Cold Email with Mailtani

Mailtani is built from the ground up for cold email outreach. You bring your own sending infrastructure (AWS SES, Resend, or Mailtrap), and Mailtani handles sequences, warmup, inbox rotation, deliverability, and reply tracking — so you can focus on writing emails that get responses.

How Cold Email Works in Mailtani

Cold email outreach has three phases:

1. Warmup — Build your sender reputation before sending to prospects
2. Outreach — Run sequences to prospects with automated follow-ups
3. Reply management — Track and respond to replies in the unified inbox

Step 1 — Warm Up Your Sending Email

Never send cold email from a fresh domain or address. Start with email warmup to build sender reputation gradually.

Go to Settings > Sending Emails, select your address, and click Warmup. Enable warmup and configure three values:

Example: Start at 10, increase by 5/day, max 100 → reaches max in 18 days.

Mailtani increments the limit automatically each day. Campaigns and broadcasts respect the current cap — they will not send more than the warmup allows.

Resetting warmup: If you've already warmed up to 20/day but want to restart at 5/day (e.g. after a deliverability issue), change the Starting Daily Limit to 5 and save. The current progress resets to 5 and the ramp starts again. A warning is shown on the page before you save so you can confirm the reset.

Run warmup for at least 2–4 weeks before launching a cold sequence.

See the Provider Setup guide to connect AWS SES, Resend, or Mailtrap.

Step 2 — Set Up Inbox Rotation

Inbox rotation distributes your sends across multiple sending addresses on the same domain. This protects your reputation, stays under provider daily limits, and scales your outreach volume without concentrating sends on one address.

Go to Settings > Domains, open your domain, and add multiple verified sending emails. Mailtani will rotate through them automatically when sending sequences.

Best practices:

• Use 3–5 addresses per domain for outreach (e.g. john@, sarah@, team@)
• Warm up each address separately before adding it to rotation
• Keep each address under 50–100 sends/day until reputation is established

Step 3 — Import Your Prospect List

Go to Contacts > Import and upload a CSV file. You can map columns to:

• Email (required)
• First name, last name
• Any custom fields you've created (company, title, industry, etc.)

After import, assign contacts to a List or apply Tags to organize your prospect segments.

Step 4 — Create a Cold Email Sequence

Sequences are multi-step drip campaigns sent to individual contacts over time.

1. Go to Campaigns > New Campaign and choose Sequence
2. Add your first email (subject + body)
3. Set a delay before the next step (e.g. 3 days)
4. Add follow-up steps — typically 3–5 emails in a sequence
5. Save and activate

Tips for cold email sequences:

• Keep subjects short, personal, and curiosity-driven
• First email: brief intro + clear value prop
• Follow-ups: add new angles, don't just repeat the first email
• Final email: a low-friction "closing" email ("Is this not a fit?")

Personalization

Use merge tags and spintax to make every email feel individual:

Hi {{first_name}},

I noticed {{custom.company}} is {{RANDOM | growing fast | expanding the team | hiring aggressively}}.

Variables pull from each contact's profile. Spintax randomly selects one option per send — useful for keeping sending patterns natural.

Step 5 — Enroll Contacts

Once your sequence is active, enroll contacts from a list, tag, or segment:

1. Open the sequence campaign
2. Click Enroll Contacts
3. Select your source (list, tag, or segment)
4. Review the contact count and confirm

Mailtani sends the first email immediately and schedules follow-ups based on your configured delays. Contacts who reply are automatically unenrolled from further follow-ups.

Step 6 — Monitor Replies in the Unified Inbox

Configure IMAP on each sending email (Settings > Sending Emails > IMAP) so Mailtani can sync replies back into the app.

Once IMAP is set up, all replies appear in Inbox — grouped by thread, showing the full conversation. From there you can:

• Filter by campaign, domain, or unread status
• Mark threads as read/unread
• Assign reply categories (interested, not now, unsubscribe, etc.)
• Reply directly without leaving Mailtani

Deliverability Checklist

Before launching outreach, verify:

• Domain DNS — DKIM and SPF records added and verified (Settings > Domains)
• Warmup complete — sending email has been warming for 2–4 weeks
• Inbox rotation set up — at least 2 sending addresses for volume campaigns
• Suppression list clean — bounces and complaints are automatically suppressed
• Unsubscribe link included — required for CAN-SPAM compliance

See Email Deliverability for full DKIM/DMARC setup guidance.

Analytics

Track sequence performance under Analytics:

A healthy cold email sequence targets 15–30% open rate and 5–15% reply rate depending on your audience and offer.

What's Next

• Sequences Guide — step-by-step sequence builder walkthrough
• Variables & Personalization — merge tags, custom fields, and spintax
• Provider Setup — connect AWS SES, Resend, or Mailtrap