Suppression Lists & Compliance
Suppression lists prevent emails from being sent to specific addresses or domains:
Managing Your Blocklist:
1) Go to Settings > Blocklist tab
2) Add entries by type:
• Email suppression — Block a specific email address (e.g., [email protected])
• Domain suppression — Block an entire domain (e.g., competitor.com blocks all @competitor.com addresses)
3) Each entry can have an optional reason for tracking
Three ways to suppress people:
- One at a time — add a single email address or domain from Settings > Blocklist.
- A whole list at once — Settings > Blocklist > Import CSV, upload a file with type,value,reason columns (or simple email / domain columns); WarmySender de-duplicates and validates it, shows a preview, and adds the new entries. Best for a long external list of addresses or domains.
- Straight from your contacts — on the Prospects page, tick the people you want (or 'Select all' to grab a whole filtered segment) and choose the 'Suppress' bulk action. They're added to the blocklist and skipped by every campaign right away. Fastest when the people are already in your account. See 'Managing Prospects & Contacts' for the full steps.
Automatic Suppression:
Two things add an address to your blocklist automatically:
• A bounce — when a campaign email is rejected by the recipient's mail server, that address is added immediately and every future campaign skips it. This also covers the slower case where the message is accepted first and a delivery-failure notice arrives in your sending inbox minutes or hours later; once that notice is matched back to the prospect, the address is added the same way.
• An unsubscribe — when someone clicks the unsubscribe link in your email footer, or replies asking to be removed (unsubscribe, opt out, remove me, stop emailing me, and the everyday equivalents in German, French, Spanish, Portuguese, Dutch and Italian), their address is added right away and their enrollment stops. "Not interested" and "no thanks" are deliberately not treated as opt-outs.
Every entry keeps a short reason, so you can always see why an address is on the list: the automatic ones record the bounce or the unsubscribe, and the ones you add yourself keep whatever note you typed. Everything else on the list got there through one of the three methods above.
Spam complaints are NOT added automatically, and this one catches people out. When a recipient hits 'Report spam', that report goes to their own mailbox provider — not to WarmySender. Your campaigns send from your own connected mailbox, so no copy of the complaint ever reaches us, and we cannot put that person on your blocklist for you. If you find out that someone complained, add them manually.
Enforcement:
- During CSV import: any email matching a suppression entry is automatically skipped and counted as 'suppressed'
- During campaign sending: suppressed prospects are blocked from receiving emails
- Domain-level suppression matches all emails at that domain
- Case-insensitive matching
CAN-SPAM Compliance:
- Every campaign email gives the recipient a way to opt out — a footer unsubscribe link, or a reply-to-opt-out line if you pick that style in Settings > Account; see /documentation/unsubscribe-link-in-campaign-emails
- Support for the one-click unsubscribe button mail apps show above marketing mail (dropped automatically if you choose the "Reply to opt out" style in Settings > Account)
- Unsubscribe requests are processed immediately
- Physical address should be included in your email footer
GDPR Compliance:
- Respect opt-out requests promptly
- Maintain your suppression list as your 'do not contact' registry
- Consider adding a privacy policy link to your email footer
- Data access and deletion requests should be handled through your workspace settings
Best Practice: Regularly review and clean your suppression list. Add competitor domains, existing customer domains, and known bad addresses proactively.