Choosing the right mailbox provider is critical for successful cold email campaigns. The wrong choice can hurt your email deliverability, limit your ability to scale, and waste your budget. Here’s what you need to know:
| Provider | Monthly Cost | Daily Send Limit | DNS Setup | IP Location | Best For |
|---|---|---|---|---|---|
| Google Workspace | $6–$18 | 2,000 emails | Manual | Varies | General use, not cold outreach |
| Microsoft 365 | $5–$20 | 300–10,000 emails | Manual | Varies | Professional tools |
| Primeforge | $3.50–$4.50 | 2,000 emails | Automated | U.S.-based | Cold outreach, U.S. audiences |
| Mailforge | $3 + $14/domain | Varies | Automated | Shared | Budget-friendly, shared IPs |
| Mailscale | $63–$199 | Varies | Automated | Varies | High deliverability guarantees |
To succeed, balance deliverability, scalability, and cost. Test providers during trial periods and ensure they integrate with your tools like Saleshandy or Lemlist.
Picking the right mailbox provider for cold outreach can make or break your email campaigns. To ensure your messages land in inboxes and not spam folders, focus on three key areas: email deliverability, scalability, and pricing. These factors are critical for achieving strong campaign performance.
The reputation of your provider's IPs plays a huge role in whether your emails reach inboxes. Ideally, cold email deliverability rates should range from 95% to 98%. For smaller volumes (under 100,000 emails per month), shared IPs are sufficient, while larger campaigns benefit from dedicated IPs. Look for providers that maintain clean IP pools and actively manage sender reputation.
Authentication is another must-have. Your provider should handle SPF, DKIM, and DMARC records automatically to verify your emails. For example, Primeforge simplifies this process by automating DNS setup for these protocols, ensuring proper authentication without requiring technical expertise.
"Maintaining 100% inbox placement is vital; any drop below 90% requires immediate investigation."
– Carin Slater, Manager of Lifecycle Email Marketing at Litmus
Reputation management is equally important. Providers should monitor IP blacklists and keep spam complaint rates below 0.1%. If you're targeting U.S.-based prospects, using American IP addresses can help bypass geographic filters set by certain email platforms.
As your outreach grows, you'll need a provider that supports scaling without complications. For instance, ScaledMail allows users to create over 50 inboxes in just five minutes, making it easier to expand campaigns quickly.
Managing multiple accounts can be tricky, but features like automated bulk DNS updates and multi-workspace support can save time and reduce errors. A user-friendly dashboard is also essential - overly complex interfaces can slow down your team and lead to mistakes. ScaledMail, for example, guarantees 95–100% deliverability during a 14-day warmup period, but that promise relies on efficient account management tools.
"Smartlead has been extremely helpful with seamlessly onboarding clients, warming up their accounts, and prepping campaigns to send at high volumes while maintaining high deliverability."
– Dino Knezovic, Founder, Office Optim
Additionally, look for providers that offer API access and compatibility with your existing email tools. Smooth technical integration ensures your campaigns run efficiently without unnecessary disruptions.
Once you've ensured strong deliverability and scalable account management, the next step is evaluating pricing. Mailbox costs can vary widely. For example, Google Workspace starts at $6 per user monthly, Microsoft 365 at $5, and specialized providers like Primeforge charge $3.50–$4.50 per mailbox. However, the lowest price isn't always the best deal in the long run.
Be mindful of hidden costs. Some providers charge extra for DNS setup, API access, premium support, or higher sending limits, which can quickly inflate your expenses. Onboarding fees are another potential surprise - while some providers include setup in their monthly fees, others may charge one-time fees ranging from $50 to several hundred dollars per account.
If you're managing campaigns for multiple clients, pricing can vary significantly. For instance, Woodpecker charges $27 per client monthly, while Saleshandy offers unlimited clients starting at $25 monthly. These costs can add up quickly as your client base grows.
Finally, consider the trade-offs between annual contracts and monthly billing. Annual plans often offer discounts but lock you in, while monthly plans provide flexibility at a slightly higher cost (typically 10–20% more). Make sure to calculate your expenses based on your future needs, not just your current scale, to avoid budget surprises down the road.
When it comes to cold outreach, choosing the right mailbox provider can make a huge difference. Let’s break down the options into three main categories: traditional email services, specialized cold email infrastructure providers, and hybrid solutions that combine elements of both.
Traditional providers like Google Workspace and Microsoft 365 are widely used but come with some extra setup work. For instance, Google Workspace allows up to 2,000 emails per day per address, while Microsoft 365 offers daily limits ranging from 300 to 10,000 emails depending on the plan. However, users must handle DNS setup, IP management, and deliverability optimization on their own, which can be time-consuming and technical.
Specialized cold email infrastructure providers are designed specifically for cold outreach. Providers like Mailforge simplify the process with automated DNS setup and shared IP pools engineered for high-volume sending. These services take care of the technical side, making them a good fit for those focused solely on outreach campaigns.
Hybrid solutions offer a mix of features from both traditional and specialized providers. For example, Primeforge provides Google Workspace and Microsoft 365 mailboxes optimized for cold outreach. At $3.50–$4.50 per mailbox monthly, they include automated DNS setup, US-based IP addresses, and bulk DNS management. This is more budget-friendly than going directly through Google (around $6 monthly) or Microsoft (approximately $5 monthly).
One key advantage of US-based IP addresses is improved deliverability when targeting American prospects. Many email platforms use geographic filters, so aligning your IP’s location with your audience can help your emails land in inboxes instead of spam folders.
Here’s a quick comparison to highlight the strengths and weaknesses of each provider:
| Provider | Monthly Cost | Daily Send Limit | DNS Setup | IP Location | Key Strengths | Main Drawbacks |
|---|---|---|---|---|---|---|
| Google Workspace | $6–$18 | 2,000 emails | Manual | Varies | User-friendly interface, Google tools | Not optimized for cold outreach; manual setup required |
| Microsoft 365 | $5–$20 | 300–10,000 emails | Manual | Varies | Professional features, Microsoft tools | Complex interface; inconsistent limits |
| Primeforge | $3.50–$4.50 | 2,000 emails | Automated | US-based | Designed for cold outreach; affordable | Limited to Google/Microsoft platforms |
| Mailforge | $3 + $14/domain | Varies | Automated | Shared/rotating | Budget-friendly; shared IP protection | Less control due to shared infrastructure |
| Mailscale | $63–$199 | Varies | Automated | Varies | High deliverability guarantee; bulk support | Annual billing; higher upfront costs |
As you scale, pricing differences become more noticeable. For instance, managing 20 mailboxes would cost around $120 monthly with Google Workspace but only $70–$90 with Primeforge, which also includes cold email-specific features.
Mailscale stands out with a 95–100% deliverability guarantee during the initial warmup phase. However, its annual billing model may pose challenges for smaller businesses. Their Solopreneur plan, priced at $63 monthly, supports up to 15 email accounts, making it a practical option for agencies handling multiple campaigns.
For larger operations, the decision often boils down to control versus convenience. Mission Inbox, for example, offers complete control with dedicated IPs for $250 monthly plus $0.10 per mailbox daily. While this setup provides unmatched customization, it requires significant technical know-how. On the other hand, services like Primeforge simplify the process without sacrificing professional-grade results.
A solid strategy for most cold email campaigns is to diversify. Using multiple providers can help minimize risks, such as infrastructure burnout, and provide backup options if one service encounters issues. Many agencies find success by pairing Primeforge for primary campaigns with Mailforge as a secondary system, creating a balance between cost, performance, and reliability.
Before diving into your campaigns, make sure your email provider plays nicely with your cold email platform. This typically involves SMTP or API connectivity. Check if your provider supports SMTP access and provides the necessary connection details for platforms like Saleshandy, Instantly, or Lemlist. If automation is a priority, confirm they offer API access to streamline workflows.
Another critical step is ensuring your provider automates the setup of SPF, DKIM, and DMARC. These three standards work together to verify you as a legitimate sender:
Decide whether you need a shared IP or a dedicated IP. Shared IPs can be a good starting point since they leverage the reputation of established IPs, but keep in mind that your reputation will be tied to other users. On the other hand, dedicated IPs give you full control, though you'll need to build your reputation from the ground up.
To ensure your domain's reputation is solid, use tools like Talos and MX Toolbox. These can help you verify that your domain isn’t blacklisted and is ready for sending. Once these technical integrations are in place, you can shift your focus to evaluating support quality and system reliability.
Even with perfect technical integration, reliable support is key to keeping your campaigns running smoothly. When technical hiccups occur, you’ll want quick and knowledgeable assistance to minimize downtime. Look for providers that offer dedicated support teams familiar with the challenges of cold email infrastructure.
For businesses based in the U.S., choosing a provider with U.S.-based support teams can be helpful. This ensures timezone alignment and a better understanding of local business practices - important when dealing with urgent issues like deliverability problems or integration snags.
System reliability is another must-check. Even brief downtime can disrupt your sending schedule and harm your sender reputation. Look into the provider’s uptime guarantees and historical performance. Reputable providers usually maintain 99.9% uptime or higher, but it’s worth double-checking their track record.
Consider how well the provider integrates with CRMs and sales tools to streamline your workflow. For instance, Saleshandy connects with popular CRMs like Salesforce, HubSpot, Pipedrive, and Zoho, making it easier to manage leads and prospects. Some providers even offer advanced features like pre-send email validation to weed out invalid addresses before sending, which can boost deliverability. Others provide a unified inbox to keep communications organized across multiple accounts.
When evaluating support, pay attention to:
For example, Primeforge includes automated DNS setup and technical support as part of their package, saving you the hassle of manual configurations.
The best way to judge support quality? Test it during your trial period. Send a few technical inquiries and gauge how quickly and effectively they respond. This will give you a clear idea of what to expect when real issues arise during your campaigns.
When choosing your email provider, focus on three critical aspects: deliverability, scalability, and pricing. These factors are the backbone of successful email outreach. Opt for providers that are transparent about their success rates and maintain a strong sender reputation. A solid sender reputation ensures your emails land in inboxes rather than spam folders.
Scalability is equally important. As your email volume grows, the ability to easily add mailboxes or expand your sending capacity without disrupting current campaigns is crucial. This ties back to earlier discussions about technical capabilities and support.
For campaigns targeting U.S. audiences, Primeforge stands out. Its automated setup, U.S.-based IPs, and competitive pricing - ranging from $3.50 to $4.50 per mailbox - simplify technical challenges while ensuring compatibility with any sending software.
Lastly, don’t overlook data protection. Verify that your chosen provider adheres to required legal and privacy standards to keep your campaigns compliant.
Your final decision should balance your operational requirements with your budget. While smaller campaigns may find basic providers adequate, businesses expecting growth need platforms that can scale seamlessly.
Budget considerations go beyond the monthly fees. Think about setup time, the quality of technical support, and potential deliverability issues that could impact your outreach efforts. Compare providers based on their full range of features, not just their upfront costs.
Reliable support is a must. Providers with responsive and accessible customer service can save you from significant disruptions during campaigns.
Integration with your existing cold email tools is another critical factor. Look for providers that offer smooth SMTP or API connectivity with platforms like Saleshandy, Instantly, or Lemlist. Primeforge, for example, provides domains and mailboxes designed to meet the needs of everyone from solo professionals to large agencies.
Before committing, take advantage of any trial periods. Use this time to test the platform’s features and reach out with technical questions to evaluate their support team’s responsiveness and problem-solving skills. This hands-on approach will give you a clear picture of how the provider performs under real-world conditions.
Lastly, set clear goals and expectations for your campaigns. This ensures the service you choose delivers fair value and aligns with your long-term return on investment (ROI) objectives.
To ensure your cold outreach emails actually land in inboxes, you need to focus on a few essentials: sender reputation, email authentication, and infrastructure quality. A reliable email provider can help keep your domain in good standing by offering tools for setting up SPF, DKIM, and DMARC - all crucial for building trust with email servers. It's also wise to use US-based IP addresses with strong reputations to steer clear of spam filters.
Look for a provider that simplifies DNS configuration and supports managing multiple workspaces. For instance, services like Primeforge make things easier with automated setups, bulk DNS updates, and dependable email infrastructure specifically designed for cold outreach campaigns. Don’t forget to keep an eye on metrics like bounce rates and engagement levels. Regular monitoring helps maintain a solid sender reputation and ensures your emails continue to reach their intended audience.
To choose a mailbox provider that can grow with your cold email campaigns, prioritize options that offer flexibility and the ability to handle increasing demands. Look for providers that allow you to manage multiple mailboxes and domains, which helps distribute your email volume and maintain strong deliverability as your outreach expands. Features like automated DNS setup and bulk updates can also streamline the scaling process, saving you valuable time.
It's crucial that the provider supports essential email authentication protocols such as SPF, DKIM, and DMARC to safeguard your sender reputation. Keep an eye on key metrics like open rates and bounce rates to fine-tune your campaigns. Additionally, ensure the provider integrates seamlessly with your cold email tools, so you can manage higher email volumes without compromising on deliverability.
Take Primeforge as an example - it’s designed with scalability in mind. Their solutions include US-based IP addresses, automated DNS setup, and the ability to manage multiple workspaces, making it a solid option for campaigns that are ready to grow.
When choosing a mailbox provider for cold outreach, keep an eye out for hidden costs that could affect your budget. Here are a few to watch for:
To steer clear of surprises, take the time to review the provider's pricing structure and confirm that their features meet your outreach goals. Platforms like Primeforge make this easier with clear pricing and built-in tools, including automated DNS setup and US-based IP addresses, helping you manage your budget while boosting email performance.