If you’re sending B2B emails and they keep ending up in spam, you’re not alone. Cold outreach, newsletters, or even legit business updates can wind up in the junk folder—right next to the fake lottery winnings. This guide is for anyone who’s tired of guessing why their emails get ignored and wants a straightforward way to fix it. We’ll walk through how to use Mailwarm to actually improve your deliverability, not just check some boxes.
Let’s get into it.
Why B2B Emails Go to Spam (and What Actually Helps)
Before you start poking around with warmup tools, it helps to know what you’re up against. Spam filters look at a bunch of signals, including:
- Domain and IP reputation: If your sending domain or IP has a bad track record, you’re in trouble.
- Sudden spikes in activity: If you go from sending zero emails to hundreds a day, that’s suspicious.
- Engagement: If nobody opens or replies to your emails, spam filters notice.
- Technical setup: Missing SPF, DKIM, or DMARC records is a red flag.
There’s no magic switch. But you can “train” inbox providers to see your emails as wanted by building up a pattern of positive, normal-looking activity. That’s where Mailwarm comes in.
What Is Mailwarm (and What Isn’t It)?
Mailwarm is a service that “warms up” your email account. In plain English: it sends and receives real-looking emails between your account and a network of other accounts. These emails get opened, marked as “not spam” if needed, and sometimes even get replies. This helps your sender reputation, so when you start real outreach, you’re less likely to get dumped in spam.
Here’s what Mailwarm can help with: - Improving sender reputation for new or dormant accounts. - Smoothing the transition to larger sending volumes. - Breaking out of the spam folder after you’ve been blacklisted.
Here’s what it won’t do: - Fix a domain with a terrible reputation overnight. - Let you ignore technical basics (SPF, DKIM, DMARC). - Make terrible, spammy emails magically land in the inbox.
If you’re hoping for a silver bullet, stop here. If you’re willing to do the basics right, keep reading.
Step 1: Set Up Your Domain and Email Infrastructure Properly
Don’t skip this. All the warmup in the world won’t help if your technical setup is a mess.
Checklist: - Custom domain (not @gmail.com for B2B outreach) - SPF, DKIM, and DMARC records set up and valid - Domain at least a couple of weeks old (older is better) - No recent blacklists (check with tools like MXToolbox)
Pro tip: If you’re not sure your records are right, use a free tool to check (Google “SPF DKIM checker”). Fix any errors first.
Step 2: Sign Up for Mailwarm and Connect Your Email
Head over to Mailwarm and create an account. You’ll need to connect the email account you plan to use for B2B outreach.
What to expect: - Mailwarm will ask for access to your inbox. This is safe if you trust them (read their privacy policy if you’re cautious). - You’ll usually connect through SMTP/IMAP or OAuth, depending on your provider.
Things to watch for: - Don’t use your main domain’s primary account for risky outreach. If you’re experimenting, set up a subdomain or new address. - Avoid connecting throwaway or free Gmail/Yahoo accounts—these are treated with suspicion by most business email systems.
Step 3: Configure Your Warmup Settings
This is where most people get it wrong. More isn’t better—gradual, human-like activity is the goal.
Mailwarm settings to adjust: - Daily warmup volume: Start low (10–20 emails/day). Increase by a few each day. - Max daily warmup: For a new domain, don’t go above 40–50/day until you’ve been warming up for weeks. - Reply rate: Mailwarm can auto-reply to some messages, which helps simulate real conversations. A reply rate of 20–40% is realistic. - Scheduling: Spread activity throughout the work week, not just in short bursts.
What to ignore: - Don’t crank up the volume to “max” and hope for the best. This looks automated and spammy. - Avoid exotic settings or tweaks unless you know exactly why you’re changing them.
Step 4: Let Mailwarm Run and Monitor Results
Once you start, Mailwarm will send, receive, open, and reply to emails on your behalf. This slowly builds a positive sending history.
What to watch: - Spam folder rate: Mailwarm will tell you if your warmup emails are landing in spam. If so, check your DNS records and sending volume. - Blacklists: Run your sending IP/domain through blacklist checkers weekly. - Deliverability reports: If you see steady improvement, you’re on the right track. If things stall, something else is wrong (usually technical).
Pro tip: Don’t touch the account during warmup. Don’t send cold emails from it yet. Let the warmup process do its job for at least 2–4 weeks, especially for new domains.
Step 5: Start Sending B2B Emails—Slowly
You’ve warmed up your account. Now what? Ease into real sending.
- Start with a few emails a day to real prospects. Don’t blast your whole list.
- Keep content human and relevant. Avoid spammy language (“Buy now,” “Act fast,” etc).
- Watch engagement: Low open or reply rates can still hurt your reputation.
- Keep Mailwarm running in parallel for a while. This helps keep your account’s activity natural.
What not to do: - Don’t suddenly scale from 20 to 200 emails/day. - Don’t use the same template over and over—filters are smarter than you think.
Step 6: Keep an Eye on Your Metrics
You’re not done after warmup. Deliverability is an ongoing thing.
Track weekly: - Open rates and reply rates (real, not just warmup) - Spam complaints (most services report these) - Blacklists (check monthly) - Mailwarm’s own reports
If you start seeing issues—like a sudden drop in opens or a spike in spam folder placement—pause, investigate, and don’t just send more.
What Works, What Doesn’t, and What to Ignore
What works: - Gradual, steady warmup over weeks—not days - Clean, relevant content - Monitoring technical setup regularly
What doesn’t: - Trying to “game” the system with fake accounts or blast volumes - Ignoring engagement—boring or irrelevant emails still get filtered - Thinking warmup is a one-off thing; it’s an ongoing hygiene process
Ignore: - Services promising instant inbox placement—they can’t deliver - Hacks like “changing one word in your template” to avoid spam - Overcomplicating things with endless tweaks
Keep It Simple (and Don’t Overthink It)
Getting your B2B emails into inboxes isn’t rocket science, but it does take patience. Use Mailwarm to build up a healthy sender reputation, make sure your tech basics are solid, and don’t rush the process. Start small, watch your metrics, and tweak as you go. Most importantly: keep things simple. Most deliverability problems start when people get impatient or try to shortcut the basics.
Stick with it, and you’ll find your emails landing where they should—right in front of your prospects, not in spam.