Effectively managing your email accounts is essential for the success of your B2B cold email outreach. Following best practices for buying, configuring, warming up, authenticating mailboxes, and validating email lists ensures your campaigns reach your prospects' inboxes and achieve optimal results.
Let’s get started 🚀
Buying Mailboxes
Using dedicated DFY domains and mailboxes protects your primary business domain from being blacklisted or flagged as spam. This approach ensures brand credibility, maximizes deliverability, and keeps your main domain reputation safe during cold outreach.
Note: If you prefer owning your domains, avoid using your primary domain (e.g., yourcompany.com). Instead, buy related domains like yourcompanyhq.com or yourcompanymail.com to isolate outreach activity and protect your main domain reputation.
The GIF below illustrates connecting to your DFY account and selecting a domain name, and purchasing it. For more information, refer to this document.
Authenticating Mailboxes
Email authentication proves to recipients and email providers that your emails are legitimate and not spoofed. Properly configuring SPF, DKIM, and DMARC records helps improve inbox placement and protects your domain’s reputation.
To generate a valid DMARC record, use EasyDMARC's DMARC Generator, enter your domain, and copy the generated TXT record for use in your DNS settings.
Access your domain’s DNS settings via your domain registrar (GoDaddy or Namecheap), and add a TXT record with the below Host and Value.
Record Type | Host (Name) | Value (Content) |
SPF (Sender Policy Framework) | @ | v=spf1 include:spf.b2brocket.ai -all |
DKIM (DomainKeys Identified Mail) | default._domainkey | (Paste the DKIM public key provided by your email provider) |
DMARC (Domain-based Message Authentication, Reporting & Conformance) | _dmarc | v=DMARC1; p=none; rua=mailto:[email protected] (from EasyDMARC's DMARC Generator) |
Tip: Once you've added your DNS record, it's important to verify that it's active and correctly formatted. Use the free MxToolbox DMARC Check Tool to instantly confirm your configuration and spot any issues before sending cold emails.
Common Mailbox Disconnection Issue – What to Check First
If the mailbox is getting disconnected, avoid reconnecting it immediately. Always check DNS configuration and access conflicts first.
Use MXToolbox to run diagnostics, look up MX, SPF, DKIM, and DMARC records. Missing or incorrect DMARC records are a common cause of disconnection.
Also, confirm the mailbox isn’t being accessed through another platform (like cPanel or a third-party email provider), which can trigger auto-disconnection.
Note: If the domain is from Namecheap but mailboxes are from another provider, you may not have access to the Google Workspace Admin Panel. This can block connections due to missing app authorization or unverified domain status.
In such cases, contact your email provider to authorize your app/client ID and ensure a DMARC record is published even without the DMARC policy enabled, to avoid future disconnections. |
Warming Mailboxes
Warming up your mailbox is essential for building a strong sender reputation with email service providers (ESPs). This process involves gradually increasing your daily email sending volume to gain trust and reduce the risk of being flagged as spam.
Start with a low number of emails—around 20 per day in the first week—and slowly ramp up over a few weeks. For more on how you customize your sending schedule, refer to this document.
