Connect your email account(s) by entering your email provider credentials (such as Gmail, Outlook, SendGrid, Mailgun, or custom SMTP/IMAP) and, if needed, granting API access or creating app passwords. For most providers, this setup is completed in just a few minutes.
2. DNS Authentication Setup (SPF, DKIM, DMARC)
Before starting the warm-up process, ensure your domain’s SPF, DKIM, and DMARC records are properly configured. This is critical for deliverability and is typically done in your domain’s DNS settings. DNS changes can take from a few minutes up to 48 hours to fully propagate.
MailReach provides detailed guides to help you set up these records according to your provider.
3. Start the Warm-Up Process
Once your email is connected and DNS records are set, MailReach automatically begins the warm-up process. The system sends and receives emails with a network of high-reputation accounts, gradually increasing the daily email volume to build a positive sender reputation.
The platform creates a special folder (like "To Follow") in your inbox to manage warm-up emails and hides most of these to prevent clutter.
4. Monitoring and Optimization
MailReach provides a dashboard to monitor deliverability metrics, sender reputation, and where your emails land (inbox, spam, etc.). The system offers actionable insights and automated spam testing to help you optimize your setup as needed.
If issues arise (such as emails landing in spam or authentication errors), MailReach offers troubleshooting resources and support.
5. Ongoing Warm-Up and Maintenance
For new domains or email addresses, MailReach recommends at least 14 days of continuous warm-up before launching any campaigns. After this period, ongoing warm-up is advised to maintain sender reputation, especially if you are actively sending campaigns.
Customisation
API Access: MailReach offers an API, allowing businesses to integrate its deliverability and warm-up functions into their own systems or workflows. This enables automation, custom reporting, and the ability to adjust warm-up settings programmatically.
Scalability: The platform supports adding multiple email accounts, making it suitable for agencies or organizations managing several domains or team members.
Provider Compatibility: MailReach works with all major email providers, including Gmail, Outlook, Office365, SendGrid, Mailgun, and custom SMTP/IMAP setups.
Warm-Up Settings: Users can adjust the pace and daily volume of the warm-up process to align with their campaign schedules or risk tolerance.
Monitoring and Reporting: The dashboard provides detailed deliverability metrics and actionable insights, which can be used to optimize email strategies according to business needs.
Integration Options: Besides API access, MailReach can be connected to automation platforms like Zapier or Make, enabling further workflow customization.
Spam Testing and Email Verification: The platform offers built-in spam testing and email verification features, which can be used as needed.
Additional Costs
Setup Fees: There are no setup fees. You only pay for your subscription.
Subscription Pricing: Pricing starts at $25 per email account per month for the Starter plan (1–5 accounts). For 6 or more accounts, the Scale plan is available at $19.50 per account per month (when billed annually).
Spam Test Credits: Spam test credits are sold separately. For example, 25 credits cost about $9.60 per month.
API Access: API usage is included in the subscription; there are no extra charges for using the API.
Maintenance Fees: There are no separate maintenance fees. All platform updates and maintenance are included in your subscription.
Support Charges: Standard support (chat and email) is included in your subscription. There are no extra charges for support.
Other Costs: The subscription does not cover any costs related to your own equipment or internet access.
Training
MailReach provides a variety of resources and support options to help new users get started and resolve issues:
Guided Onboarding: After connecting an email account, users receive a step-by-step guide explaining what to expect and how to maximize the benefits of MailReach. The platform automatically sets up folders and begins the warm-up process, with clear instructions for monitoring progress and understanding deliverability metrics.
Help Center and Documentation: MailReach maintains a comprehensive helpdesk with articles, troubleshooting guides, and best practices for resolving technical problems, optimizing deliverability, and understanding key features.
Live Chat and Email Support: Users can access real-time support via chat or email for technical assistance or questions not covered in documentation. This support is available to all users, ensuring prompt help with setup, configuration, or troubleshooting issues.
Proactive Alerts: The system provides real-time alerts for deliverability problems, account issues, or disconnected mailboxes, helping users address problems quickly.
Expert Guidance: Dedicated support from MailReach experts is available, especially for businesses managing multiple accounts or facing complex deliverability challenges. MailReach also shares expert tips and actionable recommendations for best results.
Security Measures
MailReach implements multiple layers of security and compliance to protect user data:
Authentication Protocols: The platform emphasizes the use of SPF (Sender Policy Framework), DKIM (DomainKeys Identified Mail), and DMARC (Domain-based Message Authentication, Reporting & Conformance) to prevent email spoofing, phishing, and unauthorized use of domains. These protocols ensure that only legitimate emails are sent and received, and that email content is not tampered with in transit.
Data Privacy and Compliance: MailReach collects and processes personal data in line with regulations such as the General Data Protection Regulation (GDPR). Personal data is only accessed by authorized employees or subcontractors, and never sold or transferred without consent, except as required for service delivery or legal compliance.
Secure Payment Processing: Payment information is handled exclusively by a third-party provider (Stripe) and is never stored on MailReach servers.
Access Controls: User accounts are protected by secure login credentials, and personal data access is limited to essential personnel only.
Monitoring and Logging: Usage and access logs are maintained for security and compliance purposes, tracking activity and identifying potential unauthorized access.
Transparency and User Control: Users have the right to access, rectify, delete, or object to the processing of their data, in line with privacy regulations.
Continuous Security Updates: The platform adapts to evolving regulations and security threats, maintaining up-to-date protocols and compliance checks.
Updates
Regular Feature and Security Updates: MailReach continuously improves its platform, releasing updates that enhance deliverability, security, analytics, and user experience. Recent updates have included advanced spam testing, real-time analytics, a streamlined user interface, and new integrations.
Automated Rollout: Updates are managed centrally and deployed automatically, requiring no manual intervention from users. This ensures all users benefit from the latest features and security enhancements without disruption.
Proactive Communication: Users are informed of significant updates, new features, or changes that may impact their workflows, ensuring transparency and preparedness.
Adaptation to Regulations: MailReach regularly updates its compliance practices and security protocols to align with evolving data protection laws and industry standards.
Data Ownership and Portability
Data Ownership: MailReach’s terms make it clear that customers retain full ownership of their data. This includes all information, content, and data—such as emails, deliverability statistics, and account details—created or uploaded by the user while using the service. MailReach will not dispute or claim ownership of customer data in any way.
Rights and Use of Data: While users own their data, MailReach requires certain rights to process and store it for service delivery. By using the platform, customers grant MailReach the necessary rights to transmit, store, and copy their data, which is essential for providing features like deliverability monitoring, warm-up statistics, and analytics. MailReach is committed to using and storing this data solely for the purpose of delivering its services and ensuring optimal user experience.
Data Portability: MailReach explicitly recognizes users’ rights under applicable regulations, including the right to access, rectify, delete, and port (export) their data. Users can exercise these rights by contacting MailReach’s data controller via the provided contact methods. This means that if a customer wishes to export their data or move it to another provider, MailReach is obligated to facilitate this process in accordance with data protection laws such as the General Data Protection Regulation (GDPR).
Data Security and Confidentiality: Personal data is only accessible to authorized MailReach personnel and select subcontractors involved in service delivery. Data is not sold, rented, or transferred to third parties without the customer’s consent, except where required for legal or contractual reasons. Payment data is handled exclusively by a secure third-party provider and is never stored on MailReach’s servers.
Scaling Up / Down
Flexible Subscription Plans: MailReach offers two main subscription plans—Starter and Scale—designed to accommodate organizations of different sizes and requirements.
Starter Plan: Suitable for warming up 1 to 5 email accounts, priced per account per month.
Scale Plan: Designed for larger needs, starting at 6 accounts, with a lower per-account price and the ability to add more accounts as needed.
Scaling Up: Organizations can easily scale up by adding more email accounts to their subscription. The Scale plan is built for flexibility, allowing businesses to increase the number of accounts at any time. This is especially useful for agencies or growing teams that need to manage multiple inboxes.
Scaling Down: If organizational needs decrease, users can remove email accounts or downgrade their plan. Adjustments to the number of active accounts or the plan tier can typically be managed through the account dashboard or by contacting support. Pricing is adjusted according to the number of active accounts, so costs scale directly with usage.
Billing and Adjustments: MailReach’s pricing is straightforward and based on the number of email accounts under management. There are no long-term contracts, setup fees, or penalties for scaling up or down. Changes to your subscription—whether adding or removing accounts—are reflected in your next billing cycle, providing flexibility as your organization’s needs evolve.
The terms & conditions for contract renewal and cancellation
Contract Renewal:
MailReach operates on a subscription model, typically billed monthly or annually depending on the plan chosen.
Subscriptions are set to auto-renew at the end of each billing period unless the user takes action to cancel before the renewal date.
Users receive invoices and notifications regarding upcoming renewals, allowing them to review or adjust their subscription before automatic renewal occurs.
Payment information is securely handled by a third-party provider (Stripe), and MailReach never stores payment data on its own servers.
Contract Cancellation:
Users can cancel their subscription at any time through their account dashboard or by contacting MailReach support.
Cancellation takes effect at the end of the current billing cycle; users retain access to the service until the paid period expires.
There are no cancellation fees or penalties for ending the subscription.
Upon cancellation, user data is retained in accordance with privacy policy terms and applicable law, but users may request data deletion or export as part of their rights under data protection regulations.
MailReach’s privacy policy also allows users to request deletion or portability of their data after cancellation, ensuring compliance with regulations like GDPR.
Compliance
MailReach is committed to maintaining high standards of data privacy, security, and regulatory compliance:
GDPR Compliance: MailReach processes and stores personal data in line with the General Data Protection Regulation. This includes obtaining user consent, providing access to personal data, and honoring requests for data correction, deletion, or export.
CAN-SPAM Act Compliance: The platform is designed to help users comply with the CAN-SPAM Act, which governs commercial email practices in the United States. This includes requirements for transparent sender information, clear opt-out mechanisms, and prompt handling of unsubscribe requests.
CCPA Compliance: MailReach aligns with the California Consumer Privacy Act, which gives California residents the right to access, delete, or opt out of the sale of their personal data.
Other Regional Laws: The platform encourages users to comply with all relevant local anti-spam and privacy laws, and adapts its practices as necessary for different jurisdictions.
Technical Security: MailReach enforces industry best practices for email authentication, including the use of SPF, DKIM, and DMARC records, to prevent email spoofing and improve deliverability.
Data Security: The platform uses secure data storage, strict access controls, and regular security reviews to protect user information.
