TEM IP Warm-Up Preparation Package

Objective

The IP Warm-Up Preparation Package supports customers in structuring and preparing the warm-up of a new dedicated IP address prior to large-scale email sending via Retarus Transactional Email.

A new dedicated IP address has no established sending reputation with internet service providers. Without a controlled warm-up, high-volume sending from a new IP risks triggering spam filters, throttling, or blocking — regardless of content quality or list hygiene.

The package is designed to:

• validate the technical prerequisites for a successful warm-up

• assess email authentication configuration and identify gaps

• review sending list quality and readiness

• define a structured, volume-appropriate warm-up schedule

• establish responsibilities and go-criteria before sending begins

The objective is to ensure customers enter the warm-up phase with a validated technical foundation, a defined plan, and clear operational responsibilities — reducing the risk of deliverability issues from day one.

Typical Customer Scenarios

The service is particularly suitable for customers with:

• newly provisioned dedicated IP addresses requiring warm-up before productive sending

• planned migration from shared to dedicated IP infrastructure

• significant increases in sending volume requiring additional IP capacity

• no prior structured warm-up process or documentation

• deliverability concerns following infrastructure changes or provider migrations

Scope of Services

Technical Prerequisites Review Assessment of the technical foundation for warm-up readiness, including:

• review of DNS configuration relevant to email sending

• validation of SPF, DKIM, DMARC and MX configuration and alignment

• review of sending domain setup and authentication status

• identification of configuration gaps requiring resolution before warm-up start

Sending List & Volume Assessment Review of sending list quality and target volume parameters, including:

• assessment of list hygiene status and recommended cleanup actions

• review of recipient engagement characteristics relevant to warm-up sequencing

• definition of target sending volume and milestone structure

• identification of high-engagement segments for initial warm-up phases

Warm-Up Plan Configuration Development of a customized warm-up schedule aligned to the customer's target volume and sending patterns, including:

• selection of appropriate warm-up approach (conservative or accelerated) based on volume and risk profile

• definition of daily sending targets per phase and per ISP distribution

• configuration of Smart Delivery Optimization parameters where applicable

• definition of pause and adjustment criteria for identified deliverability issues

RACI & Responsibilities Definition Establishment of clear operational responsibilities for the warm-up phase, including:

• definition of roles and responsibilities across customer and Retarus teams

• RACI matrix for all warm-up activities

• escalation paths and communication channels during warm-up

Go-Criteria & Monitoring Framework Definition of measurable criteria and monitoring parameters, including:

• go-criteria for warm-up start and phase progression

• key metrics to monitor throughout the warm-up phase (spam complaint rate, bounce rate, delivery rate, ISP feedback)

• threshold definitions for pausing or adjusting volume progression

• recommended monitoring cadence and review approach

Deliverables

The package provides:

• Technical Prerequisites Checklist — DNS, SPF, DKIM, DMARC validation results and identified gaps

• Customized IP Warm-Up Plan — tailored daily schedule aligned to target volume and sending profile (PDF)

• RACI Matrix — defined responsibilities across customer and Retarus teams (PDF)

• Go-Criteria & Monitoring Framework — defined metrics, thresholds, and review cadence (PDF)

Customer Responsibilities

The customer is responsible for providing:

• DNS access and authority to implement required authentication changes

• information on target sending volume and email typology (transactional, promotional)

• sending list availability for hygiene assessment

• participation of technical and operational stakeholders in preparation sessions

• timely implementation of identified prerequisite actions before warm-up start

Unresolved technical prerequisites at warm-up start may impact deliverability outcomes and are outside the scope of this package.

Assumptions & Limitations

The package is limited to preparation and planning activities. The following are explicitly out of scope:

• execution of the warm-up phase itself

• monitoring and operational guidance during warm-up (available via Professional Services Contingent)

• guaranteed delivery outcomes — warm-up results depend on sending list quality, content, recipient engagement, and ISP behavior, which are outside Retarus' direct control

• remediation of existing blacklistings or active deliverability incidents

Outcome

After completion of the package, the customer receives:

• a validated technical foundation for warm-up start

• a documented, volume-appropriate warm-up schedule

• defined responsibilities and go-criteria for a controlled warm-up launch

• a monitoring framework for managing the warm-up phase operationally

Format & Scope