In today’s digital marketing landscape, cold email outreach remains one of the most effective ways to generate leads, connect with potential customers, and grow your business. However, poorly executed cold email campaigns often lead to low deliverability rates, spam folder issues, and wasted resources.
That’s where Instantly.ai comes in. This platform allows you to automate, personalize, and optimize your email outreach while ensuring high deliverability. In this guide, we’ll walk you through a step-by-step process to set up an effective cold email outreach system using Instantly.ai.
BizeeBay specializes in helping businesses streamline their digital marketing efforts, including SEO, web optimization, and automated outreach strategies. This guide aligns perfectly with BizeeBay’s mission of helping businesses scale effectively.
Why Cold Email Outreach Still Works in 2025
Cold email outreach is a direct and cost-effective method to reach decision-makers. Unlike social media or PPC campaigns, it allows you to reach prospects directly in their inbox.
Key Benefits of Cold Email Outreach:
| Benefit | Description |
| Scalability | Automate outreach with tools like Instantly.ai to reach thousands of leads effortlessly. |
| Cost-Effective | Unlike paid ads, cold emails require minimal investment beyond email hosting and software. |
| Direct Access | Emails land in the inbox of decision-makers, bypassing gatekeepers. |
| Personalization | Advanced tools allow for hyper-personalized outreach that increases response rates. |
| Data-Driven | Track open rates, click-through rates, and responses to optimize your campaigns. |
Step-by-Step Guide to Setting Up Cold Email Outreach with Instantly.ai
Step 1: Purchase Alternate Domains
- Never use your main domain for cold outreach to protect its reputation.
- Buy 5 alternate domains (e.g., if your main domain is company.com, purchase company.co, company.net, etc.).
- Use domain providers like Namecheap, Google Domains, or Cloudflare.
Step 2: Set Up Email Inboxes
- Create 3 email addresses per domain (total of 15 email addresses for 5 domains).
- Use Google Workspace ($5-$8 per inbox per month) for reliability and security.
Step 3: Configure Domain Authentication (SPF, DKIM, DMARC)
To ensure high email deliverability, configure email authentication records:
- SPF (Sender Policy Framework) – Specifies which mail servers can send emails on your behalf.
- DKIM (DomainKeys Identified Mail) – Verifies the authenticity of emails.
- DMARC (Domain-based Message Authentication) – Prevents email spoofing and phishing attacks.
Pro Tip: Use a tool like MXToolBox to verify your SPF, DKIM, and DMARC settings.
Step 4: Connect Email Accounts to Instantly.ai
- Log in to Instantly.ai and add your email accounts.
- Enable automated warm-up to build email reputation.
- Set up sending limits (Start with 10-20 emails per day per inbox and gradually increase).
Step 5: Warm Up Your Email Accounts
Sending emails too frequently in a short period can activate spam filters. Instantly.ai offers an automated email warm-up feature that:
- Sends low-volume, real-looking emails to warm up new accounts.
- Increases sending volume gradually to avoid getting flagged as spam.
- Boosts email reputation, ensuring better inbox placement.
Pro Tip: Warm up emails for 2-4 weeks before launching full-scale campaigns.
Step 6: Craft High-Converting Cold Emails
A well-crafted cold email should be:
- Personalized – Mention the recipient’s name, company, or industry.
- Concise – Keep it under 150 words.
- Value-driven – Explain how your offer benefits the recipient.
- Conversational – Avoid overly formal or sales-heavy language.
- Includes a Call-to-Action (CTA) – Example: “Can we schedule a quick call this week?”
Step 7: Track, Analyze, and Optimize
- Monitor key metrics: Open rates, reply rates, bounce rates.
- A/B test subject lines to find the most engaging ones.
- Refine follow-ups based on engagement data.
Common Cold Email Mistakes to Avoid
| Mistake | Solution |
| Sending Too Many Emails Too Fast | Warm up accounts gradually. |
| Generic, Non-Personalized Messages | Use merge tags to insert recipient details. |
| Ignoring Follow-Ups | Send at least 2-3 follow-ups for best results. |
| No Clear CTA | Send at least 2-3 follow-ups for best results. |
| Using a Free Email Provider (Gmail, Yahoo, etc.) | Always send from a business domain for credibility. |
Final Thoughts
Cold email outreach, when done right, can be a game-changer for lead generation and business growth. Using Instantly.ai, combined with BizeeBay’s digital marketing expertise, you can ensure that your campaigns are effective, compliant, and scalable.
Need help optimizing your cold outreach? BizeeBay is here to help! Contact us today to take your email marketing to the next level.
Frequently Asked Questions
1. How many cold emails should I send per day?
Start with 10-20 emails per inbox per day and scale up to 50-100 as reputation improves.
2. What is the best subject line for cold emails?
Short and curiosity-driven subject lines work best (e.g., “Quick Question About [Their Company]”).
3.How much time does it take to notice results?
Most campaigns start generating replies within 2-4 weeks, depending on targeting and messaging.
4. What is a good cold email open rate?
A 30-50% open rate is considered good. Anything below 20% requires subject line optimization.
5. Is cold emailing legal?
Yes, but it must comply with GDPR (EU) and CAN-SPAM (US) regulations (include opt-out options).
