11 Best B2B Prospecting Tools in 2025

Ever try sending emails from a brand-new domain only to find most of them buried in spam folders? Yeah, not fun. 

That’s because Internet Service Providers (ISPs) are skeptics by nature. When a fresh domain starts blasting out emails, ISPs have no prior data about it. Their response? Suspect the worst. Cue your emails being redirected to spam or junk folders. 

The solution? Warming up your domain. But don’t just randomly send emails and hope for the best. There’s a strategic process to this, and we’re here to break it down for you, complete with a cup of actionable insights! 📨 

Why Warming Up is Non-Negotiable 

New email domains lack reputation. ISPs don’t know if you’re a legitimate sender or a shady spammer. Warming up slowly builds trust with ISPs, ensuring that your emails land in inboxes instead of spam folders. 

Here’s what warming up achieves:

• Improves Deliverability: ISPs see consistent, gradual email activity as credibility-building. 

• Establishes a Good Reputation: A steady warm-up sends the signal that you’re not here to spam anyone. 

• Avoids Getting Blacklisted: Without warming up, even a minor spike in email volume can get you flagged. 

The Step-by-Step Process to Warm Up New Domains 

Okay, enough talk. Let’s roll up our sleeves and get practical. Here's your cheat sheet for a perfect domain warm-up plan:

1. Start Small and Gradual  

Think of your new domain as a budding relationship. You wouldn’t jump into daily texts with someone you met yesterday (well, unless you love being ghosted). Similarly, start by sending 10-20 emails a day. Gradually scale up over several days or weeks until you hit your desired volume. 

Pro tip: Growth should feel natural. Shoot for steady increments, not sudden bursts. 

2. Mix Up Your Content 

Don’t send the same “Hi, nice to meet you!” email to 200 people. ISPs won’t appreciate it. 

• Use plain text emails for that organic vibe. 

• Add in simple HTML templates to switch things up. 

• Experiment with more detailed rich HTML emails later in the process. 

Content variation shows ISPs that your domain isn’t a robot churning repetitive nonsense. 

3. Focus on Engagement 

Engagement is the name of the game. Send emails to people likely to respond, click links, or forward your messages. ISPs track these positive signals to judge your legitimacy. 

How to make engagement work for you: 

• Use warm leads. 

• Include CTAs that encourage replies. A simple “Hit reply with your thoughts” works wonders. 

4. Mind Your Sending Volume 

Avoid the temptation to scale too fast. ISPs hate sudden email spikes like most of us hate spoilers. 

What works:

• Week 1-2: Send 15-30 emails/day. 

• Slowly ramp up to 100-200 emails/day over the following weeks. 

Consistency > speed. 

5. Monitor, Monitor, Monitor 

No warm-up strategy is complete without constant monitoring. Thankfully, there are tools like Warmy that offer inbox placement checkers to track deliverability rates. 

You’ll want to monitor:

• Number of emails hitting inboxes versus spam. 

• Open rates, reply rates, and bounce rates. 

• Whether your domain gets flagged on spam lists like SEM FRESH. 

6. Align Platforms for Better Results 

Different platforms (Gsuite, Gmail, Outlook) come with unique quirks. Aligning sender and recipient platforms (e.g., Gsuite-to-Gmail or Microsoft 365-to-Outlook) improves placement. 

Our tests show that Gmail setups are generally more forgiving than Microsoft 365, so plan accordingly! 

7. Stay Off Spam Lists 

Spam lists like SEM FRESH are hurdles for new domains. Most newly created domains clear SEM FRESH in about 5-7 days. During this time, keep email volumes low and engagement high. Once blacklisted domains are cleared, deliverability rates jump significantly. 

Results from Our Research 

After testing 42 domains and sending thousands of emails, here’s what we learned.

• Gradual Warm-Up Works Wonders: Inbox placement improved by 90%+ by Week 2 for slower, consistent strategies. 

• Content Doesn’t Matter Much: Whether it’s plain text or vibrant HTML, ISPs care more about patterns and trust. Keep sending responsibly. 

• Early Engagement is Non-Negotiable: Engagement metrics (opens, clicks, replies) matter more than anything else. 

How Long to Warm Up a Newly Created Domain? 

Patience is key. On average, it takes 4-8 weeks to fully warm up a domain for larger-scale email campaigns. 

• For small campaigns or outreach (1,000-5,000 emails/month): 4 weeks should suffice. 

• For larger campaigns and newsletters (10,000+ emails/month): Budget at least 6-8 weeks. 

Why Endy Media is Essential for Your Reputation 

Tired of trying to manage all this complexity yourself? That’s where Endy Media comes in! 

Imagine:

• Full warm-up strategies tailored to your domain. 

• Dedicated experts monitoring and tweaking your email campaigns 24/7. 

• Complete peace of mind while your deliverability skyrockets. 

Don’t take chances with your reputation. With Endy Media, your emails land where they’re meant to—in primary inboxes. 

You focus on what you do best. We’ll handle the rest.