and accounts. - Warm up each one (see Step 1). - Rotate your sends, but keep volume per account reasonable.
Pro tip:
All your domains and accounts need proper authentication and warm-up. Don’t cut corners here.
10. Stay Out of “Spam Trap” Territory
Spam traps are fake addresses used by ISPs to catch senders who don’t clean their lists. Hit enough of these, and you’re toast.
What helps: - Only email people who opted in, or whose contact info is publicly listed for outreach. - Never email catch-all addresses or weird typos. - Regularly clean your list with a quality verifier.
The Stuff You Can Ignore
There’s a lot of noise about inboxing tricks. Here’s what’s mostly hype: - “Wording hacks” or swapping out a few words to sneak past filters. Filters look at more than just copy. - Adding dozens of random images or invisible text. That’s spammer behavior. - Expensive deliverability “gurus” promising 100% inbox rates. No such thing.
Keep It Simple—Iterate As You Go
Getting into the inbox isn’t rocket science, but it does take discipline. Start slow, get the basics right, and keep an eye on your numbers. If something tanks, dial back, review, and adjust. Most problems are solved by sending less, sending better, and keeping it real.
You don’t need to overthink it—just be consistent, watch your reputation, and don’t try to outsmart the filters. They’re smarter than you think.