Best practices for sending newsletters from a separate domain

Your outbound isn’t broken. Your delivery is. On a recent call with a prospect, their story felt all too familiar: → Strong offer → Great product → Hyper-relevant messaging → Talented SDR team … yet sub-1% reply rates. They couldn’t understand why. But 5 minutes into the teardown, the culprit was obvious: → They were sending from their main domain. → With open tracking links. → Straight into corporate spam filters. The emails were never reaching the inbox. Here’s the part nobody wants to admit: Most of your emails aren’t getting seen. They’re getting filtered - before your great offer ever has a chance. 👉 Modern email filters don’t care how good your offer is. 👉 They care about the technical quality of your sending. 👉 And if you mess that up? You lose before the race starts. But here’s where most teams go wrong... If your reply rate is under 1%, you probably don’t have a messaging problem. You have a delivery problem. And here’s why: → Sending from your primary domain? You’re flagged (in most cases!) → Using open/click tracking links? You’re flagged. → Over-sending volume on single domains? You’re flagged. → Unclean lists? You’re flagged. Fixing this is not optional anymore. It’s why our first step with any client is to rebuild outbound infrastructure first: → Secondary domains, warmed properly → Multiple domains to spread volume → No tracking links → Clean, segmented data → Inbox placement tests weekly Performance benchmarks monitored religiously Once that’s in place - then we optimize messaging. The result? → Reply rates go from <1% to 4–5%+ → SDRs aren’t wasting time on broken infrastructure → Pipeline grows without scaling headcount The takeaway: Before you tweak your copy, fix your delivery. Most “bad” outbound is just bad plumbing.

8 steps for 99% email deliverability. Stop risking your domain - here’s what actually works: After reviewing data from 10,000+ inboxes, these are the practices RevGrowth trusts for safe, consistent inbox placement. Most teams skip at least one of these, then wonder why their cold emails land in spam. Here’s how I set up every outbound campaign: 1️⃣ Use Secondary Domains → Never send from your main domain. ↳ I buy secondary domains through Cloudflare for extra security and easy management. 2️⃣ Track Replies Only → Open and click tracking hurt deliverability. ↳ I keep reply tracking on and turn everything else off. Clean signal, less risk. 3️⃣ Send Fewer Emails Per Mailbox → I stick to 30 emails/day per mailbox, max. ↳ Spread your volume across several domains. Fewer red flags, more consistency. 4️⃣ Warm Up Slowly → Ramp up sending volume over time. ↳ Start low, increase gradually. This builds trust with inbox providers. 5️⃣ Double-Verify Your Lists → Bad data kills sender reputation. ↳ I use LeadMagic, Icypeas, and Prospeo for initial cleaning, then double-check with Enrichley. Clean lists = low bounce rates. 6️⃣ Use Modern Sending Platforms → Old-school SEPs drag down deliverability. ↳ I recommend Instantly.ai, Smartlead, or EmailBison. ↳ Avoid Outreach and Salesloft—they still hurt inbox rates in 2024. 7️⃣ Automate CRM Syncing → Manual updates cause errors and missed follow-ups. ↳ OutboundSync handles real-time syncing with HubSpot or SFDC. Less manual work, more accuracy. 8️⃣ Stick to Plain Text → Links and images lower inbox rates. ↳ I write text-only emails. They look more human and get better placement. 💡 Email is not dead. But the rules have changed. You need the right setup and clean data, not just good copy. I keep these 8 steps in every workflow for myself and all client accounts. What’s been your biggest deliverability challenge lately?

"We're scared to send cold emails from our main domain." Got this message yesterday from a $50M company. Their marketing team wanted to do outbound. Their IT team said "absolutely not." Their CEO was stuck in the middle. Sound familiar? Here's the thing everyone gets wrong about domain reputation... Your main domain ≠ your sending domains. The framework: → Buy separate domains for outbound → Forward them to your main site → Set up proper authentication (SPF, DKIM, DMARC) → Warm them for 2 weeks minimum → Send 25 emails/day max per account We manage thousands of email accounts. Zero main domain reputation issues. Ever. "But won't prospects think we're sketchy?" Nope. They don't remember cold emails they didn't respond to. And if they Google you, everything forwards to your real site anyway. The biggest risk isn't domain reputation. It's missing out on pipeline because you're paralyzed by fear. Anyone else dealing with IT teams who think cold email = instant blacklist? Drop your domain horror stories below 👇

Protecting your e-mail reputation: why you maybe should rethink your domain/mailbox setup In the world of email marketing and outreach, your domain reputation is everything. It's the key that determines whether your messages land in the inbox or get lost in the spam folder. But here's a critical mistake many companies make: using a single domain, often their primary business domain, for all types of email communications. This approach is like putting all your eggs in one very fragile basket. Here's why it's risky: 1️⃣ Vulnerability to Reputation Damage: If just one mailbox associated with your domain gets compromised or flagged for spam, it can drag down the reputation of your entire domain. This means every email you send - from marketing campaigns to critical business communications - could be affected. 2️⃣ Limited Scalability: As your outreach efforts grow, so does the strain on your domain's reputation. Using a single domain doesn't allow for the flexibility and segmentation needed for sophisticated email strategies. 3️⃣ Difficulty in Isolating Issues: When problems arise, it's challenging to pinpoint and address the source without affecting your entire email operation. So, what's the smarter approach? ✅ Implement a Multi-Domain Strategy: Use separate domains for different types of email activities. This isolates risks and allows for more targeted reputation management. ✅ Protect Your Primary Domain: Never use your main business domain for cold outreach or high-volume marketing campaigns. Reserve it for important business communications and warm leads. ✅ Create a Scalable Infrastructure: Set up multiple domains and mailboxes in a way that allows you to contain potential issues and scale your efforts without compromising overall deliverability. ✅ Monitor and Adapt: Regularly check the health of each domain and mailbox. Be ready to adjust your strategy based on performance metrics. By adopting this approach, you're not just protecting your email deliverability - you're setting up a robust foundation for all your cold outbound motion. It's about thinking long-term and creating a system that grows with your business. -- Hey there, I'm Fabian. I run an AI Agency Automindz Solutions. We use proven AI strategies to maximize your pipeline growth. 🔔 Follow me for more stuff about AI automation in sales.