Domain Reputation Monitoring
Understanding and monitoring your domain's sender reputation.
What Is Domain Reputation?
Email providers (Gmail, Outlook, Yahoo) assign a reputation score to every sending domain based on engagement, complaints, and bounces. High reputation = inbox placement. Low reputation = spam folder.
Monitoring in WarmySender:
- Analytics > Mailboxes — SPF, DKIM, DMARC check status per domain.
- Analytics > Deliverability — Inbox rate trends, domain health matrix.
- Warmup > Per-mailbox health scores — Real-time sender reputation per mailbox.
External Monitoring Tools (Recommended):
- Google Postmaster Tools — Free. Shows your domain reputation as seen by Gmail (High, Medium, Low, Bad). Set up at postmaster.google.com.
- Microsoft SNDS — Shows your IP reputation with Outlook/Hotmail.
- MXToolbox — Check if your domain is on any email blocklists.
- Mail-tester.com — Send a test email and get a spam score.
Reputation Factors:
- Bounce rate — High bounces signal bad list quality. Keep below 3%.
- Spam complaints — Recipient-reported spam is the strongest negative signal.
- Engagement — Opens and replies boost reputation. Ignored emails lower it.
- Volume consistency — Sudden spikes in volume look suspicious.
- Authentication — SPF, DKIM, DMARC all properly configured.
- Content quality — Spam trigger words, excessive links, or HTML reduce trust.
Improving Reputation:
- Verify email lists before sending (use Email Verifier).
- Warm up properly — do not skip the 2-3 week warmup period.
- Start campaigns with low volume (20-30/day) and increase gradually.
- Monitor bounce rates and stop campaigns immediately if above 5%.
- Keep warmup running in Maintenance mode alongside campaigns.
- Remove non-engaging prospects after 3-4 touchpoints.
- Ensure DNS records are complete and valid.
Recovery from Bad Reputation:
• If your domain reputation drops to Low or Bad:
1) Pause all campaigns immediately.
2) Run warmup only in Recovery mode for 2-4 weeks.
3) Verify and clean all prospect lists.
4) Review email content for spam triggers.
5) Resume campaigns at very low volume once health recovers above 70.
• Severe damage may take 4-8 weeks to recover from.
• If a domain is permanently flagged, consider retiring it and warming up a new secondary domain.