EmailOctopus Deliverability for Crypto Outreach: Fix Common Issues

TL;DR

EmailOctopus deliverability gets easier when you treat it like a permission-based channel. Note: This guide is for agencies and service providers emailing crypto project teams about services, newsletters, and nurture. It is not a guide for token issuers looking for investors or token buyers. To improve EmailOctopus deliverability for crypto outreach, tighten your sending setup, ramp volume safely, and avoid crypto-hype copy that triggers filters.

• Symptoms: What deliverability problems look like
• Setup: Setup checks
• Warm-up: Warm-up and volume ramp rules
• Content: Content and spam triggers
• Testing: Testing and iteration

Key Takeaways:

• Separate reputation: Send from a dedicated subdomain (example: news.yourdomain.com) so your core domain stays clean.
• Authenticate first: Align SPF, DKIM, and DMARC before you scale.
• Prioritize consent: Double opt-in and easy unsubscribes protect reputation in scam-heavy niches.
• Write like a vendor: Reduce hype, add proof, and keep CTAs low-friction.

EmailOctopus can work well for Web3 newsletters and opt-in nurture, but crypto inboxes are unusually aggressive about filtering anything that looks like hype or impersonation. Most deliverability problems in EmailOctopus come from a small set of root causes: a shared or brand-new sending reputation, weak authentication, list quality issues, and copy that resembles the scams your prospects see every day. This guide shows you how to diagnose the symptoms, fix the setup, and run a safe warm-up so your campaigns have a better chance of landing in the primary inbox.

Who this is for

This walkthrough is for teams that sell services to crypto projects and use EmailOctopus for permission-based communication. It is a good fit if you are doing any of the following:

• Running an opt-in newsletter that founders, BD leads, or marketing teams at crypto projects subscribed to.
• Nurturing post-reply prospects who asked you to stay in touch after a 1:1 conversation.
• Sending product updates or educational drops to a list you built with clear consent.

It is not a fit if you want to upload scraped emails, bought lists, or one-time airdrop signups with no relationship.

Newsletter vs cold outreach tools

EmailOctopus is designed for opt-in newsletters and nurture, not first-touch prospecting. Cold outreach tools are built for low-volume 1:1 conversations where deliverability depends on human-like sending patterns.

Feature	EmailOctopus	Cold outreach tools (example: Instantly, Lemlist, Kommo)
Permission	Opt-in required	Built for cold email workflows, confirm your consent and compliance approach
Typical volume	Higher, list sends	Lower, per-inbox limits
Content style	Newsletters, nurture, product updates	Plain-text sales conversations
Infrastructure	Shared sending or SES	Mailboxes (Google Workspace, Microsoft 365)
Best use case	Keeping opted-in contacts warm	Starting new conversations with people who do not know you

Avoid importing cold outreach lists into EmailOctopus. Keep first-touch outreach on separate infrastructure, then add contacts to EmailOctopus only after they explicitly ask to receive updates.

What deliverability problems look like in EmailOctopus

Here are the most common symptoms that point to deliverability or list-quality issues:

• Sudden drops in opens or clicks across multiple campaigns, even though your content has not changed.
• Bounce spikes right after an import, especially if the list was collected from multiple sources.
• Subscribers telling you they never received the double opt-in confirmation.
• Gmail or Outlook showing unusual sender cues like a generic "via" label, or an unfamiliar return-path domain.
• EmailOctopus pausing a campaign, or warning you about list quality, because complaints or bounces are too high.

If you see one symptom, do not guess. Use the setup checklist first, then run a deliverability test before you send again.

Setup checks

Deliverability in EmailOctopus is mostly decided before you write the first subject line. Treat this section like a pre-flight.

EmailOctopus-specific settings checklist

Use this checklist to reduce preventable problems:

• Create a dedicated sending subdomain: news.yourdomain.com or updates.yourdomain.com, not your root domain.
• Verify the exact "From" domain you send from: your From address should match the domain you authenticate.
• Confirm SPF, DKIM, and DMARC alignment: use the pillar guide for the full setup and testing flow: Email deliverability setup (SPF/DKIM/DMARC).
• Enable double opt-in for public forms: it protects you from bots, typos, and spam traps.
• Keep the unsubscribe link obvious: make opting out easier than reporting spam.
• Add a real sender identity: a real name, company, and website reduce "anonymous sender" risk.
• Avoid URL shorteners in campaigns: link to your own domain whenever possible.
• Segment before scaling: send to your most engaged subscribers first, then expand.

Pro Tip: The "Phishing" Look

In crypto, inconsistent domains look like phishing. Avoid buying lookalike domains like yourdomain-marketing.com. A subdomain like news.yourdomain.com is usually more credible and easier to authenticate.

Standard vs Connect

EmailOctopus offers two ways to send: Standard (managed sending) and Connect (send through your own Amazon SES account). Your choice affects setup complexity, how much control you have over reputation, and who is responsible for monitoring issues.

Criteria	EmailOctopus (Standard)	EmailOctopus Connect (Amazon SES)
Setup speed	Fast, usually same day	Slower, depends on AWS setup and approvals
Technical skill	Low	Higher (DNS, IAM, SES settings)
Cost model	Plan-based pricing	SES usage-based pricing
Deliverability ownership	Shared IP reputation, monitored by EmailOctopus	Your reputation, your monitoring
Reputation isolation	Pooled sending environment	Greater isolation potential

If you want the simplest path to get a compliant newsletter live, Standard is usually the better starting point. With engineering support and a preference for maximum control over identity and sending infrastructure, Connect can be a better long-term fit.

Custom MAIL FROM

If you use Connect and recipients see a generic "via" label, look into setting a Custom MAIL FROM domain in Amazon SES. This can improve alignment between the visible sender domain and the underlying return-path domain, which reduces the "this looks forwarded" feeling.

Urgent truth

Do not tighten DMARC policies aggressively until you have verified that your EmailOctopus sending streams are aligned and passing authentication. A misconfigured DMARC policy can block your own legitimate mail.

Do not do this

Avoid these common mistakes that get EmailOctopus accounts flagged, or get campaigns filtered:

• Uploading cold outreach lists that never opted in, even if they are "B2B" addresses.
• Mixing transactional mail and marketing sends on the same domain, then wondering why invoices start landing in spam.
• Promising outcomes that sound like crypto scams, for example guaranteed returns, 100x, or risk-free.
• Blasting the full list immediately after a fresh import, without warming up engagement.
• Hiding the unsubscribe link, or making unsubscribing harder than marking spam.

Warm-up and volume ramp rules

If your domain is new, your list is new, or you are switching sending infrastructure, ramp volume carefully. A warm-up is not a license to spam, it is a controlled way to prove consistent, wanted engagement.

For a step-by-step warm-up plan, use: Email warm-up plan.

LeadGenCrypto • Updates for Crypto Service Sellers

Get the Operator Notes (No Fluff)

Practical email drops for teams selling services to crypto projects, what changed, what’s working, and what to do next. Straight to your inbox, on a sane cadence.

• Quick “worth your time” summaries of new LeadGenCrypto posts
• Actionable sales angles to win replies without sounding sketchy
• Deliverability + compliance guardrails (SPF/DKIM/DMARC, warm-up, list hygiene)
• Occasional resources: templates, checklists, and multi-chain lead ideas

Yes, send me the next drop

Jump to testing

Free • no hype • unsubscribe anytime

A simple ramp you can copy

Use engagement segments to ramp safely:

• Start with your engaged segment: send first to people who opened or clicked recently.
• Add your warm segment next: expand to people who engaged in the last few months.
• Use re-engagement for older contacts: do not keep mailing people who never interact.
• Throttle big sends: split large campaigns into smaller batches instead of one spike.

Pro Tip: A seed list helps

Before a major send, email a small set of inboxes you control across Gmail, Outlook, and Yahoo. If you consistently land in spam on your seed list, pause the campaign and fix setup or copy before you send to everyone else.

Content and spam triggers

Your technical setup gets you to the door, but your copy decides whether the inbox provider trusts you. In crypto, "spammy" often means anonymous, hype-heavy, or vague.

If you want a deeper list of risky terms and safer replacements, use: Spam words to avoid in outreach.

Red flags to remove

• "Guaranteed returns"
• "100x", "moon", "pump"
• "Risk-free"
• "Urgent investment opportunity"
• "No KYC required"
• All-caps subject lines

Green flags to use instead

• "Compliance-aware"
• "Readiness review"
• "Audit timeline"
• "Implementation plan"
• "Case study"
• "Process documentation"

Make opting out easy

If a reader cannot find an unsubscribe option quickly, the spam button becomes the default. EmailOctopus includes unsubscribe handling, but you should still make the link obvious in the body and footer.

Testing and iteration

When you change domains, warm-up patterns, or sending infrastructure, test before you scale. A simple testing loop prevents "one bad send" from dragging down your reputation for weeks.

Use this walkthrough to run a deliverability test and interpret the results: Test deliverability with Mail-Tester.

Fix priority order

Start with the problems that can block delivery entirely:

1. Authentication errors: SPF, DKIM, DMARC alignment.
2. List issues: bounces, spam complaints, or too many inactive subscribers.
3. Content issues: hype language, too many links, misleading promises.

Pre-flight checklist

Before hitting "Send" on a crypto B2B campaign:

• Domain check: send from your dedicated subdomain, not a free inbox.
• Auth check: SPF, DKIM, and DMARC records are verified in DNS.
• Link check: avoid link shorteners, use your branded domain.
• Audience check: exclude inactive segments before broad sends.
• Tone check: remove hype terms and unrealistic promises.
• Footer check: include your physical address and an obvious unsubscribe path.
• Test send: send to a seed list to confirm inbox placement.

Template: trust-building welcome email

Use this right after a new opt-in, or right after someone explicitly asked to receive updates. If you store project fields in your CRM, personalize with inline fields like {tokenName}, {blockchain}, {tokenUrl}, {website}.

Subject: Your checklist, plus one question

Hi there,

Thanks for signing up. Here is the resource you requested, and one extra link in case it helps: {website}.

Quick question so I can send fewer, better emails: Are you working on {tokenName} pre-launch, or is it already live on {blockchain}?

Reply with "Pre" or "Live", and I will send one relevant example for that stage.

Best,
Your name, Your company

Where LeadGenCrypto fits

EmailOctopus is a strong option for newsletters and nurture once a crypto project contact has opted in. LeadGenCrypto fits earlier in the workflow, you can source verified project contacts for targeted 1:1 outreach, then move interested replies into EmailOctopus when they explicitly want updates.

To protect deliverability and budget, keep your contact data deduped across tools and segments. Filters and Exceptions are designed for this hygiene step: /docs/core-features/filters-and-exceptions/.

Frequently Asked Questions (FAQ)

Can I use EmailOctopus for cold outreach to crypto projects?

EmailOctopus is built for opt-in lists. Uploading scraped or purchased emails is a fast way to get high bounces and complaints, and can get your account suspended. Use a separate cold outreach stack for first-touch conversations, then switch to EmailOctopus after the prospect has explicitly opted in.

Should I use EmailOctopus Standard or Connect (Amazon SES)?

Standard is usually simpler and faster to set up. Connect can be a better fit when you have technical support and you want more control over sending identity and reputation.

How do I fix "unauthenticated" warnings in Gmail?

This typically points to SPF, DKIM, or DMARC misalignment, or to sending from a domain you did not authenticate. Work through your DNS setup first, then re-test before sending again.

Why are open rates sometimes unrealistically high or low?

Open rates are directional, not perfect. Some email clients pre-load images, inflating opens, while some corporate firewalls block tracking pixels, deflating opens. Clicks and replies are often a more reliable signal for whether your emails are wanted.

Is double opt-in required?

Double opt-in is not required in every jurisdiction, and this is not legal advice. Operationally, it is one of the best ways to keep bots, typos, and spam traps out of your list, which protects deliverability over time.