Note: Dedicated sending domains are only applicable to users in the OS Support Email System.

Avoid using generic subdomain prefixes as they can cause deliverability issues.

Examples of unique subdomains: communication.yourdomain.com, support.yourdomain.com, eric.yourdomain.com

Apply the new DNS records to your company’s DNS provider’s platform to activate the sending domain.

Note: Every domain host may have a slightly different method for this.

Note: Domains can currently be assigned to One-One Conversation and Workflow emails. The default dedicated domain will be used for other emails like Campaign, Bulk.

DMARC Checker: dmarcian, mxtoolbox

DMARC Generator: powerdmarc

If you're using LeadConnector:

Log in to your domain registrar or DNS hosting provider's dashboard, such as GoDaddy, Cloudflare, etc.

Add the DMARC record to your domain's DNS settings.
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Example DMARC Record

If you're looking to seamlessly transfer contact information to the platform, our Upload Contacts feature offers unparalleled convenience. With just a few clicks, you can import a single contact or an entire group of contacts without any hassle. This feature allows you to quickly upload your spreadsheet, bringing you closer to optimal efficiency.
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Before uploading data, it’s important to prepare your CSV file, ensuring it’s a .csv format, contains only one spreadsheet, and is under 50MB. The file should include a header row that matches the CRM fields to ensure a smooth import process.

Before uploading your contacts to OS, we strongly recommend verifying your email list to ensure accuracy and effectiveness.
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Email List Verification Tools:

What is it? Email Validation will check if the email you are sending is valid or not. Sending to an invalid email can negatively impact your email deliverability.

Why it matters? If you send emails that do not exist or are not valid, it harms your domain reputation leading to poor email deliverability. Meaning emails will go to spam or not be accepted into the mailbox at all.

How to enable it? We’ve actually made it as easy as possible to validate your emails, it is a setting in your Sub-Accounts Settings.

This makes sense because anyone can make a new sending domain (like a spammer for example) and get sending. Utilizing the Email Best Practices above and the Email Sending Recommendations below will greatly improve your chances of landing in the inbox and converting those leads!

When sending your first emails to warm up your domain, you should only send to emails that have opted-in. Further, you need to follow the “Email Sending Recommendations” below to ensure you aren’t sending too many emails within a single day or hour.

What this reveals is how many emails you can send within a single day or a single hour. So for the first emails I send, I should send no more than 100 per hour and 1,000 in that day. When I go to send my next emails, I move into stage two. In stage two, I can now send 300 per hour with a total of 2,500 emails in a day. It’s important to remember the stage isn’t just how long you’ve had the domain, it is the current stage or time in which you go to send emails.

Now that your new sending domain is set up, it is critical for you to set yourself up for a successful landing into people’s inboxes and NOT their spam folder. Before you get started sending, ensure you have set up and followed these necessary best practices.

What is it? An email bounce occurs when an email is not delivered or rejected by the recipient's email provider. There are two types of bounces.

Why it matters? Too many bounced emails will harm your domain reputation leading to emails going to SPAM. This is why marking hard-bounced emails as invalid is important to enable.

How to enable it? You can choose to mark emails as invalid if they bounce from within the Sub-Account Settings.

What is it? The “From Email” is the email a recipient will see when receiving an email. For example, your Sending Domain might be “mail.goOS.com” however, you can send your From Email as “test@teamos.ai” or as “test@mail.teamos.ai.”

Why it matters? Using a “from email” that does not match the primary domain you are sending from can result in poor email deliverability.

How to Set It Up? Whenever you are sending from OS, be sure your “From Email” has your primary domain in the “From Email.” So if you set up replies.yourcompany.com, you can send from sender_name@company.com.

For example, if I have a sending domain of “mail.teamos.ai” – My From Email needs to have “teamos.ai” in the email address, such as “brian@teamos.ai”. Any other record will result in poor email deliverability.

What is it? An unsubscribe link allows your users to “unsubscribe” from receiving emails from you in the future.

Why it Matters? Not having an unsubscribe link will severely harm your email deliverability rates.

How to Set It Up? We make it as easy as possible to add an unsubscribe link all of your emails. Within the email builder, our “Footer” Element. Be sure to use this or edit and create your own.

What is it? A Double Opt-In is when you ask subscribers to opt-in twice. For example, they fill out a form and then “verify” their email address by clicking a link to “Verify” their email. Only after someone has double opted-in will you start sending them emails. This is in contrast to a single opt-in which will start sending emails to recipients right after the first opt-in.

Why it Matters? Double opt-ins are highly beneficial to your domain reputation and email deliverability. This is because users have double opt-in to receive emails from you. Think about it… the act of a recipient receiving their first email from you, then opening, and clicking on a link within this email looks really good for your domain. In addition, it ensures your list knows and wants to receive emails from you. Which is invaluable when list building.

What is it? As simple as it sounds… When sending to your email list, do not send to unengaged emails. Meaning if they do not take the action to open or perform the next step in your campaign stop sending to them.

Why does it matter? When you send to a more engaged group of people, your emails go into the inbox more often. Whereas fewer open or links clicked (engagement) will result in emails going to spam.

How do I do this? If you have been sending to the same person who has taken no action for weeks, send to them less frequently or not at all.

While it hurts to trim the list, it’ll hurt more to ruin your email deliverability due to unengaged recipients. It just isn’t worth it and there are no hard feelings for users not wanting to engage with you. Focus your efforts on those that ARE engaging with you.

What is it? Another large factor in your sending domain's reputation is how often you send emails. If you only send out an email blast to your list once a month or once every couple of weeks - it can negatively impact your reputation. In contrast, if you send it every day or multiple times a day, it is just as bad. Especially if in the past you didn’t send it like this.

Why does it matter? Thus, it is important to consider how often you send. When someone has opted in and is engaging (opening emails, clicking on links in those emails), then you can send a bit more. But after they are not engaged, slow it down to weekly. And as covered above, if users are unengaged, stop sending them all together. How often you send and how engaged your recipients are can play a huge role in ensuring emails arrive in the inbox.

How do I do this? There are many opinions out there on how often to send and when to send. In general, we've found success in only sending to opt-in (preferably double opt-in) recipients. After they have signed up we send them about an email a day for the first 5 days, then we slow down to a couple a week. This is until they take the action we want. If they take no action after 20 days, we only send weekly emails until we have another planned promotion.

Our Recommendations:

Are you wanting to test, track, or monitor your email domain? Below you will find a number of powerful tools for troubleshooting and monitoring your email sending and health.

The content of your email can impact it’s deliverability. For example, too much text or using a URL shortener can greatly impact how mailbox providers rate your emails. If an email seems to “SPAM”-like, the mailbox provider will SPAM the email.

Did you know you can see how “spammy” your emails are by utilizing this free tool… https://www.mail-tester.com/

If you are worried or seeing emails go to SPAM this can be a helpful tool in seeing if your content is to blame. Make adjustments based on the feedback you receive.

To quickly check for errors in your domain, such as if it is blacklisted, missing a DMARC, etc, you can paste your sending domain into this “Email Health Report,” see https://mxtoolbox.com/emailhealth. This will show any number of potential issues with your domain. A great place to begin with troubleshooting or checking your domain reputation.

Utilizing the information of every Google mailbox user you send to from your domain… the Google Postmaster tool will monitor and return valuable information on how your ongoing emails are doing. Complete with:

This information is invaluable when trying to see what is impacting your sending email deliverability. Just use the tool to add a record to your sending domain to see how you are doing today!

*Please note: it can take up to two days or more for Google to get the data for some of your reports. Refresh your page and clear the cache or use an incognito window to ensure it is not a caching issue.

LC Email acts as an email service provider hosted by the CRM, which has industry-leading Deliverability, Error Monitoring, and Compliance so your emails are much more likely to be delivered. It's also considerably less expensive when compared to other email service providers in the market.
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LC Email is designed to help accounts avoid the hassle of setting up and managing 3rd party email service providers like Mailgun or Sendgrid.

As such, we built LC Email to work out-of-the-box with minimal setup and configuration required. In short, we wanted to provide an email service that "just works."

Pricing is $0.80 for 1,000 emails or $10 for 12,500 emails.

Note: All incoming and outgoing emails (To, CC, and BCC) will incur charges

You can request to turn on email verification, which will help to ensure you are sending emails to valid addresses. This service is charged at $2.50 per 1,000 email verifications.

Remember there are many reasons why emails can go to spam. For example, did you know using URL shorteners results in a much higher chance of going to SPAM? Email sending can be a complicated process. Which is why following the guide was created. As you review why emails are going to spam, you can follow this guide above as well as review the questions below.

In the event of your emails going to SPAM, it’s best to check the following:

Cold emailing is sending to a list of emails that you purchased or received without the recipient having opt-in to receive messages from you. It is not recommended to send emails to those who have not opted-in. This is especially true when warming up a new Dedicated Sending domain. If you choose to cold email in OS, we have included a number of pro tips and even some additional third-party services you can try in combination with OS.

Cold Email Outreach Pro Tips:

Third-Party Cold Email Services

Some clients have found success using third-party cold email tools. Then, after they are confirmed engaged leads on these third-party tools, they bring them into OS (such as an API call or by a .CSV Upload). This way their main sending domain in OS is protected while their 3rd party tool works the cold emails in the best way possible.

If you are just sending your first emails with your new domain, it is normal for them to go to SPAM at first. Follow the steps in this guide and it will improve.

If you have had your Dedicated Domain for a while and/or you have already sent hundreds or thousands of emails. It is generally best to create a new dedicated sending domain rather than attempting to fix your current one. Making a new sending domain is easy, you just need to add a new Sub-Domain - no need to purchase an entirely new domain. After creating your new one, follow these steps in detail.

We will first need to “Warm Up” your email domain. As this is a NEW Dedicated Sending Domain, it does not have any reputation - good or bad. However, mailbox providers will often SPAM emails from new domains. This makes sense because anyone can make a new sending domain (like a spammer for example) and get sending.

In short, “Email Deliverability” refers to how well your emails are placed in the inbox (not the spam or promotions or another place). For simplicity, you can think of email deliverability as your ability to send an email and have it arrive in the Inbox and not SPAM.

Email deliverability is super complex, consisting of dozens of unique factors. The most common ones are Sender Reputation, Subscriber Engagement, List Health, Consistency, and even your email content… When a mailbox receives an email, it considers all of these factors when choosing where to place the inbound email.

Domain reputation is the rating or score given to your domain. The internet and mailbox providers rate your domain, giving it a reputation or trust score that helps determine if they should accept emails from your sending domain into the mailbox as well as if to place it in spam or promotions.

Domain Reputation, just like Email Deliverability, is complex. What is important is that both will determine how successful you are at landing outgoing emails into an Inbox and NOT into the SPAM folder.

Poor Domain Reputation = Poor Email Deliverability

That’s why we’ve outlined your Email Best Practices, Warm Up Sending Recommendations, and some FAQs below to help make this complex process - as clear as possible.

It can take up to four weeks for your domain to be fully warmed up with no emails coming into spam. Ensure you confirm you are practicing all of the Email Best Practices above and check out our “Email Tools” section above for ways to troubleshoot, monitor, and improve your email deliverability.

If you skip or do not follow the Email Best Practices or Bulk Email Sending Recommendations. Your email deliverability and domain reputation will likely decrease, resulting in emails going to SPAM. In later stages, you will be blacklisted and emails will not even be accepted by mailbox providers.

When you sign up for LC Email, you gain access to our generic domain to send emails from today. However, this is shared by all of our users and is not the best in email deliverability. When you think about it, this makes sense, as all of our users share this domain.

With a dedicated domain, you can have greater control over your email deliverability.

When sending your emails, it is always wise to use “drip mode” to send your emails out over a period of time, rather than all at once. To do so, you can follow the instructions in this article to learn how to perform a “Bulk Action” in OS. In short, a Bulk action will give you the option to perform a task (like sending an email) over a period of time. This works for Workflows as well.

An email bounce occurs when an email is not delivered or rejected by the recipient's email provider.

There are two types of bounces.