Cold emailing is a powerful technique in your list of activities, but knowing how many cold emails you should send daily is the heart of the email account effectiveness and potential spam traps that might harm email services, such as Google Workspace.
If you send too few messages, you create a gap where you fail to tap on otherwise good customers who may be interested in the products and services being advertised.
On the other hand, if you send too many emails, then your emails are likely to be blocked by mail servers and email accounts as spam traps in Google or Microsoft inboxes.
So, how many cold emails should an individual send in a day? In this article, you will learn the steps to define how many cold emails you should send daily and how to find the right plan for balancing email lists and personalization to achieve the best results from your platforms.
How Many Cold Emails Should You Send Per Day?
In the same way, you would not want to overdo things when emotionally appealing to your target.
You must work out how many cold emails you should send in a day to make the most out of it without other problems like the spam filter catching your emails. Here’s what you need to consider:
Recommended Daily Volume
Small Businesses or Startups: If you are just getting into this, you should set a target of about 20-50 emails per day to your prospects. This enables one to safely tailor their messages while avoiding repetitiveness and increasing the range of their target audience.
Medium to Large Enterprises: If you have more resources at your disposal, you may send 100-200 cold emails a day, depending on your hobbyist mode. Ensure that your business has the proper staffing level for the handling of replies and follow-ups of prospects by using Gmail in concert with the email providers of Google Workspace and tuning those accounts to perform well on the mail server.
High-Volume Campaigns: First, if your B2B lead generation campaign needs to have extensive coverage, it is advisable to spread the emails over a period of several days or send emails to different categories of people at different times.
What are the Factors that Can Influence Daily Cold Email Limits?
There are several factors to consider when deciding the number of cold emails to send per day because the number depends on these factors that can either make the messages get to the inbox directly or get trapped into spam traps in Microsoft and Google.
1. Your Target Audience
It is also important to come to terms with the limitations of the total number of emails that would be sent on any given day, and it is best done based on the characteristics of the MHCC as described by the features that define the audience.
Segmentation of the audience implies that more refined campaigns can be designed, which in actuality means that one can send a series of cold e-mails to different parts of the same company for different practice sessions, with a focus on different issues.
Thus, there is a possibility of sending more emails and making them more effective and appealing at the same time. Besides, content creation will be directed to specific prospects, and the expected response to your emails will not be considered spam.
2. Your Email Deliverability
Others include inbox deliverability, which is a process of gauging how the emails you send reach the email account in the Google or Microsoft inbox, and the fight against spam traps by mail servers.
Since it is very important to score high on deliverability, it is necessary to warm up the domain along with SPF, DKIM, DMARC, and other practices that deserve more focus.
It creates trust within your domain and, therefore, minimizes all the chances that your emails would be deemed ‘junk. ’ With the help of real-time email validation from BookYourData, you can ensure that your emails indeed will be delivered straight to the target mailbox.
3. Cold Email Response Rate
The potential quantity of the daily delivered emails is directly related to the quality of the next sent e-mail messages.
From the analysis, it is clear that writing appropriate and warm interactive and subject headlines will prompt the concerns of the receivers and, in most cases, will not be considered spam by spam detectors.
On the other hand, there are standard emails that are mostly used and less effective and can actually harm the sender's credentials. The main objective here is to ensure that the emails that are sent get into the inbox and create the required impact.
4. Reputation of Your Domain and IP Address
There is also the issue of domain reputation that you have to consider, as well as the IP address that you use for your emails, depending on the number of emails that you send on a daily basis.
Older and well-developed domains are trusted more; it is also very easy to send a great number of emails without worrying about deliverability problems.
Likewise, to receive capacities, the sending capacities can be raised with the help of a good dedicated IP address, but with the help of a low-quality address, the sending ability can be decreased.
5. Compliance with Email Regulations
The GDPR, which is Europe’s regulation, and the CAN-SPAM, which is a regulation in the United States, protect your consent to send an email.
Any form of violation or compliance with the set policies and regulations undermines the rationality and goodwill of the email account and the specific emails that reach the Gmail or Outlook inbox.
Thus, you will not be infringing on the law and will also ensure the sender's reputation by offering opt-out opportunities and, at times, eradicating the data of ineffective e-mail addresses.
6. List Quality and Segmentation
The quality of the email list defines the frequency of cold emails that one can send within one day.
A clean list, with a positive BookYourData check, will increase the probability of emails getting through to inboxes on mail servers like Outlook and certainly will decrease the total bounces. As a result, one will be able to compose and dispatch more number of emails.
Additional segmentation of your list by such indicators as the job title, company email addresses, company size, or location will increase the effectiveness of your campaigns even more and allow for more adequate messages.
7. Engagement Metrics
How many emails are allowed to be sent daily depends mainly on indicators such as the open rate, click-through rate, the rate of unsubscribers, and spam complaints.
This means that you are on the right side of the ISPs, and high open rates mean that you can start to slowly creep up on the sending frequency.
However, many people choose not to receive your emails or directly report your emails as spam, which is not only bad for your reputation but also for the number of emails you are allowed to send in a particular day.
8. Technical Infrastructure
The everyday sending of emails also relies on the technologies that you use – the establishment of email authentication as well as the tools that are used in sending the emails.
Email delivery settings include SPF, DKIM, and DMARC, which help to prevent your emails from being delivered to spam, and the option of the mail platform determines the daily number of allowed emails.
Some offer a larger maximum daily transaction volume, such as those that have several dedicated servers, run a commercial service, etc.
9. Your Budget
The other factor you have to consider is your budget since this also defines the number of cold emails you can make per day.
It affects the choice of email services, the quality of the list containing the email addresses of the employees, and the possibility of utilizing tools and options regarding the bounce rate and spam filters.
A higher budget also means that you can get more sales representatives or use anything such as SendGrid for more emails to fit your campaigns.
10. Duration of Sending Cold Emails
Finally, the amount of time spent on personalization of cold emails along with cold email templates greatly influences the daily sending plan, affecting performance on email platforms and the results of your outreach strategy.
Group messaging, subscriber lists, and many accounts take time and restrict email sending. However, automated tools with follow-ups and template customization may make emails stand out.
Why Sender Reputation is important
This factor is important to consider as it is the identity of ‘the sender’ that is critical for cold email campaign success as it directly relates to the conversion rate and the guarantee that your efforts will get responses.
It just categorizes them into the basket that determines whether it shall deliver the emails to the receiver's mailbox or into the spam bin.
A good sender reputation means high deliverability rates to ensure that ESPs such as Gmail and Mailchimp consider your organization as a reliable sender; this affects the sender profile and the organization’s revenue. As a result, the emails that you send will not be spam.
This is the other side of the coin, whereby if the sender's reputation is bad, then the delivery rate will be very bad, and hence, all your emails will be a complete waste.
That being the case, it is possible to ask why sender reputation may be extremely essential in cold emailing and what to do about it.
What Impacts Sender Reputation?
There are several factors that define sender reputation, and each of them defines how ESPs look at your email-sending activity. These factors include:
Email Engagement Rates: Another important factor that must be known in order to gauge the sender’s reputation is the reaction of the recipients to email blasts, which presents the answers on the efficiency of the outlined plans and actions of the team. Compressed response rates, low unsubscribe rates, and high forward-to-friends rates or other positive trends indicate email rejection.
Spam Complaints: Any given instance that a recipient filters your email as spam will have a detrimental effect on your sender's reputation. When the spam complaint rate is high, ESPs get the cue that your emails are nuisances, and your emails may end up in the junk folder, or the worst thing that could happen is that your domain gets blacklisted.
Bounce Rates: One of the main concerns highlighted by the ESP is a high bounce rate, which means that a large percentage of the emails are returned to the sender as undeliverable. Email warm-up service users sometimes write erroneous email addresses, wasting deliverability percentages, time, and cash.
Unsubscribe Rates: In most cases, the recipients will, at some point, select the option of being removed from the mailing list you use. If this is frequently the case, then it is a sign. This may mean that the messages you send may contain information that may not be desirable or that you are sending too many emails within that one day.
Frequency of Email Sending: The frequency of your email blasts also impacts the sender's reputation in the eyes of recipients, affecting the organization's plans and overall profile. If the sender sends multiple emails quickly, recipients may get annoyed and report more spam complaints or unsubscribes. So, sending emails too seldom will lower receiver engagement.
Domain and IP Address Reputation: The reputation of the sending domain and the IP address used in sending these emails is also very vital. New or unestablished domains can be domains without any reputation, and these can be easily damaged if you make poor email practices. Likewise, when you often use the same IP address as other senders, it reflects the reputation of the other senders, and if they are spammy, you will also be flagged as spam.
How to Maintain a Strong Sender Reputation?
This implies that more emphasis should be placed on the execution of the method of operating the e-mail campaigns so as not to harm the image of the sender. Some of the ways that can help in keeping your sender reputation healthy are as pinpointed below:
Use Double Opt-In for List Building: The double opt-in method ensures that subscribers on your list actively choose to receive your messages, which improves response rates and enhances conversions in your cold email campaign. This way, not only the clicked rates but also the complaints rates decrease a lot since the recipients have subscribed to your feed.
Regularly Clean Your Email List: Hence, it is essential to reduce the list of your e-mailing periodically, rejecting inactive and fake addresses for cold e-mailing to guarantee the safety of the consequences and investments. It is best to block the domain just after moving as hard bounces and then carry on further thinking about sending a few shots to those who are not interested or have the option to update their status.
Monitor Engagement Metrics: These will include the open rates, click-through rates, bounce-off rates, and the rates of people who unsubscribe from your list. Benchmarks of these allow you to spot problems the moment they are likely to occur so that you can alter your course with respect to email marketing.
Optimize Your Email Content: Avoid sending emails that are perceived to be irrelevant, uninteresting, or poorly written in order to avert such complaints. Select a strong and good topic that will interest the audience, even though one is not supposed to mislead the audience for this reason. It might be seen as spam for the receivers since some of the emails were introduced as unsolicited.
Segment Your Email List: Such a division of your list ensures that you can send mass emails to the specific categories in your subscribers’ list. For instance, the targeting could be geographical, psychographic, behavioral, or any other, depending on the type of business that you are involved in. This means that the sort of messages that are sent are usually related and, therefore, have a higher probability of being opened and read by the targeted recipient, which helps boost the sender's reputation.
Warm Up Your IP Address and Domain: For this purpose, one has to take some time to warm up a new IP address or domain that you are using as the source of the emails. Hence, it is recommended to start with a few messages to some of the clients and then move up to large numbers. This practice assists in creating a favorable first impression with the ESPs and also has the effect of minimizing the chances that your emails will be spam-classified.
Adhere to Email Authentication Protocols: Any user is free to use tools offered on BookYourData to configure SPF, DKIM, and DMARC settings, which are responsible for the domain reputation and indicate that the received messages are genuine. That normally halts spoofing and phishing attacks, as well as other emails that are actually detrimental to the reputation of your sender if they were to remain undirected.
Avoid Spam Trigger Words: By employing spam-related keywords, we know that BookYourData may help by not using such words in the messages that we do not wish to be spam. It also ensures that your emails are not grouped under the spam category through the choice of the subject and the content of the email, which contain prohibited phrases like free, guaranteed, act now, and several others.
Provide a Clear and Easy Opt-Out Option: Let’s say you have an unsubscribe button because it would make it easier for the recipient to no longer wish to receive your emails. Thus, making it difficult to opt out increases the number of complaints over received spam, which is undesirable from the point of view of the sender’s reputation.
How Frequently Should I Reach Out to a Potential Lead?
Timing as to when to reach out to these potential leads is a specific question: how many emails or phone calls are appropriate to accurately address the pain of the client in the sphere of sales?
Writing to a lead is considered aggressive, and on the other hand, contacting too few people might never be able to reach the lead at all.
The process of relationship building, trust development, and a general lead generation move toward a full-blown buying customer is not easy. In this section, we came up with the following handy guidelines that will help determine the frequency at which you should reach out for your leads.
Consider the Lead’s Stage in the Sales Funnel
How often one should reach out to the lead should factor with the role of what the lead does at different stages of the funnel and, here, possible signs that it is time to stop contacting this lead and what can be a frequency guide:
Top of the Funnel (Awareness Stage): The leads at this stage do not even start to think of the product or the service being offered. They might not be willing to make a decision, so it is best that they do not receive numerous messages at the same time. It is advisable to call at least once every five to seven days in order not to forget them, but not too often as this may be regarded as annoying.
Middle of the Funnel (Consideration Stage): These leads are making their choices before a decision is made on your product or services against other similar products and services. Here, you are free to contact us a bit more frequently, maybe 3-5 days before each check-in. This way, your brand will be in their minds while they consider their options. To get the best out of it, you need to know an expert lead generation guide.
Bottom of the Funnel (Decision Stage): These leads may just be a click, a call, or an away meeting from making a purchase. As concluded from this study, daily communication may be invasive, while communicating with them after one week may make them completely ignore business prospects.
Monitor Engagement and Adjust Accordingly
The lead is an interesting factor that should determine how often you are going to follow up on that particular lead.
High Engagement: If a lead for a technology company frequently opens the received emails and clicks the links, it might be reasonable to send him/her more frequent emails. This indicates that potential clients are concerned and quite possibly on the cusp of making a purchase. It is, therefore, more effective to be invited and to attend their events very often.
Low Engagement: If the lead did not reply to your emails or looks uninterested, it is okay to take it easy on them. Therefore, do not send emails constantly. You should limit your e-mail sending to once a week or even once a week to ten days, so your messages will NOT look like spam.
Utilize a Multi-Channel Approach
Just relying on emails might not get you all the details necessary, which could be a big downer in your identified case regarding turning someone to your side.
It is suggested that you adopt a benefits-driven channel approach, such as email, social media, and direct mailings, to varying extents in which you are involved in dealing with the pain points via different approaches.
Email: This is one of the most efficient ways of reaching the leads, especially when done personally and directly. However, if you think that the message you want to pass across can be passed via email only, then it is very likely that it can go unnoticed or unseen at all.
Phone Calls: When doing an outreach, reply to an email with a phone call in order to make the effort more personal. It may be necessary to refine the scenario here to point out that calls are most appropriate in the middle and lower part of the funnel, where it is possible to dispel the last doubts by discussing them directly with the client.
Social Media: To be updated on new leads, it can be more appropriate to connect on social media such as Linked In. A small word or a thought put in a tangible and perceivable way in the form of a comment or message as a free SEO lead is often as good as a reminder that you are still around without really encroaching on the lead’s time.
Direct Mail: Despite the fact that some industries can effectively filter it, direct mail can serve as an effective way to cut through the noise of traditional digital advertising. This type of advertising can be in letter form, or some token item that is convenient for the follow-up of the value leads if quick closure is anticipated.
Respect the Lead’s Preferences
One has to ensure that they respects the communication channel or mode of the leads all the time.
It indicated that if a lead has said somewhere that he doesn’t want to be called or called often by a specific mode of communication, then that mode of communication has to be ignored. Neglecting such issues may cause frustration, and such individuals may just quit, leading to drop out.
Establish a Follow-Up Cadence
This is good as it provides a structure and mode of follow-ups in order to prevent any form of inconsistency in the follow-ups. Here’s a simple example:
Day 1: Composing the first message in a particular email.
Day 3: Write one more email as a follow-up to the topic discussed in the previous days and share a case or a whitepaper with the recipients.
Day 7: A phone call to ask what the lead needs and if they have any inquiries to make.
Day 14: Third email with a message about what you can offer and what the next step that could be taken.
Day 21: Final e-mail or the final message that the sender prefers to continue the conversation in other messages or indicating that he is ready to help.
Thus, varying this kind of communication is based on the level of activity of the lead, the specificity of the cycle, and the requirements of the interacted company.
How Many Cold Emails to Send Per Day - Key Takeaways
Small users should write between 20-50 cold emails per day, explaining to the clients how they can address their problems, while large users should send 100-200 cold emails daily, using algorithms to enhance deliverability.
Apart from contributing to the clarity of the campaign, audience targeting also takes the reach up a notch and offers advice that the clients find useful while bringing ideas to their practical applications.
Deliverability is paramount; it is possible to warm up your domain and also do the email authentication.
It is always good practice to never send out some of the emails to the lists and be careful with the number of emails you send to the subscribers.
Getting the email to the inbox is a good thing because of a good sender score, but the engagement rates must be actively monitored.
Therefore, while embarking on your email marketing activities, it is advisable to make use of BookYourData to avoid falling foul of GDPR and CAN-SPAM acts of legislation, thereby infringing on the reader’s preferences as well as going against the few laws that exist.
Monitor interaction levels in this way so that one may be able to tweak the message and control daily throughput.
Some of the things that can remove an email from being considered spam include better technical settings like email authentication.
The extent of the effort depends on the budget; higher budgeting leads to better target marketing for targeted lead generation and hiring automation tools.
It means that the use of automation tools can allow you to send more e-mails without degrading the quality of outreach.
Frequently Asked Questions
Can I Send 50, 100, 500, or 2000 Emails at Once?
Yes, it is possible to send mass emails, but this is governed by the ESP and the reputation that the sender has earned. For larger quantities, it is advisable to part your list and gradually raise the sending frequency to avoid possible spam troubles and deterioration of the sender's reputation.
How To Send 1,000 Emails at Once Without Spam?
To send 1000 emails in an instance where they are not considered spam, each and every message has to be professionally written, targeted, and relevant. Select a reliable ESP, prime your domain, and follow email authentication standards (SPF, DKIM, DMARC). Further, it is relevant to avoid spam trigger words and to clean the list from time to time.
What Happens If I Exceed the Daily Sending Limit?
Sending the number of emails exceeding the daily limit will lead to emails being limited or delayed, or even completely blocked by your email service provider. It also has a rather negative effect on the sender. Therefore, the subsequent emails that the sender may have in mind to send may be considered spam. To avoid this, ensure that you do not violate your ESPs’ rules or, better still, monitor how often your messages are being sent.
