If you see "Email Warm Up In Progress," that's good news. It means the system is working exactly as it should.
Email Warm Up protects your sender reputation. It works by gradually increasing the number of contacts you can email, based on your sending performance over time. That gradual ramp-up is what keeps your emails landing in inboxes instead of spam folders.
Below, you'll find more on how the system works and what you can do to help it along.
How It Works
Email sending limits are system-defined thresholds that control how many emails you can send in a given period. They exist to protect your deliverability and sender reputation.
The system monitors your spam rate on a rolling 30-day basis.
If your spam rate stays low, your emailable contact limit increases automatically over time.
Use the Email Metrics section of your dashboard to track spam complaints, unsubscribes, and bounces. Reviewing these regularly helps you spot issues early.
Automated adjustments (slowing or pausing email sends) can happen if spam complaints or bounces exceed acceptable levels; these protect your deliverability, not penalize you.
How You Can Help
Start by adding Active leads who have engaged with you in the last 12 months. Prospects who've shown real interest in your services. They're most likely to open and click, which quickly builds your RealScout sending reputation. Engaged contacts are the fastest path through warm-up.
What's Happening With Your Emails
Email providers like Gmail and Yahoo closely watch new senders to prevent spam. RealScout gradually ramps up your sending volume to build a positive reputation with them, a process that takes some time.
Your sending capacity increases automatically based on performance and engagement metrics; manual increases aren't available, since the process is entirely system-driven.
High spam complaints trigger automatic protection; your delivery gets slowed or paused until things recover. Once things recover, sending resumes automatically.
Important Notes
Your "Next Send" dates stay delayed during warm-up.
You can still manually send alerts to contacts.
The system re-evaluates your performance daily, using a rolling 30-day window.
As your engagement improves and you remove emails from your Nurtured Contact list with Errors, your warm-up status advances.
FAQs: Helpful Actions You Can Take Today
FAQs: Helpful Actions You Can Take Today
1. Monitor your Email Metrics.
Check the Email Metrics section of your dashboard regularly to track spam complaints, unsubscribes, and bounces, and adjust your approach as needed.
2. Clean your database.
Update incorrect email addresses or Archive contacts with invalid or bounced emails, or those who've marked you as spam. Head over to your nurtured contact list and scroll to the errors column (or filter by it).
3. Focus on engaged contacts.
Prioritize contacts who actually open your emails; it's the single best thing you can do for your sender reputation.
4. Manually send email alerts to contacts
Listing Alerts Dashboard — buyer, renter, and sold alerts for your contacts.
Market Activity Alerts Dashboard — review and manually send Market Activity Alerts.
Home Value Alerts Dashboard — view and individually send Home Value Alerts.
5. Improve your templates. Review your templates at My Templates. Learn more in About Templates (NEW). Avoid technical-sounding search names that might trigger spam filters — use inviting, natural-sounding ones instead.
Common Issues That Could Extend Your Warm-Up Period
Recipients are marking your emails as spam or rejecting them outright.
Invalid or bounced email addresses.
Templates that trigger spam filters.
Overly broad tags applied to templates. For example, using a general tag like Buyer or Seller on a template can accidentally create alerts for every contact with that tag, not just the ones you meant to target. Use specific tags tied to a particular area or template type instead. Learn more about Tags and Template automation.
Overlapping campaigns emailing the same contacts at the same time from different platforms or domains increase spam risk.
Need more help? Contact our support team via the Support tab in your RealScout account.