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Domain Warmup: How It Works (Fixed-Stage Model)

Learn how GHL Customer Care’s fixed-stage domain warmup helps improve email deliverability by gradually building sender reputation with Gmail, Outlook, and others.

4 min read941 words6 explained imagesUpdated Tue, 30 Jun at 10:55 PM
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On this page
  1. What is Domain Warmup?
  2. How the Warmup Model Works
  3. When Does Warmup Start?
  4. Who Can Use Email Warmup and How to Enable It
  5. Google Postmaster Integration (Recommended)
  6. Best Practices for a Successful Warmup
  7. When Is Warmup Complete?
  8. Frequently Asked Questions
EMAIL DELIVERABILITY
Domain Warmup: How the Fixed-Stage Model Works
Learn how the platform's fixed-stage warmup model builds sender reputation and improves deliverability for new and existing domains.
What You'll Learn

This guide explains how the platform's domain warmup works using a fixed-stage model — helping you build sender reputation and improve email deliverability safely.

1What is Domain Warmup?

Domain warmup is the process of gradually increasing your daily email volume to build a trusted sender reputation with inbox providers like Gmail, Outlook, and Yahoo.

Without proper warmup, new domains are more likely to:

  • Be flagged as spam
  • Experience high bounce or complaint rates
  • Face email delivery blocks or delays

The platform automates this process to help you build trust and maximize email deliverability.

2How the Warmup Model Works

This system uses a fixed-stage, gradual warmup model, which means:

  • Each stage has a predefined daily sending limit.
  • Progression only occurs when the full daily limit for the current stage is reached.
  • If the daily limit is not met, the domain remains in the same stage.
  • There are no hourly sending limits.
  • You must send emails through the warming domain for progress to be tracked.
Warmup Stage Breakdown
StageDaily Limit
11,000
22,500
35,000
46,500
58,000
610,000
714,000
820,000
925,000
1035,000
1150,000
1280,000
13125,000
14175,000
15250,000
Tip

Reaching the daily limit for your current stage doesn't block your sending — emails will still go out. Hitting the full limit is simply what triggers progression to the next stage.

3When Does Warmup Start?

  • For newly created domains: Warmup is automatically enabled when the domain is created and verified. No manual action is needed.
  • For existing domains: Warmup must be enabled manually. When you enable warmup on an existing domain, the system automatically analyzes past email activity and Google Postmaster reputation data (if integrated).

Based on this analysis, it recommends the most suitable starting stage to ensure smooth warmup progression.

4Who Can Use Email Warmup and How to Enable It

Email warmup is available for both agencies and sub-accounts using dedicated domains.

Agency Domain
To enable warmup for an agency domain
  1. Go to Agency Settings.
  2. Click Email Services, then select SMTP Service.
  3. Go to the Dedicated Domain and IP tab.
  4. Choose your domain and click Start Warmup.
Who Can Use Email Warmup and How to Enable It (image 1 of 6) What this shows EMAIL DELIVERABILITY Domain Warmup: How the Fixed-Stage Model Works Learn how the platform's fixed-stage warmup model builds sender… What this shows Illustrates the "Who Can Use Email Warmup and How to Enable It" section of "Domain Warmup: How It Works (Fixed-Stage Model)". This screenshot appears in the "Who Can Use Email Warmup and How to Enable It" section of "Domain Warmup: How It Works (Fixed-Stage Model)". For context, this section explains: EMAIL DELIVERABILITY Domain Warmup: How the Fixed-Stage Model Works Learn how the platform's fixed-stage warmup model builds sender reputation and improves deliverability for new and existing domains. What You'll Learn This guide explains how the platform's domain warmup works using a fixed-stage…. This part of the guide covers 7 fields, listed below. Image 1 of 6
Fields in this part of the guide Be flagged as spamExperience high bounce or complaint ratesFace email delivery blocks or delaysDomain reputation (High, Medium, Low, Bad)Spam complaint ratesAuthentication statusDelivery and error metrics
Buttons and menus referenced Agency SettingsEmail ServicesSMTP ServiceDedicated Domain and IPStart WarmupSub-Account Settings
All 3 steps in this procedure
  1. Be flagged as spam
  2. Experience high bounce or complaint rates
  3. Face email delivery blocks or delays
Agency Settings → Email Services
Who Can Use Email Warmup and How to Enable It (image 2 of 6) What this shows EMAIL DELIVERABILITY Domain Warmup: How the Fixed-Stage Model Works Learn how the platform's fixed-stage warmup model builds sender… What this shows Illustrates the "Who Can Use Email Warmup and How to Enable It" section of "Domain Warmup: How It Works (Fixed-Stage Model)". This screenshot appears in the "Who Can Use Email Warmup and How to Enable It" section of "Domain Warmup: How It Works (Fixed-Stage Model)". For context, this section explains: EMAIL DELIVERABILITY Domain Warmup: How the Fixed-Stage Model Works Learn how the platform's fixed-stage warmup model builds sender reputation and improves deliverability for new and existing domains. What You'll Learn This guide explains how the platform's domain warmup works using a fixed-stage…. This part of the guide covers 7 fields, listed below. Image 2 of 6
Fields in this part of the guide Be flagged as spamExperience high bounce or complaint ratesFace email delivery blocks or delaysDomain reputation (High, Medium, Low, Bad)Spam complaint ratesAuthentication statusDelivery and error metrics
Buttons and menus referenced Agency SettingsEmail ServicesSMTP ServiceDedicated Domain and IPStart WarmupSub-Account Settings
All 3 steps in this procedure
  1. Be flagged as spam
  2. Experience high bounce or complaint rates
  3. Face email delivery blocks or delays
SMTP Service
Who Can Use Email Warmup and How to Enable It (image 3 of 6) What this shows EMAIL DELIVERABILITY Domain Warmup: How the Fixed-Stage Model Works Learn how the platform's fixed-stage warmup model builds sender… What this shows Illustrates the "Who Can Use Email Warmup and How to Enable It" section of "Domain Warmup: How It Works (Fixed-Stage Model)". This screenshot appears in the "Who Can Use Email Warmup and How to Enable It" section of "Domain Warmup: How It Works (Fixed-Stage Model)". For context, this section explains: EMAIL DELIVERABILITY Domain Warmup: How the Fixed-Stage Model Works Learn how the platform's fixed-stage warmup model builds sender reputation and improves deliverability for new and existing domains. What You'll Learn This guide explains how the platform's domain warmup works using a fixed-stage…. This part of the guide covers 7 fields, listed below. Image 3 of 6
Fields in this part of the guide Be flagged as spamExperience high bounce or complaint ratesFace email delivery blocks or delaysDomain reputation (High, Medium, Low, Bad)Spam complaint ratesAuthentication statusDelivery and error metrics
Buttons and menus referenced Agency SettingsEmail ServicesSMTP ServiceDedicated Domain and IPStart WarmupSub-Account Settings
All 3 steps in this procedure
  1. Be flagged as spam
  2. Experience high bounce or complaint rates
  3. Face email delivery blocks or delays
Dedicated Domain and IP tab
Sub-Account Domain
To enable warmup for a sub-account domain
  1. Go to the Sub-Account Settings.
  2. Click Email Services, then select SMTP Service.
  3. Go to the Dedicated Domain and IP tab.
  4. Choose your domain and click Start Warmup.
Who Can Use Email Warmup and How to Enable It (image 4 of 6) What this shows EMAIL DELIVERABILITY Domain Warmup: How the Fixed-Stage Model Works Learn how the platform's fixed-stage warmup model builds sender… What this shows Illustrates the "Who Can Use Email Warmup and How to Enable It" section of "Domain Warmup: How It Works (Fixed-Stage Model)". This screenshot appears in the "Who Can Use Email Warmup and How to Enable It" section of "Domain Warmup: How It Works (Fixed-Stage Model)". For context, this section explains: EMAIL DELIVERABILITY Domain Warmup: How the Fixed-Stage Model Works Learn how the platform's fixed-stage warmup model builds sender reputation and improves deliverability for new and existing domains. What You'll Learn This guide explains how the platform's domain warmup works using a fixed-stage…. This part of the guide covers 7 fields, listed below. Image 4 of 6
Fields in this part of the guide Be flagged as spamExperience high bounce or complaint ratesFace email delivery blocks or delaysDomain reputation (High, Medium, Low, Bad)Spam complaint ratesAuthentication statusDelivery and error metrics
Buttons and menus referenced Agency SettingsEmail ServicesSMTP ServiceDedicated Domain and IPStart WarmupSub-Account Settings
All 3 steps in this procedure
  1. Be flagged as spam
  2. Experience high bounce or complaint rates
  3. Face email delivery blocks or delays
Sub-Account Settings → Email Services
Who Can Use Email Warmup and How to Enable It (image 5 of 6) What this shows EMAIL DELIVERABILITY Domain Warmup: How the Fixed-Stage Model Works Learn how the platform's fixed-stage warmup model builds sender… What this shows Illustrates the "Who Can Use Email Warmup and How to Enable It" section of "Domain Warmup: How It Works (Fixed-Stage Model)". This screenshot appears in the "Who Can Use Email Warmup and How to Enable It" section of "Domain Warmup: How It Works (Fixed-Stage Model)". For context, this section explains: EMAIL DELIVERABILITY Domain Warmup: How the Fixed-Stage Model Works Learn how the platform's fixed-stage warmup model builds sender reputation and improves deliverability for new and existing domains. What You'll Learn This guide explains how the platform's domain warmup works using a fixed-stage…. This part of the guide covers 7 fields, listed below. Image 5 of 6
Fields in this part of the guide Be flagged as spamExperience high bounce or complaint ratesFace email delivery blocks or delaysDomain reputation (High, Medium, Low, Bad)Spam complaint ratesAuthentication statusDelivery and error metrics
Buttons and menus referenced Agency SettingsEmail ServicesSMTP ServiceDedicated Domain and IPStart WarmupSub-Account Settings
All 3 steps in this procedure
  1. Be flagged as spam
  2. Experience high bounce or complaint rates
  3. Face email delivery blocks or delays
SMTP Service
Who Can Use Email Warmup and How to Enable It (image 6 of 6) What this shows EMAIL DELIVERABILITY Domain Warmup: How the Fixed-Stage Model Works Learn how the platform's fixed-stage warmup model builds sender… What this shows Illustrates the "Who Can Use Email Warmup and How to Enable It" section of "Domain Warmup: How It Works (Fixed-Stage Model)". This screenshot appears in the "Who Can Use Email Warmup and How to Enable It" section of "Domain Warmup: How It Works (Fixed-Stage Model)". For context, this section explains: EMAIL DELIVERABILITY Domain Warmup: How the Fixed-Stage Model Works Learn how the platform's fixed-stage warmup model builds sender reputation and improves deliverability for new and existing domains. What You'll Learn This guide explains how the platform's domain warmup works using a fixed-stage…. This part of the guide covers 7 fields, listed below. Image 6 of 6
Fields in this part of the guide Be flagged as spamExperience high bounce or complaint ratesFace email delivery blocks or delaysDomain reputation (High, Medium, Low, Bad)Spam complaint ratesAuthentication statusDelivery and error metrics
Buttons and menus referenced Agency SettingsEmail ServicesSMTP ServiceDedicated Domain and IPStart WarmupSub-Account Settings
All 3 steps in this procedure
  1. Be flagged as spam
  2. Experience high bounce or complaint rates
  3. Face email delivery blocks or delays
Dedicated Domain and IP tab

Integrating your domain with Google Postmaster Tools gives you access to key deliverability data, including:

  • Domain reputation (High, Medium, Low, Bad)
  • Spam complaint rates
  • Authentication status
  • Delivery and error metrics

If Google Postmaster is not yet connected or no data is available, the domain dashboard will notify you and guide you through setup.

6Best Practices for a Successful Warmup

  • Send emails consistently every day.
  • Use verified, opt-in contact lists.
  • Avoid sudden spikes in volume.
  • Avoid switching sender domains mid-campaign.
  • Respect daily warmup limits to avoid future enforcement blocks.

7When Is Warmup Complete?

Your domain completes warmup when it reaches Stage 15 (250,000 emails/day). At that point, you'll see a "Warmup Complete" label in the domain dashboard, and full-scale sending will be supported.

8Frequently Asked Questions

Q: Is domain warmup required, or can I skip it?
Warmup runs automatically on newly created domains and is strongly recommended for existing ones. Skipping it and sending at full volume immediately significantly increases the risk of spam flags, blocks, and delivery delays.
Q: What happens if I don't send emails every day during warmup?
Your domain simply stays at its current stage. Since progression only happens once the full daily limit is met, missed days just pause progress — they don't reset or penalize your stage.
Q: Can I skip ahead to a higher warmup stage manually?
No. Stages progress automatically based on daily sending volume. The only exception is when enabling warmup on an existing domain, where past activity and Google Postmaster data may place you at a higher starting stage.
Q: Does warmup apply to shared domains, or only dedicated domains?
Warmup applies to dedicated domains only, for both agencies and sub-accounts. Shared sending domains already carry an established reputation and don't go through the fixed-stage model.
Q: What happens if I connect Google Postmaster after warmup has already started?
The domain dashboard will start pulling in reputation, complaint rate, authentication, and delivery data going forward. It won't retroactively change your current stage, but it gives you better visibility for the rest of the warmup.
Q: Will my contacts notice anything different while my domain is warming up?
No. Warmup only affects the daily volume threshold your domain can send before progressing to the next stage — it doesn't change how your emails look or how they're delivered to individual recipients.

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