How to Use Cold Email Domain Variations for Improving Deliverability?

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Looking to improve & scale your email outreach to the next level? Learn how to use cold email variations to do so, in our stepwise guide for B2B sales teams.

The success of a cold email campaign often depends on a critical, but frequently overlooked aspect: the strategic use of cold email domain variations. If you’re a B2B business, using cold email as an outbound channel requires a complete understanding of how to use alternate email domains. 

 By doing so, you’re not only able to level up your sales initiatives, but also boost email deliverability and engagement. This article dives deeper into the concept of cold email domain variations, giving you a stepwise guide to harness them for your outreach efforts. 

We’ll also give you a low-down of how to use these variations, and the mistakes one needs to avoid while doing so. 

So let’s start! 

What Are Cold Email Domains?

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Before understanding what cold email domain variations are, it’s important to know the importance of cold email domains. 

Simply put, cold email domains are nothing but the addresses from which one sends their outreach emails. Unlike personal email addresses, these types of email IDs are set up for sending cold business proposals to potential customers.  

For instance, while your regular business email might be [email protected], a cold email domain could be [email protected]

The strategic use of these domains is pivotal in B2B campaigns, where making a strong first impression is key.

When used properly, these domains help segregate your outbound efforts from regular business communication, protecting your primary domain’s reputation and improving deliverability. 

What are Cold Email Domain Variations?

What are cold email domain variations?

Now, onto cold email domain variations. These are variations of your primary cold email domain, designed to diversify your outreach efforts. For instance, if your main cold email domain is [email protected], a variation could be [email protected]

But why the need for variations? Simple: it’s about risk distribution. 

Sending all emails from one domain can lead to higher spam scores and potential blacklisting if a few recipients mark your emails as spam. Using variations mitigates this risk. 

However, it’s a balancing act. Overuse can lead to ESPs flagging your emails as spam or phishing attempts, so use them judiciously.

How to Use Cold Email Domain Variations? – Step-by-Step Process

How to Use Cold Email Variations?

Utilizing cold email domain variations effectively is a nuanced process that requires careful planning and execution. 

Here’s a detailed breakdown of the steps involved:

Step 1: Research Your Target Audience

Understanding your audience is the cornerstone of any successful outbound strategy, especially when it comes to cold emailing. Tailoring your domain variation to resonate with your audience can significantly boost your campaign’s effectiveness. 

When conducting audience research, consider factors like industry, company size, and the specific needs and challenges of potential clients. Use this information to craft domain variations that speak directly to your audience’s interests and industry language. 

For example, a domain like [email protected] might appeal more to legal tech firms, suggesting a direct relevance to their field.

By doing this, you not only improve the chances of your emails being opened but also set the stage for a more engaging conversation.

Step 2: Use A Tool to Generate Alternate Email Domains

Leveraging tools to generate cold email domain variations streamlines the process of finding the most effective and professional options. These tools analyze your primary domain and suggest variations that maintain your brand’s essence while offering the novelty needed for cold emailing.

Using such tools ensures that your cold email domain variations aren’t just relevant but also unique and professional. They also help you avoid pitfalls like overused domains or variations that might be perceived as spammy. 

When selecting a tool for this purpose, look for features such as domain availability checks, brand consistency and recommendations aligned with your industry. 

This step is crucial in ensuring that your domain variations are not only effective in avoiding cold email spam filters but also in maintaining the integrity and professionalism of your brand. 

Step 3: Keep things professional

The importance of maintaining professionalism in your domain choices cannot be overstated. While creativity is encouraged, you must avoid quirky or overly casual variations which might detract you from the brand’s credibility. 

Professional-sounding domains lend legitimacy to your outreach, signaling to your recipients that you are serious about your business and respectful of their time. 

This approach is also essential to achieving a good open rate for cold emails. 

Step 4: Test & track results

Testing and tracking are vital components of any outbound strategy, including the use of cold email domain variations. Monitoring metrics such as the open and bounce rates alongside the number of replies offers in-depth insights into the effectiveness of your domain variations.

Begin by sending a small batch of emails with different domain variations and monitor which ones perform the best in terms of open and response rates. 

This testing phase is crucial in understanding what resonates with your audience.

You can also use any of the popular email analytics tools to track the KPIs and adjust your strategy accordingly.
 

How to Setup A Cold Email Domain?

Setting up a cold email domain effectively is a crucial step in ensuring that your emails not only reach your prospects but also compel them to engage. They’re crucial when you think of leveraging cold email domain variations in your outbound. 

Here’s how to get started: 

  • Choose a relevant domain name: Select a domain name that reflects your business and the purpose of your email campaign. It should be easy to remember and relevant to your target audience.
  • Purchase the domain: Use a reputable domain registrar to purchase your chosen domain. This ensures reliability and security for your email communications.
  • Email authentication setup: Setting up email authentication protocols like SPF, DKIM, and DMARC is essential. These protocols verify that the email is from a legitimate source and significantly reduce the chances of your emails being marked as spam.
  • Domain warmup: Once you’ve authenticated the email protocols, you need to gradually increase the volume of emails sent from a new domain. Doing this helps in building a positive sender reputation with ISPs and ESPs.
  • Unique email content: Ensure that the content in your emails is unique and engaging. Repeated content across various emails can trigger spam filters.
  • Monitor deliverability: Regularly check if your emails are being delivered to the inbox. Tools like GlockApps, Saleshandy and MxToolbox  are quite useful when it comes to monitoring any deliverability issues. 
  • Compliance and list hygiene: Keep your email list clean and up-to-date. Regularly remove unengaged subscribers and ensure compliance with email marketing laws like GDPR.
  • Review and adjust: Continuously review the performance of your cold email campaigns. Make necessary adjustments based on feedback and analytics to improve effectiveness.

By meticulously following these steps, you can set up a cold email domain that not only reaches your intended audience but also engages them effectively, paving the way for successful B2B relationships.

How to Create Cold Email Domain Variations?

Creating effective cold email domain variations involves a blend of creativity and strategy. 

Here are some proven methods you can try out: 

  • Alternate domain suffix: Choose different domain suffixes like .net, .org, or .co to create variations. This maintains brand consistency while offering variation.
  • Add a word: Incorporate a word that reflects your campaign’s intent, like [email protected] or [email protected]. This can make your email more appealing and relevant to the recipient.
  • Use a hyphen: Consider using a hyphen to create variations, such as team-yourdomain.com. This is a simple yet effective way to diversify your domains while keeping them recognizable.

Each of these methods helps in maintaining the essence of your primary domain, ensuring brand consistency and reducing the risk to your domain’s reputation.

Mistakes to Avoid with Cold Email Variations

When using cold email domain variations, certain pitfalls can hinder your campaign’s success. Here are some of the most common mistakes you need to avoid:

Overusing Variations 

While using cold email domain variations can be a strategic move, its excessive use can backfire, leading to your emails being marked as spam. It’s important to find a balance so as to avoid spam filters or confusion among recipients. 

When you use cold email domain variations judiciously, it not only enhances your deliverability but also the credibility of your brand. 

Make sure to regularly check domain usage & keep the number of variations reasonable in line with your overall outreach volume.

Ignoring Feedback

Feedback, both positive and negative, is a goldmine of information in optimizing your cold email campaigns. Neglecting the responses and feedback from your email campaigns can lead to missed opportunities for improvement. 

High spam rates or negative responses should be a cue to re-evaluate your approach. Ignoring these signals can not only impact the current campaign but can also tarnish your long-term reputation. 

Regularly analyze response rates and feedback to fine-tune your messaging, frequency, and targeting for better engagement and a good open rate for cold emails.

Not monitoring Deliverability

Monitoring email deliverability is essential in ensuring the proper use of cold email domain variations. Regular checks on whether your emails are making it to the inbox or getting lost in spam folders are crucial. 

Failure to track deliverability can lead to significant portions of your outreach efforts going unnoticed. Utilize deliverability tracking tools to get real-time insights and make necessary adjustments. 

This ongoing vigilance helps in maintaining a high deliverability rate, ensuring that your carefully crafted messages reach their intended audience.

Inconsistent Branding

Maintaining a consistent brand identity across all your email variations is vital. Inconsistent branding in your email communications can confuse your recipients and dilute the impact of your message.

Every email, regardless of the domain it’s sent from, should clearly represent your brand’s voice, style, and values. 

This consistency helps in building brand recognition and trust among your audience.

Even when using alternate email domains, ensure that the look, feel, and message of your emails are in harmony with your overall brand strategy. 

Leverage the Power of Cold Email Domain Variations For Your Outreach

Utilizing cold email domain variations can significantly improve the success rate of your campaigns by avoiding spam filters and establishing a stronger trust between the sender and recipients. 

When done correctly, it can lead to higher engagement rates and more fruitful business relationships. Remember, the key is to use these variations judiciously and in alignment with your overall marketing strategy.

If you’re looking to use cold email domain variations in your outreach strategy & leverage expert guidance throughout this process, Cleverviral’s cold outreach solutions can be of help. 

To know more about how we can help, drop us a line at [email protected] or simply fill out the contact form – and our team will connect with you shortly. 

Frequently Asked Questions

How often should I change my email domain to avoid spam filters?

Switching the domain doesn’t always guarantee being able to avoid cold email spam filters. Instead of this, the focus should be on the email copy & enhancing your sender reputation.

Once you do this, and engage the prospects with your email content, you won’t need to use a lot of cold email domain variations.

What is a good open rate for cold emails?

Based on the campaigns we’ve sent over the last few years, a good open rate for cold emails should ideally be around 40% or higher.

How many emails can I send per domain?

The number of cold emails per domain depends on multiple factors, such as:

– Domain reputation
– Sender score
– Email content

Its important to avoid sending too many emails quickly, since that might trigger spam filters.

Should you send cold emails from your primary domain?

No, you shouldn’t send cold emails from the primary domain. Rather, it makes sense to use alternate email domains related to your business & industry.

What is the best domain for cold emails?

The best domain for cold emails is one that has a good sender score & domain reputation and isn’t associated with spam or abuse. Using a domain with a positive email history increases the chances of landing in the primary inbox & getting a reply.

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About the Author

Manan

Manan is a B2B copywriter & content strategist at Cleverviral. A content marketer and writer for 5+ years, he has written for our clients like Forms On Fire, Wigzo and Lenovo for their email and other content-related operations.Get in touch with him at: [email protected]

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