Throttling emails to avoid massive email volume

Why do emails need to be throttled?

To moderate the volume of emails being sent by your email address, emails can be throttled.

Emails need to be throttled in the following instances:

  • To ensure good email deliverability.
    Emails need to be throttled to make sure that all your emails are going to be delivered.

    Email service providers put a limit on the number of emails you can send. This is to prevent spam or abuse.
    (Your daily email limit depends on the inbox reputation but generally, free Gmail accounts have 500 daily email limit, Outlook accounts have 300 daily email limit, and g-suite accounts have 2, 000 daily email limit)

    Once you reach your daily email limit, you can’t send any more emails for a certain period of time.

    Usually, when you reach your daily email limit, you will receive email notifications from nobody@gmail.com.
    These notifications don't have the email address of the prospects who didn't receive your emails.
    So there's no way to know which prospects you need to reach out to again.

    A sudden spike in email volume might also raise spam suspicions to your email service provider.

    When your email address raises spam suspicions, the email address might be disabled from sending and receiving emails temporarily or worse, shut down permanently. 

    If you can't receive emails, QuickMail won't be able to track your replies.
    Because of this, you won't know as well the prospects that shouldn't receive more follow-up emails.
     
  • To moderate the sending of accumulated emails in an inbox.
    Emails accumulate in an inbox when a scheduled campaign and/or the inbox assigned to a scheduled campaign is paused.

    Follow-up schedules will still continue to count even if the inboxes or the campaigns are paused. 

    That's why pausing campaigns or pausing inboxes may result in an accumulation of pending follow-ups.

    The longer the inboxes/campaigns are paused, the more follow-ups may accumulate (especially if you're running multiple campaigns with multiple email steps).

How to throttle emails?

Here are the different ways to throttle emails.

1. Increase the delay between emails.

To slow down the rate of emails going out, you can increase the delay between emails.
To increase the delay between emails, go to Settings -> Inbox -> click the inbox you want the delay adjusted -> enter your preferred minimum time delay and/or add a time variation on top of the minimum time delay.

By default, there is a minimum delay of 30 seconds between emails. 

On top of that, you can also set an additional time variation which will add a random number of seconds on top of the minimum time delay. 
(The value set is the maximum time delay added)

So for instance, the minimum delay is 30 seconds and you add a 15-second time variation.
This means that the delay between emails can be 30-45 seconds (this is not taking into account the minor system delay).

2. Set up Sending Times/Time Tables

Time tables allow you to control which days and times a campaign can send emails.
So for example, you can set your campaigns to send emails for 8 business hours a day, instead of 24 hours.

To set time tables, go to Campaigns -> Sending Times -> Create a new time table.

Then, you can name the time table, choose your preferred timezone, and times and days you want the campaign to send emails.

After setting the time table, you can assign the time table to your campaign by going to the campaign -> Settings -> Use Time Table.

(Here's an example of a time table called Business hours, 8:00 AM - 6:00 PM, Monday - Friday, using the UTC time zone)

To learn more about time tables, check out this article -- Sending Times/Time Tables.

3. Stop adding more prospects to campaigns that already accumulated pending emails.

If you have multiple scheduled campaigns running, you can delete the campaign schedules first.
This will prevent emails from further accumulating.
You can re-add the schedules after all pending emails are sent.

Pro tip: instead of deleting the schedules, you can also set the schedule prospects to 0.
For a more detailed guide on schedules, check this out --How to Schedule Campaigns.

4. Pause all campaigns and unpause them one at a time.

If you have multiple campaigns that are currently paused, unpause the campaigns one at a time. 
This will prevent a massive number of pending follow-up emails from getting queued up.

For example, you have paused 4 campaigns with 400 accumulated emails each.

If you keep all 4 campaigns running, your inbox will send 1600 emails in one go.

To avoid that from happening, you can pause all campaigns and unpause them one at a time.

Wait for one campaign to finish sending all the pending emails before unpausing another campaign.

6. Cancel and resume journeys manually.

Canceling and resuming journeys will allow you to decide how many emails are going out.
However, we discourage canceling and resuming journeys for the following reasons:

  • Journeys that have replied might be canceled and resumed. 
  • Journeys that were manually canceled might be resumed accidentally. 
  • Journeys that are out-of-office might be canceled and resumed.

Check here for a detailed guide on canceling and resuming journeys -- Canceling and Resuming Journeys.