Best Practices for Sub-Domains and Email Scaling Strategies

Daniel J. · 2025-06-17T20:35:39.880Z

does anyone have some pointers on best practice around using sub-domains / warming up in boxes? Currently using Apollo for sequences (Founder preference over instantly). He has a warmed up email (i assume - main domain has been well used…) - but we have only that. Wondering 1) what’s an upper limit we can send via that domain 2) whether we should set up more sub-domains now to warm them up (and best practice there) 3) whether we use send grid for scale…Currently sending 500 Per week but aim to scale over hte next 6 - 8 weeks

Best Practices for Sub-Domains and Email Scaling Strategies | Clay

12 comments

· Sorted by Oldest

Sean W.
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Hey Daniel, 1) I would avoid sending any cold outbound using the primary domain as things are so finicky today that even following best practices could land you in spam. I ran into this during a orevious role so i know the hassle but i would honestly push for secondary domains. 2) yes setup more secondary domains asap if you can. I found zapmail to be a great low-cost, almost done for you platform to get inboxes once you have domains. Zapmail inbox cost $3.50 compared to purchasing directly from Gmail/Microsoft at $7+. I typically build out 3 inboxes per domain and once wanted and ramped up send between 30-50 emails per inbox. I use smartlead for warming and sequencing and things have run smoothly so far. 3) honestly, i haven’t used sendgrid so i don’t think i can help here but i can tell you smartlead has everything you would need to scale way past 500 per week. Happy to hop on a call and break it down more if you think that’d help. Best of luck!
Daniel J.
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thanks! Appreciate that!
Daniel J.
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how many domains do you think you need? Is there a “good practice” re the inbox syntax you use? I.e. are they are all from different people? who do you send to warm up…
Daniel J.
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would love to chat later in the week / early next if you have time?
Piotr M.
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Do not send from your main domain or its subdomains The sending limit depends on how well-warmed your domain is. If the domain is properly warmed up and has a good sender score, you can send around 150 messages per day. It’s important to maintain a 1:2 ratio between sending and warm-up (for every 1 email sent, 2 warm-up emails). There are many technical aspects of domain configuration that improve deliverability. You need multiple domains They should all be properly warmed up and have a good sender reputation. Rotate domains regularly to maintain deliverability and avoid hitting limits or spam filters. Before scaling, take care of warm-up and make sure you have enough domains. I use a couple of niche SMTP providers because they tend to be more effective. For infrastructure, use a combination of SMTPs, Google (Gmail), and Outlook (Microsoft). Always set up redundant systems (bi-setups) to ensure stability and backup in case of issues.
🙏1
Daniel J.
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thanks Piotr M.! What niche SMTP providers have you found worked?
Daniel J.
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Is using Linkedin as an alternative channel possible while we warm up?
Piotr M.
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DM me, I have a couple of ideas. By the way, LinkedIn is working great, it’s a solid strategy. Focus on setup in Month 1, LinkedIn in Month 2, and cold email in Month 3. That way, you’ll start seeing results from LinkedIn in Month 2, and you’ll begin winning with cold email in Month 3.
🧵1
Sean W.
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Agree with Piotr. I would get the email infrastructure setup first so it can begin warming up. Meanwhile start LI campaign and then run them in unison as you’re able to launch/scale email
👍1
Annaiza
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Hey! 500 emails/week on a warmed-up domain is solid. For scaling, add sub-domains and warm them slowly. Use SendGrid for volume but monitor reputation. Keep it steady!
👍1
Daniel J.
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thanks all!
Daniel J.
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any resources on best practice for LI campaigns re volume / approach etc?

Sean W.
·
·
Hey Daniel, 1) I would avoid sending any cold outbound using the primary domain as things are so finicky today that even following best practices could land you in spam. I ran into this during a orevious role so i know the hassle but i would honestly push for secondary domains. 2) yes setup more secondary domains asap if you can. I found zapmail to be a great low-cost, almost done for you platform to get inboxes once you have domains. Zapmail inbox cost $3.50 compared to purchasing directly from Gmail/Microsoft at $7+. I typically build out 3 inboxes per domain and once wanted and ramped up send between 30-50 emails per inbox. I use smartlead for warming and sequencing and things have run smoothly so far. 3) honestly, i haven’t used sendgrid so i don’t think i can help here but i can tell you smartlead has everything you would need to scale way past 500 per week. Happy to hop on a call and break it down more if you think that’d help. Best of luck!
Daniel J.
·
·
thanks! Appreciate that!
Daniel J.
·
·
how many domains do you think you need? Is there a “good practice” re the inbox syntax you use? I.e. are they are all from different people? who do you send to warm up…
Daniel J.
·
·
would love to chat later in the week / early next if you have time?
Piotr M.
·
·
Do not send from your main domain or its subdomains The sending limit depends on how well-warmed your domain is. If the domain is properly warmed up and has a good sender score, you can send around 150 messages per day. It’s important to maintain a 1:2 ratio between sending and warm-up (for every 1 email sent, 2 warm-up emails). There are many technical aspects of domain configuration that improve deliverability. You need multiple domains They should all be properly warmed up and have a good sender reputation. Rotate domains regularly to maintain deliverability and avoid hitting limits or spam filters. Before scaling, take care of warm-up and make sure you have enough domains. I use a couple of niche SMTP providers because they tend to be more effective. For infrastructure, use a combination of SMTPs, Google (Gmail), and Outlook (Microsoft). Always set up redundant systems (bi-setups) to ensure stability and backup in case of issues.
🙏1
Daniel J.
·
·
thanks Piotr M.! What niche SMTP providers have you found worked?
Daniel J.
·
·
Is using Linkedin as an alternative channel possible while we warm up?
Piotr M.
·
·
DM me, I have a couple of ideas. By the way, LinkedIn is working great, it’s a solid strategy. Focus on setup in Month 1, LinkedIn in Month 2, and cold email in Month 3. That way, you’ll start seeing results from LinkedIn in Month 2, and you’ll begin winning with cold email in Month 3.
🧵1
Sean W.
·
·
Agree with Piotr. I would get the email infrastructure setup first so it can begin warming up. Meanwhile start LI campaign and then run them in unison as you’re able to launch/scale email
👍1
Annaiza
·
·
Hey! 500 emails/week on a warmed-up domain is solid. For scaling, add sub-domains and warm them slowly. Use SendGrid for volume but monitor reputation. Keep it steady!
👍1
Daniel J.
·
·
thanks all!
Daniel J.
·
·
any resources on best practice for LI campaigns re volume / approach etc?