Every recruiter sends from
their own mailbox.
Each recruiter connects their own mailbox and writes to candidates under their own name. Warmbly warms those mailboxes, keeps the daily volume in a safe range, and handles opt-outs, so each recruiter builds their own sending reputation instead of sharing one address's history.
A shared inbox doesn't build its own reputation.
When a whole team sends from careers@ or talent@, every recruiter ends up sharing the same complaint history, and the message tends to read like a mass careers update. Sending from an individual mailbox means each recruiter builds up their own sending history.
- Shared by the whole team
- Carries everyone’s complaint history
- No sending history that's clearly one person's
- Belongs to one recruiter
- Builds its own sending history
- Replies come straight back to her
Comparing the two setups.
With a shared address, one complaint or spam report touches everyone who sends from it. With a mailbox per recruiter, a problem stays with the person it belongs to. It changes how warmup, complaints, and replies are tracked, not only how the email reads.
Recommended sending limits.
A sales rep working a known list of business domains can usually absorb the odd complaint. Recruiter outreach goes to a scattered mix of personal and work inboxes, where a single complaint counts for more. That is why we suggest keeping the daily cap well under the 100 the platform allows.
- Candidates use personal Gmail and iCloud as well as work Outlook, so there is no single domain reputation to lean on.
- A complaint tied to a named recruiter is harder to recover from than one against an anonymous list.
We suggest starting here and raising the cap only once a mailbox has a clean record over a few weeks.
50 default, 100 maxA 600 second gap between sends avoids the burst pattern filters associate with bulk tools.
every mailboxEach mailbox warms on its own and keeps some normal back-and-forth going while it sends.
+1 / day, premium poolSince reputation sits with the mailbox, each one should belong to a single recruiter.
one per personThe 30/day figure is a recommendation, not a measured result. The platform sets a 50/day default and allows overrides up to 100. Raise a mailbox toward that only after it has built a clean complaint and bounce record.
How many follow-ups to send.
Most candidates who are going to reply do so on the first or second message. A longer sequence rarely adds replies. It keeps a low-interest email in front of someone who has already passed, and an uninterested recipient is the one most likely to mark it as spam. The third message gives the candidate an easy way to opt out, and the sequence ends there.
Plain text emails.
When you write to one person, you don't add a banner image or a tracking pixel. Those are the same signals filters use to classify marketing mail, so a recruiting email that carries them tends to land in Promotions. Plain text reads like a normal note and is more likely to reach the main inbox.
The job description lives on a hosted page, so the email stays light and reads like a note from a person.
Personalization with Go templates.
Every step is a Go text/template, the same syntax used across the rest of Warmbly. Pull in a candidate's details with a leading dot, branch on a field with if/else, and the template renders per candidate at send time.
- An empty field renders as nothing, so a missing value never leaves a broken line.
- Wrap an optional detail in an if, and it only appears when the field is set.
{{.FirstName}}{{.LastName}}{{.Company}}{{.Role}}{{.Email}} Her company was blank, so the if skips the "at ..." clause and the sentence has no gap or stray comma.
An opt-out applies across the whole workspace.
When a candidate replies with STOP, REMOVE, or not interested, or their mailbox sends an out-of-office bounce, Warmbly adds them to the suppression list for the whole workspace. After that, no other recruiter or sequence will contact them. So a candidate who has opted out won't be contacted again by another recruiter on the team.
"Thanks, but I'm not interested right now."
The sequence stops and the reply is flagged for the recruiter.
Logged as a decline for now. If the wording is a clear opt-out, the candidate is added to the suppression list.
A pointer to someone else, logged against the contact.
Warmbly tags each reply so the recruiter can act on it. An opt-out is just one of those outcomes; most replies route back to the recruiter to answer.
A few questions recruiters ask first.
The platform sets a 50/day default and lets you raise it up to 100. That headroom is there for high-volume sales sending to a known set of business domains, where the sender already has a track record. Recruiter outreach goes to a much wider mix of personal and work inboxes, so a single complaint carries more weight. Start near 30 and raise the cap once a mailbox has gone a few weeks without complaints or bounces, which lowers the chance a complaint forces you to pause it.
Yes. Each recruiter mailbox warms up on its own in the premium pool. Warmup ramps by one message a day, from 10 a day up to a 40 a day ceiling, and runs separately from the cold sending budget, so the reputation each mailbox builds stays with that mailbox.
Most candidates who reply do so on the first or second message. A longer sequence rarely adds replies. It mostly keeps a low-interest email in front of someone who has already passed, which is how spam reports build up. The third message gives an easy way to opt out, and then it stops.
Set up a mailbox for each recruiter.
Connect a mailbox, let it warm up in the premium pool, and send your first candidate emails.