Cold Email Infrastructure Setup: Complete Guide

Setting up a cold email infrastructure ensures your outreach emails land in inboxes, not spam folders. Here's what you need to know:

• Why It Matters: A proper setup avoids spam flags, protects your sender reputation, and ensures compliance with laws like CAN-SPAM and GDPR.
• Key Steps:
  1. Configure DNS records: Set up SPF, DKIM, and DMARC for email authentication.
  2. Choose the right email service provider (ESP): Compare options like Google Workspace, Microsoft 365, or specialized tools like Saleshandy or Instantly.ai.
  3. Warm up your email accounts: Gradually increase email volume to build trust with email providers.
  4. Monitor deliverability: Track metrics like open rates, bounce rates, and spam complaints.
  5. Manage sender reputation: Use clean email lists, avoid spammy content, and monitor blacklists.

Quick Comparison of Shared vs. Dedicated IPs

Feature	Shared IPs	Dedicated IPs
Cost	Included in plans	$1–$5/month extra
Setup	Immediate	Warm-up required
Control	Limited	Full control
Volume Suitability	<100K emails/month	>100K emails/month

A proper infrastructure ensures high deliverability and compliance while scaling your campaigns. Start small, monitor results, and scale gradually for success.

Domain Setup and DNS Records

DNS Records Explained: SPF, DKIM, and DMARC

DNS records are crucial for verifying and authenticating your emails. They help ensure your messages are legitimate and protect against tampering. Among these, SPF, DKIM, and DMARC play key roles.

SPF (Sender Policy Framework) is like an employee directory for your domain. It lists the servers and IP addresses allowed to send emails on your behalf. When an email is received, the server checks this list to confirm the sender's legitimacy. SPF, being the oldest email authentication protocol, is a straightforward but vital step to secure your domain.

DKIM (DomainKeys Identified Mail) works like a digital signature on a document. It adds a cryptographic signature to your outgoing emails, allowing the receiving server to confirm the message hasn't been altered during transit. This unique signature, tied to your domain, helps build trust with email providers.

DMARC (Domain-based Message Authentication, Reporting & Conformance) takes things further by telling receiving servers what to do with emails that fail SPF or DKIM checks. It helps prevent spoofing by enabling servers to monitor, quarantine, or reject unauthenticated emails.

Without proper DNS records, even legitimate emails might land in spam folders or get blocked. As eMazzanti Technologies puts it:

"DMARC is an essential part of a company's email security and deliverability plan, since it offers security, visibility, and brand protection."

Using a strict DMARC policy with p=reject can improve email deliverability by over 10% with major providers like Gmail. However, research by Valimail shows that 75% to 80% of domains with DMARC records struggle to enforce them properly.

How to Configure DNS Records

To set up these records, log into your domain registrar's control panel and add the necessary TXT records.

For SPF, create a TXT record for your root domain. A basic SPF record for Google Workspace users looks like this:

v=spf1 include:_spf.google.com ~all

If you use multiple email services, you’ll need to include each one. For example:

v=spf1 include:_spf.google.com include:mailgun.org include:_spf.salesforce.com ~all

Keep in mind the 10-DNS-lookup limit; exceeding it can cause SPF failures. To avoid this, you can "flatten" the record by replacing some include mechanisms with the actual IP addresses.

For DKIM, generate DKIM keys using your email provider’s tools. A typical DKIM record might look like this:

v=DKIM1; k=rsa; p=MIGfMA0GCSqGSIb3DQEBAQUAA4GNADCBiQKBgQC...

For DMARC, start with a monitoring policy. Create a TXT record named _dmarc with a value like this:

v=DMARC1; p=none; rua=mailto:dmarc@yourdomain.com; ruf=mailto:dmarc@yourdomain.com; sp=none; aspf=r; adkim=r;

This setup uses p=none to monitor email handling without affecting delivery. After monitoring for a few weeks and confirming all legitimate sources pass authentication, you can enforce stricter policies like p=quarantine or p=reject.

Tools like Primeforge can automate SPF, DKIM, and DMARC setups for services like Google Workspace and Microsoft 365. This automation reduces manual errors and ensures everything is configured correctly from the start.

Once your records are set up, make sure to test them thoroughly to confirm everything is working as expected.

Testing and Fixing DNS Issues

When you update DNS records, changes take effect globally without any built-in error handling. That’s why testing is critical before launching email campaigns.

Command-line tools are a reliable way to check DNS records. On Windows, use:

nslookup -type=txt yourdomain.com

On macOS, use the dig command:

dig txt yourdomain.com

For a more user-friendly approach, online tools like MXToolbox and EasyDMARC can analyze your SPF, DKIM, and DMARC records. These tools check for common errors, syntax issues, and whether your records exist.

Real-world testing is also helpful. For instance, send an email to check@dmarcly.com, and you’ll receive a detailed report on how your DNS records are performing. Another option is Red Sift’s Investigate tool, which provides real-time checks for email setup, including DMARC, SPF, DKIM, and other compliance standards like BIMI and MTA-STS.

Some common issues to watch out for include exceeding the 10-lookup limit in SPF records, misconfigured DKIM keys, and alignment problems in DMARC. Regular testing and monitoring are especially important when adding new email services or switching providers.

Once your DNS records are validated and any issues resolved, you’ll be ready to scale your email infrastructure confidently.

Email Service Provider Selection

After setting up your DNS, the next step is choosing the right email service provider (ESP). This decision plays a major role in determining your email deliverability and the overall success of your campaigns.

Comparing Email Providers

When picking an ESP for cold email campaigns, focus on factors like deliverability, automation features, pricing, and integration capabilities. According to QuickMail, Gmail holds a 74.5% share, Outlook comes in at 20%, and custom SMTP accounts for 5.5% of usage for cold outreach campaigns.

Google Workspace and Microsoft 365 are two popular options for professional email infrastructure. Google Workspace starts at $6 per user per month, while Microsoft 365 for Business begins at $5 per user per month. Gmail is often favored for its strong deliverability and easy integration, though Outlook might outperform Gmail in some cases. It’s important to avoid using free email services like Gmail.com or Outlook.com for cold outreach. These free accounts lack the professional credibility and authentication tools needed for effective campaigns.

Here’s a quick comparison of specialized platforms:

Provider	Starting Price	G2 Rating	Key Strengths	Best For
Primeforge	$3.50-$4.50/mailbox	N/A	Automated DNS setup, US-based IPs	Infrastructure setup
Saleshandy	$25/mo	4.6/5 (640+ reviews)	Sequence automation, extensive features	Small to medium teams
Instantly.ai	$30/mo	4.8/5 (3,400+ reviews)	User-friendly interface, advanced warm-up tools	High-volume senders
Apollo.io	$39/user/mo	4.8/5 (6,800+ reviews)	CRM integration, lead database	Sales teams
Lemlist	$32/mo	4.5/5 (260+ reviews)	Multichannel outreach	Creative campaigns

Stephan M., CEO of Saleshandy, highlights the platform's benefits:

"The most helpful thing about Saleshandy is their rich set of features, and our favorites are the sequence scores and sequence automations. The automated follow-ups mean we never miss a beat, and our conversion rates skyrocket for every email campaign we work on. Their customer support has been phenomenal and quick to respond to any questions we have."

For those prioritizing ease of use, Instantly.ai also receives high praise. Tareq S., a user of Instantly.ai, shares:

"I like the fact that it is extremely user-friendly. The interface does not seem to be complicated at all. The analytics section is clear and accessible, and pulling data just seems so easy to use. Additionally, I like the fact that the warming-up feature has a lot of advanced settings you can tweak, such as time between emails sent and their responses, email increase rate, as well as the time between an email being sent and its response."

When choosing an ESP, look for platforms that include email warm-up features and integrate smoothly with your existing sales tools. For example, Primeforge simplifies the process by automating DNS configuration for Google Workspace and Microsoft 365 accounts while offering US-based IPs tailored for cold outreach.

Shared vs. Dedicated IPs

Once you’ve compared providers, the next step is deciding between shared and dedicated IPs, as this choice directly impacts your email deliverability.

• Shared IPs: These are cost-effective and require minimal maintenance since the ESP manages them. They’re ready to use without a warm-up period, but your deliverability can be influenced by other users sharing the same IP.
• Dedicated IPs: These offer exclusive control over your sending reputation. However, they require a gradual warm-up period (2–6 weeks) and consistent sending patterns. While they cost an additional $1–$5 per month, they provide better control over deliverability.

Here’s a breakdown:

Feature	Shared IP	Dedicated IP
Cost	Included in plans	$1–$5/month extra
Setup	Immediate	Requires warm-up
Control	Limited	Full control
Volume Suitability	Under 100K emails/month	Over 100K emails/month
Reputation Risk	Shared with others	Solely your responsibility
Maintenance	Minimal	Ongoing monitoring

Yevhenii Odyntsov from Mailtrap explains:

"If you care about email deliverability, your choice of IP setup matters. Dedicated IPs give you full control over your sending reputation, but that only pays off in the right scenarios."

For most beginners, shared IPs strike a good balance between cost and performance, as the ESP handles reputation management. However, as your email volume grows and you establish consistent sending patterns, switching to a dedicated IP can help improve deliverability.

Additionally, with global IPv6 adoption surpassing 43% as of early 2025, dedicated IPs are becoming even more accessible and affordable.

Using Multiple Email Providers

Using multiple ESPs is a smart way to protect your domain’s reputation and scale your campaigns effectively. This approach minimizes the risk of disruptions caused by issues with a single provider.

The key is to distribute your workload across multiple domains and providers. Stick to 3–4 mailboxes per domain and limit daily sending to 30–40 emails per mailbox. This strategy helps prevent spam filters from flagging your emails and protects your primary domain’s reputation.

Faraz Ahmed offers this advice:

"If you're sending high volumes, don't rely on a single domain. Use multiple domains (each with 3–4 warmed-up mailboxes). This protects your core brand domain and creates redundancy in case one domain underperforms."

To further enhance deliverability, stagger your send times to mimic human behavior. This not only improves open and reply rates but also reduces server spikes that might trigger spam filters. Subdomain segmentation can also help: for example, using outreach@yourcompany.com for cold emails and support@yourcompany.com for customer service keeps different types of email communications separate, protecting your main domain’s reputation.

Combining Google Workspace and Microsoft 365 accounts across different domains is another effective way to diversify your ESPs. Platforms like Primeforge simplify this process by automating DNS configuration for both, ensuring seamless authentication across domains.

Scaling Your Email Infrastructure

After setting up your email system with proper DNS configurations and selecting your providers, the next hurdle is scaling your operations while keeping deliverability rates high. This involves gradually increasing your email volume, monitoring key metrics, and actively managing your sender reputation.

Email Warm-Up and Volume Limits

Warming up your email accounts is essential for building a positive sender reputation and avoiding blocks or blacklists. This process typically takes 4–5 weeks, but full deliverability may not be achieved until 8–12 weeks later. Many senders stop too early, often after just 4 weeks, which can harm long-term performance.

Start small - sending 30–50 emails per day - and gradually increase to 100–150 emails daily. This measured approach prevents spam filters from flagging your account while steadily building trust. Consistency is key. Sudden spikes in volume, even after warming up, can damage your reputation.

Here are some best practices to follow during the warm-up phase:

• Set up authentication: Ensure SPF, DKIM, and DMARC records are configured before sending any emails.
• Send conversational emails: Begin by emailing 2–3 recipients at a time, maintaining a natural tone and pacing.
• Mimic human behavior: Stagger your send times to appear more organic.
• Focus on quality content: Avoid words or phrases that trigger spam filters, and personalize your messages.

Automated tools can simplify this process by simulating human-like email activity and creating realistic conversation threads. Options like TrulyInbox ($22/month), Lemwarm ($24/email/month), and Warmup Inbox ($15/inbox/month) can help streamline your warm-up efforts. Even during active outreach, continue gradual warming to protect your reputation.

Monitoring and Improving Deliverability

Once your accounts are warmed up, keeping a close eye on deliverability metrics is critical. These metrics provide insight into the health of your email campaigns and infrastructure. Focus on the following key indicators:

Metric	Target Range	Impact
Inbox Placement Rate	90%+	Shows how many emails land in the inbox
Open Rate	30%–50%+	Reflects engagement and inbox placement
Reply Rate	8%–10%+	Indicates message relevance and quality
Bounce Rate	<2%	Measures list quality and sender reputation
Spam Rate	<0.1%	Ensures trust with email providers

Poor practices can lead to as much as 20% of emails being blocked. Tools like Google Postmaster Tools, Microsoft SNDS, and MXToolbox can help you monitor your sender reputation and address issues before they escalate.

Implementing DMARC can also make a big difference. According to Maropost's Deliverability Team:

"We implemented DMARC (Domain-based Message Authentication, Reporting & Conformance – an email authentication, policy, and reporting protocol) on the affected domains with a monitor policy (p=none) for all emails and within 48-72 hours we started seeing a massive improvement."

In addition, maintaining clean email lists is essential. Use email verification tools to remove invalid addresses and regularly clean your lists to improve engagement rates and reduce bounce rates. As your email volume grows, aim for a 4:1 ratio of emails sent to replies received. This signals to email providers that your messages are relevant and engaging.

Managing Sender Reputation

Your sender reputation directly determines whether your emails land in inboxes or get flagged as spam. Both Google and Yahoo require spam complaint rates to stay below 0.3%, so managing your reputation is non-negotiable when scaling.

Increase your email volume gradually - no more than 20–30% per week - to avoid triggering spam filters. Keep a close watch on engagement metrics like open, click, and complaint rates. A sudden drop often signals deliverability issues that need immediate attention.

Email Marketing Manager Tracie Pang explains the importance of engagement:

"There's this expectation that you always need to send an email. But if you're continuing to send emails without engagement, it's going to affect your sender reputation. Sending to your list multiple days in a row like that could lead to more than one spam complaint because they're tired of hearing from you."

To keep engagement high, experiment with A/B testing. Test different subject lines, send times, and email formats to see what resonates with your audience. Segmentation is another powerful strategy - divide your audience by factors like industry, company size, or past interactions. Targeted messaging can boost reply rates above 10%, which strengthens your sender reputation.

For those using Primeforge, its US-based IP addresses and automated DNS configuration simplify reputation management across multiple domains and providers. This setup reduces the technical burden while supporting scaling efforts.

Finally, monitor your reputation regularly using tools like Sender Score and Barracuda Central. Check for IP and domain blacklisting weekly to catch and resolve issues before they affect your entire email system.

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Advanced Setup and Compliance

Once you've established your infrastructure and scaled your processes, it's time to dive into advanced configurations and ensure you're meeting legal compliance standards. These steps not only set professional operations apart but also protect your business from legal risks while improving email deliverability. Here’s a closer look at how to refine your strategy.

Private vs. Shared Infrastructure Options

One of the key decisions in email infrastructure is choosing between shared and dedicated options. Each comes with its own set of benefits and challenges, and your choice will depend on factors like sending volume, budget, and the level of control you need.

• Shared IP infrastructure: This setup involves multiple senders sharing the same IP address. It’s cost-effective and requires little maintenance, as your email service provider handles much of the heavy lifting. However, your sender reputation is tied to the behavior of others using the same IP, which can affect your deliverability.
• Dedicated IP infrastructure: Here, you get an IP address exclusively for your use, giving you full control over your sender reputation. While this option costs more and requires a gradual warm-up period, it’s ideal for businesses that send a high volume of emails and want to maintain a strong, independent reputation.

Feature	Shared IP (Low-Volume Senders)	Dedicated IP (High-Volume Senders)
Cost	Affordable, included in basic plans	Higher, with added costs
IP Reputation	Shared with others	Fully controlled by you
Setup & Warm-up	Ready to use, no warm-up needed	Requires gradual warm-up
Deliverability Control	Limited	High
Volume Suitability	Best for low to moderate volumes	Ideal for high-volume senders
Maintenance	Minimal	Ongoing monitoring required

For low-volume or irregular senders, shared IPs are an affordable, low-maintenance choice. On the other hand, dedicated IPs are better for businesses that send large volumes, need full control over reputation, or run time-sensitive campaigns.

If you’re considering dedicated setups, platforms like Infraforge offer multi-IP provisioning at $2.50–$4.00 per mailbox per month, while Inframail provides dedicated IP control for $99–$249 per month. Both options support advanced features like whitelabeling, custom domain setups, and API integration for businesses with more complex needs.

Legal Compliance Requirements

Legal compliance is critical for protecting both your business and its email recipients. Non-compliance can result in hefty fines - GDPR violations can cost up to €20 million or 4% of annual global turnover, while CAN-SPAM fines can go as high as $43,792 per violation.

Here’s a breakdown of key compliance requirements:

• CAN-SPAM Act: Every commercial email must include a clear advertisement disclosure, a valid physical address, and a simple way for recipients to opt out. Opt-out requests must be honored within 10 business days, and subject lines must accurately reflect the content of the email.
• GDPR: This regulation requires explicit consent before contacting recipients and applies to both personal and business contacts. It also emphasizes data minimization - only collecting what’s necessary - and gives recipients the right to access, delete, export, or correct their data.

To stay compliant, focus on:

• Obtaining clear, explicit consent from recipients.
• Limiting data collection and retention to what’s absolutely necessary.
• Implementing strong data protection measures.
• Conducting regular audits to ensure ongoing compliance.

These practices not only keep you on the right side of the law but also build trust with your audience.

Advanced Configuration Techniques

Advanced configurations can take your email campaigns to the next level, especially for high-volume senders. While these techniques are more technical, they offer significant benefits for deliverability and reputation management.

• Subdomains for Separation: Use subdomains to separate marketing emails from critical business communications, like customer support. This ensures that any issues with marketing campaigns don’t disrupt essential operations.
• Multi-IP Rotation: Tools powered by AI can dynamically manage multi-IP rotation, ensuring IP addresses are used effectively while respecting warm-up protocols. However, improper implementation can backfire, triggering spam filters.
• AI Monitoring Tools: Platforms like Saleshandy (as of 2025) use AI to monitor bounce patterns and automatically pause campaigns after detecting consecutive bounces. These tools can also include spam content checkers to analyze emails before they’re sent.
• BIMI (Brand Indicators for Message Identification): By displaying your company’s logo in recipients’ inboxes, BIMI enhances credibility. This requires proper DMARC configuration and trademark verification.
• Custom Engagement Scoring: Develop systems to prioritize highly engaged subscribers, tailoring your campaigns for better performance.
• Regular DNS Audits: Keep SPF, DKIM, and DMARC records up to date to maintain a strong sender reputation.

If you’re using Primeforge, these configurations integrate seamlessly with features like automated DNS setup and US-based IP addresses. Primeforge also supports multi-workspace functionality, making it easier to manage complex setups while maintaining flexibility for scaling.

Fixing Common Problems

Even the most well-built email infrastructures can encounter deliverability hiccups that disrupt your campaigns. Proper DNS configuration and consistent monitoring are essential, but knowing how to troubleshoot common issues is just as critical. Let’s dive into some of the most frequent challenges and how to address them effectively.

Getting Off Blacklists

Being blacklisted is one of the biggest obstacles to email deliverability. Blacklists are real-time databases that flag IP addresses or domains associated with spam activity. The impact can be severe - 21% of marketing emails fail to reach inboxes, often due to blacklisting.

To check if you’re on a blacklist, use tools like MXToolbox, Blacklist Alert, or ZeroBounce’s checker. Some blacklists, like Spamhaus, Barracuda, and Cloudmark, carry more weight and demand immediate attention.

Common causes for blacklisting include poor list hygiene, compromised accounts, and sending unsolicited emails. A bounce rate of 3–5% is often a red flag that your email list needs to be cleaned up.

Once you identify the blacklist, here’s how to request removal:

Blacklist Provider	Removal Steps
Barracuda	Visit their Removal Page and submit a request with your server IP, email address, phone number, and an explanation.
Spamhaus	Use the Blocklist Removal Center to look up your domain, submit a request, and share details about the issue and your corrective measures.
SORBS	Create an account at sorbs.net, select "Delist An IP Address", locate your IP, and open a support ticket.

Before submitting a delisting request, fix the root cause. Clean your email list, improve your content, secure your email server, and double-check your SPF, DKIM, and DMARC records. To prevent future issues, adopt best practices like double opt-in and rigorous list maintenance.

Fixing Authentication Problems

Once you’ve tackled blacklisting, authentication issues should be your next priority. Problems with SPF, DKIM, and DMARC configurations can significantly harm your deliverability. These issues often stem from setup errors, expired keys, or misaligned settings. For instance, 85% of DKIM-related problems arise from incorrect configurations.

Temporary DMARC errors can also occur during server migrations or cloud platform changes. As Brad Slavin from DuoCircle explains:

"DMARC TempErrors refer to temporary authentication issues related to email standards such as DKIM and SPF, which can lead to failures in DMARC validation."

Here’s a quick guide to common authentication problems and how to resolve them:

Problem	Possible Causes	Troubleshooting Steps
DKIM Authentication Failure	Issues with the DKIM TXT record, message modification during transit, or failed checks	Use Google Admin Toolbox to verify the DKIM key, investigate message routing, and check if other allowed sources are failing DKIM.
SPF Authentication Failure	Messages sent from unauthorized servers or DNS SPF record errors	Ensure the SPF record includes all authorized IPs and domains; verify with Google Admin Toolbox.
DMARC Authentication Failure	Failed authentication checks or misaligned headers	Confirm that messages pass SPF or DKIM checks and align with the From address; review the DMARC record.

Regularly validate your DNS records using tools like MXToolbox. Check your DKIM keys periodically to prevent expiration, and update SPF records as needed. When rolling out DMARC, start with a relaxed policy (p=none) before tightening it once your setup is confirmed to work.

Handling Deliverability Drops

Even with solid DNS and authentication practices, deliverability can still take a sudden hit. Drops in deliverability can be unsettling, but they’re often manageable if addressed promptly. Factors like poor sender reputation, high bounce rates, and increased spam complaints are common culprits. For example, one email provider saw inbox placement plummet below 90% due to a reputation issue. They pinpointed Gmail as the problematic ISP and focused on re-engaging Gmail users who had interacted within the past 10 days. By pausing emails to inactive subscribers and gradually increasing sending volume while monitoring engagement, they recovered their deliverability.

To address deliverability drops, start by analyzing key metrics like bounce rates, spam complaints, and open rates by domain. Use tools like Google Postmaster Tools and MXToolbox for detailed insights and blacklist detection. Set up automated alerts to catch spikes in bounce rates, authentication failures, or sudden changes in sending volume.

When issues arise, pause high-volume campaigns and focus on diagnosing the root cause. Identify the ISP causing the problem and limit emails to your most engaged audience within that provider. Disable risky automations, such as win-back campaigns targeting inactive subscribers, which can further harm your reputation.

You can also reach out to ISP postmasters - Gmail, Yahoo Mail, and Outlook have programs to assist with deliverability challenges. As Alison Gootee from Braze puts it:

"Reputation isn't a grade, it's an ongoing assessment of your brand's respect for your mutual customers."

Recovering from deliverability drops takes patience. Gradually increase your sending volume while closely monitoring metrics. Keep your email list clean by removing inactive subscribers, validate new addresses with double opt-in, and fine-tune your content to avoid spam triggers. Maintaining a balanced 60:40 text-to-image ratio can also help.

Summary and Next Steps

Building a solid cold email infrastructure is all about combining a proper technical setup with consistent maintenance. The difference between emails that make it to the inbox and those that end up in spam often boils down to the quality of your setup and how well you maintain it over time.

Key Steps Recap

Cold email success starts with getting the basics right. First, focus on domain setup and DNS configuration. This means implementing SPF, DKIM, and DMARC records to authenticate your emails. These records are your first line of defense against deliverability issues and play a big role in building trust with email service providers.

Next, choose your email service providers (ESPs) wisely. Reputable options like Google Workspace and Microsoft 365 are great starting points. Using multiple ESPs can also help reduce risk and increase your sending capacity. Considering that 45.6% of emails ended up in spam folders in 2023, the reputation of your ESP is critical for ensuring your emails land in inboxes.

After that, it’s all about scaling your efforts carefully. Gradually warm up your email accounts, monitor volume limits, and track engagement to maintain your sender reputation. Carin Slater, Manager of Lifecycle Email Marketing at Litmus, emphasizes the importance of this:

"Everyone's goal is obviously 100%. What we focus on is our inbox placement. We want 100% of our emails getting to the inbox, and if it drops below 90%, we're going to immediately investigate what's going on. Deliverability is a measure of the health of your email marketing program, so it's important to do regular check-ups on your domain, IP, and authentication in particular to make sure you're up-to-date, just like how we all go to the doctor each year."

Finally, put systems in place for ongoing monitoring and troubleshooting. Regularly audit your DNS settings, monitor blacklists, validate email authentication, and maintain strict list hygiene to keep bounce rates under 3–5%. This ongoing effort ensures your email infrastructure stays reliable and effective.

How Primeforge Can Help

Manually setting up cold email infrastructure can be time-consuming and requires technical know-how. That’s where Primeforge steps in. It simplifies the process with automated DNS configuration, setting up SPF, DKIM, and DMARC records in about 30 minutes - what typically takes hours of manual work.

Primeforge also offers Google Workspace and Microsoft 365 mailboxes with US-based IPs to help improve inbox placement. Its multiple workspaces feature allows you to organize domains and inboxes by client, campaign, or team, making it easier to scale systematically. Plus, with bulk DNS management, updating authentication records across multiple domains is a breeze.

At just $3.50 to $4.50 per mailbox per month, Primeforge integrates seamlessly with cold email platforms like Salesforge, eliminating technical hurdles while letting you stick to your preferred workflow.

Implementation Tips

Take a phased approach to your setup. Start with one domain and a small number of mailboxes. Once you’ve confirmed everything is working smoothly, you can expand gradually. This way, you can troubleshoot any issues early without affecting larger campaigns.

Use tools like Google Postmaster Tools and MXToolbox to monitor your infrastructure. Set up automated alerts for bounce rate spikes, authentication problems, or sudden volume changes. As Žilvinas Lešinskas, VP of Product at Omnisend, points out:

"After implementing and analyzing countless email marketing campaigns, I've observed that even minor improvements in deliverability rates can effectively increase email open and conversion rates. With the help of a tool like Omnisend, you can achieve a higher email deliverability and increase your ROI within a short period."

FAQs

What are the advantages of using a dedicated IP instead of a shared IP for cold email campaigns?

Using a dedicated IP for your cold email campaigns comes with some clear perks. For starters, it gives you complete control over your sender reputation - something that's critical for making sure your emails actually reach inboxes. On shared IPs, your reputation can take a hit if other users engage in bad practices. But with a dedicated IP, your email activity stands alone, shielding you from issues caused by others.

Another benefit is easier management and troubleshooting of your email performance. You can also separate different types of email traffic - like marketing emails versus transactional ones - for more targeted and efficient results. With exclusive control over your IP, you can strengthen your sender reputation, improve inbox placement, and make your outreach campaigns much more effective.

How can I make sure my cold email campaigns follow regulations like CAN-SPAM and GDPR?

To ensure your cold email campaigns align with regulations like CAN-SPAM and GDPR, here are some essential practices to follow:

• Staying CAN-SPAM compliant: Make sure your subject lines and sender information are clear and not misleading. Label your email as an advertisement when applicable, include a valid physical mailing address, and make it simple for recipients to opt out. It's also crucial to process opt-out requests quickly to remain within the law.
• Meeting GDPR requirements: If you're reaching out to individuals in the EU, ensure you have a legal reason to contact them, such as obtaining explicit consent or demonstrating a legitimate interest. Be upfront about who you are, why you're emailing, and how they can opt out. Tailoring your emails to the recipient's professional role or interests can not only enhance engagement but also support compliance.

Adhering to these rules helps protect your reputation, keeps your emails out of spam folders, and steers you clear of hefty penalties.

Why are my emails still going to spam even though I’ve set up SPF, DKIM, and DMARC records?

If your emails keep ending up in the spam folder, even though you've set up SPF, DKIM, and DMARC records, there are a few things you should check:

• Sending reputation: New domains or email accounts often start with a lower reputation. To build trust, send smaller batches of emails at first and encourage engagement - like getting recipients to open, click, or reply to your messages.
• Email content: Steer clear of words or phrases that might trigger spam filters. Make sure your links lead to trustworthy, non-blacklisted websites. Also, poorly written or overly pushy content can raise suspicions.
• Engagement metrics: If your emails have low open rates, few clicks, or are frequently deleted without being read, it can damage your reputation. Focus on sending emails to the right audience and craft messages that feel personal and engaging.

Still having trouble? Reach out to your email service provider. They often have insights into their spam filtering rules and can offer specific advice or adjustments to help resolve the problem.

Related posts

• 7 Ways to Improve Cold Email Deliverability Rates
• Email Warm-Up Checklist for New Domains
• Best Email Infrastructure Providers in 2025
• Scaling Outreach with Multiple Mailboxes