Email providers watch new sending addresses closely. An address that suddenly sends a lot of messages to strangers can be blocked, sometimes for good. Outreach Asia paces sending with two limits, and the lower one always wins.
Two limits, the lower one wins
| Limit | Applies to | Set by |
|---|---|---|
| Company allowance | Email and WhatsApp messages together, per day. | Your account manager. |
| Mailbox warm-up | Emails from one sending address, per day. | Fixed by the address’s age. |
If your allowance is 20 but your mailbox is on day 5 of warm-up, you can send 10 emails that day. Both limits reset at 08:00 Malaysia time (00:00 UTC). First emails, follow-ups, automatic answers and test emails all count; the Sent page shows how much of today’s limit is used.
The warm-up ramp
Day 1 is the day of the address’s first real email. The limit then rises in steps:
| Days | Emails a day |
|---|---|
| Day 1 to 13 | 10 |
| From day 14 | 15 |
| From day 21 | 20 |
| From day 28 | 25 |
| From day 35 | 30 |
The ramp belongs to the mailbox, not your company, and it cannot be skipped. All clients sending through the agency mailbox share its ramp and its daily count. The Dashboard shows the warm-up schedule under Sending health, and setup step 6 shows which day your sending address is on.
When sending happens
- With Automatic sending on, the daily run starts at 10:00 Malaysia time by default. Change it in Settings → Automation under Run every day at. After the run starts, drafts whose review ends later that day are picked up within minutes.
- Messages in a batch are spaced a few seconds apart.
- A temporary server error is retried a small number of times. A permanent rejection is not.
- With automatic sending off, drafts wait after their review until you send them from Sent.
Splitting the allowance across campaigns
When more than one campaign is running, the daily allowance is split evenly between them by default. On the Campaigns page, use Change the split to give a campaign a larger share. Automatic sending only sends to good matches: by default, companies scoring at least 30 out of 75.
Protect your sending address
- Authenticate the domain first. Set up SPF, DKIM and DMARC before the first send. In our first campaigns, a domain without them received no replies.
- Keep bounces low. The Dashboard marks a bounce rate under 2% as healthy and 5% or more as too high. An early 7% hard-bounce rate taught us to verify addresses before sending.
- Hold back attachments until warm-up ends. Attachments from a new address are more likely to be filtered.
- Do not add volume elsewhere. If the same address also sends newsletters, those count against its reputation.
Changing or disconnecting your mailbox turns automatic sending off, so a new address never starts sending unattended before you have checked it.
Raising your limits
Your account manager can raise your company allowance with Ask for more or by email. The warm-up ramp cannot be raised; it protects your address. A higher allowance only makes a difference once the mailbox’s warm-up limit is above it, and starting another campaign does not add capacity, because campaigns share the same allowance.
Need help with something not covered here? Email wilson@communication21.com or use Help & glossary in the app.