How to Future-Proof Domains for Cold Email

Want your cold emails to land in inboxes, not spam folders? The secret lies in preparing your domains to meet evolving email standards. Here's what you need to know:

1. Authentication is non-negotiable: Set up SPF, DKIM, and DMARC records to verify your emails and avoid being flagged as spam.
2. Separate domains for outreach: Never use your main business domain for cold emails. Instead, create variations (e.g., getbrand.com) to protect your main domain's reputation.
3. Use multiple domains: Spread your email volume across several domains to reduce the risk of blacklisting.
4. Warm up your domains: Gradually increase email volume to build domain credibility.
5. Automate DNS management: Tools like Mailforge save time and reduce errors when managing multiple domains.

Key takeaway: Future-proofing your domains ensures your cold email campaigns remain effective, scalable, and compliant with new email standards.

How to Choose the Right Domains for Cold Email

Selecting the right domains is a crucial first step in creating a reliable cold email system. The domains you pick today will play a big role in determining whether your outreach efforts succeed as email providers continue to refine their filtering systems. Careful consideration of domain reputation, structure, and usage is key to ensuring long-term deliverability and scalability.

Check Domain Reputation and History

Start by investigating the domain's history and reputation. Older domains generally perform better with spam filters since they've had more time to build credibility with email providers.

Make sure the domain hasn't been flagged for spam or included on any blacklists. A domain with a history of phishing, malware, or spam activities can derail your campaigns, no matter how well you configure your settings. Even if a domain appears clean on the surface, its past usage might create hidden obstacles that could take months to resolve.

Look for domains that show consistent, legitimate activity over time. Domains that have frequently changed ownership or sat idle for long periods may need extra warming up before they're ready for effective cold outreach.

Pick the Right Domain Extensions and Names

When it comes to domain extensions, .com is the gold standard. It's widely trusted by email providers and is generally the safest choice. Other strong options include .co for a professional look, .io for tech and SaaS companies, and .net as a reliable fallback. However, avoid less-recognized extensions like .xyz, .biz, or country-specific domains unless you're targeting a specific region, as these are more likely to trigger spam filters.

Keep domain names simple and professional. Avoid using dashes, numbers, or symbols, as they can look untrustworthy. Instead, opt for clean and memorable variations of your primary domain. For example, if your main domain is brand.com, you could use variations like getbrand.com, trybrand.com, or brand.co for cold outreach. These alternatives maintain a connection to your brand while ensuring operational separation.

Use Multiple Domains to Reduce Risk

Using multiple domains is a smart strategy to safeguard your campaigns from blacklisting and deliverability issues. By spreading your outreach across different domains, registrars, and extensions, you create a buffer that minimizes the impact of any single domain encountering problems.

To determine how many domains you need, calculate your sending capacity. For example, if you plan to send 1,000 emails daily, you might register 10 domains with three email accounts per domain. Each account would send about 30 emails per day, keeping you within safe limits.

This multi-domain approach offers several advantages. It shields your main business domain from any cold email mishaps, allows you to monitor campaign performance separately, supports scalability without overloading your system, and reduces the risk of widespread disruptions.

A good rule of thumb is to use 3-5 email accounts per domain, with each account sending 30-50 emails daily. This setup helps maintain deliverability while maximizing your sending capacity.

Managing multiple domains can quickly become complicated, especially when dealing with DNS records, authentication protocols, and monitoring. Tools like Mailforge simplify this process by automating DNS setup, bulk updates, and domain management, saving you hours of manual effort.

Cost efficiency is another factor to consider. While Google Workspace might charge $1,680 per month for 200 mailboxes, platforms like Mailforge offer the same capacity for $484 per month. These savings can add up significantly as your operations grow.

Set Up Your Domains for Better Deliverability

Configuring your domains properly is essential for ensuring your emails land in inboxes rather than spam folders. Misconfigured DNS settings can tank your deliverability rates, while a well-structured setup provides a solid foundation for success. Here's a breakdown of the key steps to get your DNS authentication protocols in place.

Configure Your DNS Records

To authenticate your emails and safeguard your sender reputation, you need to implement SPF, DKIM, and DMARC records.

• SPF (Sender Policy Framework): This record specifies which mail servers are authorized to send emails on behalf of your domain. For instance, if you're using Google Workspace, your SPF record might look like this:
  v=spf1 include:_spf.google.com ~all
• DKIM (DomainKeys Identified Mail): DKIM ensures email integrity by attaching a digital signature to your messages. To set it up, generate a key pair, publish the public key as a TXT record (e.g., v=DKIM1; k=rsa; p=YourPublicKey), and enable signing through your email provider. This guarantees your emails haven’t been altered during transit.
• DMARC (Domain-based Message Authentication, Reporting and Conformance): DMARC ties SPF and DKIM together and adds reporting capabilities. A basic DMARC record might look like this:
  v=DMARC1; p=none; rua=mailto:dmarc-reports@yourdomain.com
  The p=none policy is a good starting point for monitoring purposes before enforcing stricter rules.

Neglecting these records - or making errors such as incorrect syntax or using free email providers like Gmail for business outreach - can lead to your emails being flagged as spam or even result in your domain being blacklisted. Always double-check your DNS settings after making changes and work with trusted email service providers to avoid pitfalls.

Once your email authentication protocols are in place, shift your focus to MX records and custom tracking domains.

Set Up MX Records and Custom Tracking Domains

MX records direct your domain's email traffic to the correct mail servers. Without properly configured MX records, your domain may struggle to send or receive emails, which can harm your sender reputation. For example, if you're using Google Workspace, your MX records might look like this:

• 1 ASPMX.L.GOOGLE.COM
• 5 ALT1.ASPMX.L.GOOGLE.COM

Verify your MX records to ensure smooth email routing.

Custom tracking domains are another important piece of the puzzle. Instead of relying on generic tracking links that might trigger spam filters, set up a branded tracking domain like track.yourdomain.com. This not only helps maintain your sender reputation but also provides more detailed analytics for your campaigns.

Why Automated DNS Setup Saves Time and Effort

Managing DNS manually can quickly become overwhelming, especially if you’re handling multiple domains. Automation can make this process faster, more consistent, and less error-prone. Danny Goff, Director of Sales at Propeller, shared his experience with automation:

"Procedures that usually took hours (setting DKIM, SPF, etc. records) for multiple domains, now take a few minutes. Mailforge is also cost-efficient since you spend per mailbox ~3 times less than with Gmail. The support team replies in minutes and is happy to sort out issues in a proactive manner!"
– Danny Goff, Director of Sales, Propeller

Here’s how manual DNS setup compares to automated tools:

Tools like Mailforge simplify the entire DNS configuration process. As Mailforge explains:

"For each domain you add to Mailforge, we take care of setting up DMARC, SPF, DKIM and custom domain tracking, following industry best practices."
– Mailforge

With automation, you can scale your operations effortlessly. Instead of spending hours configuring each domain manually, automated tools allow you to set up your entire infrastructure in minutes. They also make it easy to apply updates across all your domains when standards change, ensuring everything stays compliant with minimal effort.

Scale and Manage Your Domain Portfolio

Once your domains are set up, the next hurdle is scaling your operations without sacrificing deliverability. Expanding your cold email infrastructure means keeping a close eye on sending limits, streamlining management, and staying on top of performance metrics. By focusing on these areas, you can ensure your domain portfolio remains efficient and compliant.

Stick to Sending Limits and Warm-Up Protocols

Scaling cold email campaigns starts with respecting sending limits. For each domain, stick to 3–5 inboxes, and ensure each inbox sends only 30–100 emails daily. Email providers expect consistent, natural activity - sudden spikes or low engagement can trigger spam filters, harming your sender reputation across all your domains.

Warming up your domains is equally important. For B2B cold outreach, warm-up emails should make up about 40% of your daily volume. For example, if an inbox sends 100 cold emails daily, it should also send 40 warm-up emails to build credibility gradually. Start with low volumes for new inboxes and increase gradually over several weeks, ensuring steady engagement. This method not only strengthens your sender reputation but also improves inbox placement rates.

Avoid rushing the process. Rapidly adding domains or increasing email volume too quickly can jeopardize the stability of your entire system. Instead, focus on controlled, steady growth to maintain the health of your existing domains while expanding your reach.

Centralize Domain Management

Managing a growing portfolio of domains manually can quickly become overwhelming. That’s where centralized platforms come in, offering tools to simplify large-scale domain management. For instance, Mailforge allows users to handle hundreds - or even thousands - of domains and mailboxes with ease. The platform automates DNS setup for DMARC, SPF, DKIM, and custom tracking, eliminating the need for manual configurations.

These platforms save time by automating tasks that could take hours or even days. Features to look for include:

• Multiple workspaces to organize domains for different projects or clients
• Bulk DNS updates for simultaneous changes across all domains
• SSL and domain masking for added security and privacy
• Automated health monitoring and compliance tracking
• Access to expert support teams well-versed in cold email deliverability

Cost savings are another major advantage. For example, managing 200 mailboxes with Mailforge costs roughly $484 per month, compared to $1,680 for Google Workspace or $1,200 for Microsoft 365. Not only do you save money, but you also get an infrastructure tailored specifically for cold email campaigns. With centralized control, staying compliant and updating domains becomes far more manageable.

Keep an Eye on Domain Health and Compliance

Regular monitoring is essential for maintaining a healthy domain portfolio. Track metrics like delivery rates, open rates, and spam complaints across all domains. A sudden drop in performance often signals reputation issues that need immediate attention. Email provider policies change frequently, making it crucial to stay updated. For example, Google recently introduced stricter requirements for bulk senders, such as mandatory SPF, DKIM, and DMARC records. Adapting to these changes quickly ensures your campaigns remain effective.

Automated tools are invaluable for this kind of ongoing oversight. They can detect problems across your entire portfolio and simplify tasks like bulk DNS updates when new standards arise, saving time and reducing errors.

Compliance goes beyond technical setups. It includes following authentication protocols, sticking to proper sending limits, and adhering to anti-spam regulations. Many platforms offer expert support to guide you through these requirements, ensuring your operations remain above board as you scale.

Keep Your Domains Working Long-Term

Maintaining the health of your cold email domains is not a one-and-done task. The email world is constantly shifting, with new authentication standards and changing provider requirements. Staying proactive is key to ensuring your domains continue to perform well and align with your broader email strategy.

Stay on Top of Domain Renewals

Letting a domain expire can undo months - or even years - of hard work building your sender reputation. Once a domain expires, you lose ownership, and it becomes open to anyone, including competitors or malicious actors. If the new owner uses your old domain for spam or harmful activities, your reputation could take a permanent hit.

Recovering from this kind of setback isn’t easy. Rebuilding your email infrastructure after a domain expiration leads to downtime, lost opportunities, and unnecessary expenses. To avoid this, enable auto-renewal for your domains and set reminders well ahead of their expiration dates. Domain management tools can help you track renewal dates across your portfolio, and many registrars offer bulk renewal discounts, which are especially helpful if you manage multiple domains. For primary domains, consider renewing for several years at a time to minimize the risk of lapses. If you handle a large portfolio, staggering renewal dates can help spread out costs and keep things manageable. Keeping your domains renewed on time ensures the trust you’ve built stays intact.

Update Your DNS Records When Standards Change

Email authentication standards are always evolving, and falling behind can directly hurt your deliverability. For example, Google now requires bulk senders to set up SPF, DKIM, and DMARC records for their domains to maintain deliverability. Start by auditing your current DNS records and comparing them to the latest recommendations from your email provider or industry standards. Update SPF records to include new sending IPs, generate fresh DKIM keys if you switch providers, and adjust your DMARC policies as needed. Before rolling out changes, always test them using authentication tools to ensure everything is configured correctly.

Major email providers like Google and Microsoft often update their requirements with little warning. Businesses that adapt quickly can maintain strong deliverability, while those that delay risk seeing their emails land in spam folders. Sending emails from a domain without proper SPF, DKIM, and DMARC records is almost a guarantee that your messages will be flagged as spam. Automated tools can simplify the process of updating these records, helping you stay compliant without the hassle of manual updates.

Use Automated Tools for Bulk Domain Updates

If you manage a large number of domains, handling DNS updates manually is impractical. Automated tools, like Mailforge, can set up DKIM, SPF, and other records across multiple domains in just minutes.

These platforms allow you to make bulk updates with ease, saving you time and effort when email standards change. They also provide ongoing monitoring and maintenance, helping you stay compliant with new requirements as they arise. Many tools include features like SSL and domain masking, which add extra layers of security and privacy to your email operations.

For companies experiencing rapid growth, automation is essential to maintaining efficiency. Isabella L., Founder of Let's Fearlessly Grow, shared her experience:

"Operating in a high-growth startup environment requires speed, scalability, and operational efficiency. We needed to build an outbound motion that didn't break as we scaled - and Mailforge gave us that foundation."

Beyond saving time, automated platforms can significantly cut costs by reducing the manual workload and streamlining processes. For any cold email strategy to remain effective and scalable, automation is no longer optional - it’s a necessity.

Build a Cold Email System That Lasts

To create a cold email system that stands the test of time, you need to combine smart domain choices, proper DNS setup, strategic scaling, and regular maintenance. The aim? Build an infrastructure that not only grows with your business but also keeps your deliverability rates high. By weaving together these elements, you can establish a solid and reliable cold email foundation.

Start by selecting domains that align with your brand but remain separate from your primary business domain. This separation helps protect your main domain's reputation. Ensure every domain is authenticated with SPF, DKIM, and DMARC records to reduce the risk of being flagged as spam.

From the get-go, leverage automation to scale your system efficiently. As Danny Goff, Director of Sales at Propeller, explains, automating tasks like DNS record setup can save both time and resources:

"Procedures that usually took hours (setting DKIM, SPF, etc. records) for multiple domains, now take a few minutes. Mailforge is also cost-efficient since you spend per mailbox ~3 times less than with Gmail."

The cost savings are clear. For 200 mailboxes, Google Workspace costs $1,680 per month, and Microsoft 365 costs $1,200 per month. In contrast, Mailforge delivers the same capacity for just $484 per month, with features tailored specifically for cold email campaigns.

To protect your sender reputation, limit each mailbox to sending fewer than 50 emails per day and spread your email volume across multiple domains. This approach minimizes the risk of being flagged for excessive activity.

Keep a close eye on your campaign metrics - such as open rates, click-through rates, and bounce rates. If you notice any sudden drops in engagement or an increase in spam complaints, address the issue immediately to maintain your system's health.

For optimal performance, consider using cold email platforms like Mailforge. These platforms simplify your workflow with automated DNS setup, SSL protection, and domain masking, all designed to improve deliverability.

Isabella L., Founder of Let's Fearlessly Grow, shared her experience:

"Operating in a high-growth startup environment requires speed, scalability, and operational efficiency. We needed to build an outbound motion that didn't break as we scaled - and Mailforge gave us that foundation."

A lasting cold email system isn’t just about meeting your current needs - it’s about preparing for growth. The domains and infrastructure you set up today should be ready to handle thousands of contacts as your business expands. With accurate DNS records, automated tools, and scalable systems in place, your cold email strategy transforms into a dependable growth engine, not a recurring technical headache. By integrating these elements, you'll create a system that evolves with your business and keeps delivering results.

FAQs

Why should I use separate domains for cold email outreach, and how does it safeguard my primary domain?

Using separate domains for cold email outreach is a smart move to shield your main business domain from potential risks, like being flagged as spam. Cold email campaigns, while effective, can sometimes lead to issues with deliverability or even blacklisting. If this happens, it could damage your primary domain's reputation and disrupt essential communications, such as transactional emails.

By keeping your cold email efforts on dedicated domains, you ensure that any hiccups in deliverability won’t spill over and affect your main domain. Tools like Mailforge make this process simple by letting you create and manage multiple domains and mailboxes with ease. Plus, it automates DNS setup to enhance deliverability and protect your outreach efforts. If you're looking for more control and security, Infraforge steps it up with features like dedicated IPs, giving you a private and secure infrastructure for your campaigns.

What’s the best way to warm up my domains for better email deliverability without getting flagged as spam?

To prepare your domains for email sending and improve deliverability, begin by configuring essential DNS records such as SPF, DKIM, and DMARC. These records verify your emails and help build trust with email providers. Then, gradually ramp up your email sending volume to create a strong sender reputation.

A tool like Mailforge can make this process easier. It automates DNS configuration, ensures adherence to best practices, and helps keep your emails reaching inboxes instead of spam folders.

What are the benefits of using automated tools like Mailforge for managing DNS in cold email campaigns?

Automated tools such as Mailforge simplify DNS management for cold email campaigns, making the process quicker and stress-free. By handling the setup automatically, Mailforge removes the need for manual configurations, cutting down on errors and saving you precious time.

Key features like bulk DNS updates and automated SSL and domain masking help ensure your domains are set up for maximum deliverability and scalability. This means you can dedicate your energy to expanding your outreach efforts without getting bogged down by technical details.

Related Blog Posts

• How to Set Up Multiple Email Domains in 5 Minutes
• How to Manage Domains for Cold Email Outreach
• 5 Stages of a Cold Email Domain Lifecycle
• How Domain Reputation Impacts Cold Email Success