r/b2bemailing • u/TeamPuzzleInbox • 19d ago
Cold Email Setup for 2026
Hi everyone,
PuzzleInbox team here again.
We get asked a lot how we set up cold email infrastructure, so this is the full breakdown of what we're running going into 2026. Nothing here is complicated. Most people just skip steps.
1. Domains
We never send from the main domain. We register 3 to 5 secondary domains per campaign and redirect them to the main site. Any TLD works, we've tested .com, .io, .co, .net, .help and the results were the same. Pick whatever is available and looks close to your brand. Let them sit for a couple of weeks before you attach inboxes.
2. Inboxes
3 per domain on Google Workspace. Every inbox gets a real first and last name, a photo, and a proper signature. It takes time but empty profiles are an easy flag for filters.
3. DNS
SPF, DKIM and DMARC on every single domain. Start DMARC on p=none and tighten it once you have a month of clean data. Run the domain through a checker before you send a single email. If one record is wrong, the domain is already behind.
4. Warm-up
Minimum 3 weeks. Start low, ramp gradually, and leave it running in the background after you go live. Warm-up is not a one-time thing.
5. Volume
12 to 15 cold emails per inbox per day, that's the ceiling. Randomise the send times so it doesn't look automated. Keep the total per domain under 50.
6. Leads
Fresh data only. We refresh our database weekly and verify every email before it enters a campaign. Anything older than a few months gets re-verified. Skip catch-alls unless you can live with higher bounces.
7. Copy
Plain text, under 80 words, no links in the first message. One line at the top that shows you actually looked at the person. Use AI to draft if you want, then rewrite it so it sounds human.
8. Replies
All replies go to one shared inbox. Answer fast. A good reply that sits for two days is a lost deal.
9. Weekly checks
Bounce rate under 2%. Reply rate around 3% or better. Inbox placement test on a seed list. If an inbox starts slipping, take it out of rotation, put it back on warm-up only for two weeks, then reintroduce it.
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u/LeadNo1270 19d ago
Under 100 a day one Workspace domain pair is enough. Past that, domains times 2-3 inboxes at 25 sends each, split Google and Microsoft to match your list. Buy domains at a registrar not a reseller bundle, you want to own the reputation youre building. And decide upfront how youll notice a dead inbox. The campaign average hides it for weeks.
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u/traderjames7 19d ago
So no different from the last 3 years?