Anti-Spam & Responsible Outreach Policy
Last Updated: September 19, 2026 • Compliance Standard: Global B2B & Candidate Outreach
There is a critical distinction between three concepts that every Cold Mailer user must understand:
What your email provider technically allows you to transmit before erroring.
What data protection, ePrivacy, and anti-spam laws permit you to send.
Whether receiving servers deliver your message to the inbox or spam folder.
1. Individual Outreach vs. Promotional Mass Marketing
Cold Mailer is strictly designed for individualized professional communications (such as candidate job inquiries, developer introductions, and customized B2B partnership notes). It is NOT an advertising broadcast tool or mass newsletter sender.
"Hi team, I noticed your opening for a Frontend Developer in Bengaluru. I built an open-source Next.js tool and would love to share my portfolio."
"🔥 50% OFF! Buy our crypto signals / lead database today! Click here to claim your discount."
2. Provider Limits & Recommended Sending Volume
Cold Mailer does not operate a shared spam relay; all emails transmit through your connected BYOK provider. Each provider maintains strict anti-abuse rules:
| Sending Provider | Documented Hard Limit | Cold Mailer Recommendation |
|---|---|---|
| Personal Gmail | ~500 emails / 24 hours max | 15–30 personalized emails / day |
| Google Workspace | ~2,000 emails / 24 hours max | 30–60 personalized emails / day |
| Microsoft 365 / Exchange | 10,000 recipients / day (30 msg/min) | 30–75 personalized emails / day |
| Amazon SES (Sandbox) | 200 messages / 24 hours (1 msg/sec) | Sandbox testing only (verified recipients) |
| Amazon SES / Resend (Prod) | Custom account quota & domain reputation | Gradual warm-up; bounce rate < 2% |
3. Regulatory & Legal Clarifications
India (DPDP Act & TRAI Clarification)
In India, TRAI's TCCCPR framework specifically governs commercial communications over telecom channels (SMS and voice headers). Ordinary professional internet email is not regulated under TRAI SMS headers, but is subject to the Digital Personal Data Protection (DPDP) Act, 2023. Senders must respect individual data rights, use legitimate professional contact points, and immediately honor deletion requests.
United States (CAN-SPAM Act)
All direct inquiries sent to US recipients must adhere to CAN-SPAM standards:
- No false or deceptive header information.
- No misleading subject lines.
- Clear identification of the sender and physical/contact address where applicable.
- Immediate honoring of opt-out requests within 10 business days.
European Union & United Kingdom (GDPR & ePrivacy / PECR)
B2B outreach to EU/UK corporate entities requires demonstrating a Legitimate Interest directly relevant to the recipient's professional role, coupled with an explicit, easy way to object or opt out.
4. Pacing, Throttling & Deliverability Best Practices
Configuring a 3–10 second delay between dispatches is technically helpful for server socket stability, but delay alone does not prevent spam classification. For optimal inbox deliverability:
- Keep batch sizes small (under 25 emails per batch).
- Use randomized intervals (15–60 seconds between messages).
- Halt dispatch immediately if your provider returns rate-limit, authentication, or 550 bounce errors.
- Never send to unverified or generic harvested lists.