How to Know If an Email Has Been Read

Sending an email and getting no response is frustrating. In fact, only 8.5% of outreach emails receive a reply, meaning most cold emails go unanswered. If you’re in this position, you’re probably wondering—did it land in spam? Was your pitch ineffective? Or did they read it and ignore it?

Overthinking can impact your productivity and strategy. Instead of guessing, knowing if your email was read will give you the insights to adjust your approach and move forward.

This guide will show you how to track email opens, recommend the best tools, and share strategies to boost engagement.

So, let’s get into it.

Why Email Tracking Matters

Email tracking shows who opens your emails and how they engage with them. It works by embedding tracking pixels or unique link parameters in emails. In fact, email is one of the most powerful communication channels, with its reach continuing to grow.

By 2027, email users are expected to hit 4.8 billion, and inboxes are more crowded than ever. While 88% of email users check their inboxes multiple times daily, your message still competes for attention. A 2024 ZeroBounce survey found that:

• 39% check email 3-5 times a day
• 27% check it 10-20 times a day
• 22% check it 20+ times a day
  

With this high frequency, email tracking helps you see whether your email was opened, clicked, or ignored. But tracking goes beyond knowing who opened an email. It provides key insights that help you optimize engagement and conversions. Here’s how it makes a difference:

• Follow Up at the Right Time – Timing matters. Tracking email opens shows when recipients are interested. This allows you to follow up while your message is fresh. A well-timed nudge increases the chances of a response.
• Measure Engagement and Improve Content – Not all emails perform the same. Tracking open rates and click-through rates (CTR) reveals what works—whether it’s the subject line, message, or CTA. Adjusting the content or sending time can improve engagement if an email is ignored.
• Optimize Outreach and Target the Right Audience – Email tracking helps you focus on engaged recipients instead of wasting effort on those who don’t respond. Analyzing behavior allows you to refine your audience segments and deliver personalized content that drives better results.
• Qualify Leads More Effectively – Not every recipient is ready to take action. Tracking interactions helps identify high-intent leads—those who repeatedly open emails or click links—so sales teams can prioritize warm prospects and improve conversion rates.
• Maximize ROI with Data-Driven Decisions – Email marketing is cost-effective, but only if done right. Data-backed decisions lead to smarter campaigns and higher returns.
  

In short, email tracking is a strategic way to help you cut through the noise, reach the right people, and improve overall engagement. You might miss key insights that could drive better results if you’re not tracking emails.

Common methods to track email reads

You already know how important it is to track email. To make the most out of it, below are some common methods for tracking email reads, ranging from automated tools to manual approaches.

Email Tracking Tools

Using Email tracking tools are the best ways to know if someone reads your email. Unlike manual follow-ups or read receipts, these tools work automatically. It gives you real-time insights without needing the recipient to take any action.

Tools like Warmup Inbox can track email opens, link clicks, and responses. They embed a tracking pixel, a tiny, invisible image, inside your email. What it does is that when the recipient opens the email, their email client loads this image, triggering a notification. This alert tells you when they opened it, what device they used, and sometimes even their location.

With this information, you can follow up at the right time and adjust your messaging based on engagement. If a recipient opens your email multiple times, they may be interested in your message. If they click a link, you know they took action. 

While some email clients block tracking pixels, these tools still give you valuable insights to improve your email strategy.

Read Receipts

Read receipts offer another way to confirm whether an email has been opened. It’s available in email platforms like Gmail and Outlook. This feature requests a confirmation from the recipient when they open the email. However, it has several limitations that can make them unreliable. 

Recipients can decline to send a read receipt which prevents you from knowing if they opened the email. Some email clients don’t support read receipts at all. And, many mobile email apps and webmail interfaces ignore read receipt requests. 

While read receipts provide a direct way to check if an email was opened, their effectiveness depends entirely on the recipient’s settings and preferences.

How to Request a Read Receipt in Gmail

(Available for Google Workspace accounts only)

1. Open Gmail and click Compose to create a new email.
2. Click the More options (three dots) in the bottom-right corner of the compose window.
3. Select Request read receipt before sending the email.

How to Request a Read Receipt in Outlook

1. Open Outlook and click New Email to compose a message.
2. Go to the Options tab in the toolbar.
3. Check the box for Request a Read Receipt.
4. Send the email.

Link Click Tracking

Another indirect way to determine whether an email has been read is tracking link clicks. Many email marketing and CRM tools like Warmup Inbox, HubSpot, and Mixmax, offer this feature.To use link tracking, you insert a special tracking link (shortened or coded URLs) in your email. 

When the recipient clicks it, the system logs the action. This confirms they opened the email and engaged with your content. Most tools generate these links automatically, so you don’t need technical skills to use them. Link tracking works better than image-based tracking because it doesn’t rely on images. 

Many tracking tools use a hidden image, or tracking pixel, to detect email opens. But if the recipient’s email blocks images, the pixel won’t load, which makes the data unreliable. Link tracking avoids this issue by recording actual clicks, giving you clear insights into engagement. 

For sales and marketing emails, link click tracking is an effective way to gauge interest and optimize follow-up strategies.

Manual Follow-Ups

Manual follow-ups is an old effective way to check if someone reads your email. This method is free and relies on direct communication rather than software tools. However, like any approach, it has its downsides.One major drawback is that it doesn’t provide real-time tracking. You won’t know if the recipient has seen your email unless they respond. 

This can make it difficult to gauge interest or decide when to follow up again. Another challenge is that some recipients may find multiple follow-ups annoying, especially if they receive a high volume of emails. Sending too many messages without a clear purpose can damage your professional image or even get your emails ignored.

To increase your chances of getting a response, craft a well-written follow-up that adds value. In fact, people who do cold outreach often secure clients through follow-ups rather than their initial email. This highlights the importance of good copywriting and persistence in getting noticed.

A good rule of thumb is to wait 24–48 hours before sending your first follow-up. Then 3-7-15 days for the second, third and fourth follow up. This gives the recipient enough time to read and process your message. Keep your email polite and professional to show respect for their time. 

Always reference the previous email to provide context and help them recall the conversation. Instead of just asking, “Did you see my email?”, offer value by including useful information or explaining why their response matters.

For example, you could write:

Subject: Quick follow-up on my last email
Hi [Recipient’s Name],
I wanted to follow up on the email I sent [mention date or topic]. Let me know if you had a chance to review it or if you need any additional information. Looking forward to your thoughts!
Best,
[Your Name]

While manual follow-ups take time and don’t offer automated insights, they help build genuine connections and encourage meaningful responses. When done right, they can be just as effective as any tracking tool.

Tools to Track Email Reads

There are many tools to choose from for tracking email reads. However, each offers different pricing and features, which must align with your current budget. To make an informed decision, below we’ve listed some of the best options that are worth considering:

Tool	Best For	Pros	Cons
Warmup Inbox	Email deliverability and engagement insights	Boosts email deliverability, tracks engagement (opens, clicks), helps prevent spam issues	More focused on warm-up than deep analytics, lacks advanced sales tracking
HubSpot	Sales and marketing email tracking	Advanced analytics, seamless CRM integration, great for tracking sales and marketing emails	Expensive for premium features, can be overwhelming for small teams
Mailtrack	Simple email tracking for Gmail users	Easy to use with Gmail, free basic plan available, simple interface	Limited to Gmail, lacks advanced analytics and automation
Mixmax	Comprehensive email campaign tracking	Tracks opens, clicks, and engagement, automates follow-ups and scheduling, ideal for outreach teams	Paid plans required for advanced features, can be overkill for basic tracking

Warmup Inbox

Best for: Email deliverability and engagement insights

Warmup Inbox is an email deliverability tool designed to improve inbox placement and provides engagement insights. It connects your email account to a network of 20,000+ real inboxes that interact with each other to help prevent emails from landing in spam. In addition to warming up your email, it has features that can help you monitor your email performance, including open rates, link clicks, and overall deliverability. This allows users to make adjustments on creating a better outreach strategy.

Key Features:

• Email Warmup Automation – Sends, receives, and engages with emails to improve deliverability and reputation.
• Email Tracking – Monitors open rates, link clicks, and recipient engagement.
• Spam Monitoring & Reputation Management – Tracks spam rates, blacklist status, and sender score.
• Detailed Reports & Insights – Provides analytics on inbox placement, SPF, DKIM, and DMARC health.
• Works with All Major Providers – Compatible with Gmail, Outlook, and any SMTP-based inbox.

Pricing: The basic plan starts at $15/month, with a 7-day free trial available—no credit card required.

HubSpot

Best for: Sales and marketing email tracking

HubSpot is a CRM platform that includes email tracking and analytics for sales and marketing teams. Its email tracking feature notifies users when emails are opened and links are clicked. The tool integrates seamlessly with HubSpot’s CRM that allows users to track conversations, automate follow-ups, and analyze performance to improve outreach. With detailed reports and engagement insights, HubSpot is a great tool to optimize your email strategy for better conversions.

Key Features:

• Real-Time Email Tracking – Get notifications when emails are opened or links are clicked.
• CRM Integration – Syncs with HubSpot’s CRM to track conversations and customer interactions.
• Automated Follow-Ups – Set up sequences and reminders based on recipient activity.
• Advanced Analytics – Provides insights on email performance, engagement, and response rates.
• Works with Major Email Providers – Supports Gmail, Outlook, and other email clients.

Pricing: Starts with a free plan.

Mailsuite (formerly Mailtrack)

Best for: Simple email tracking for Gmail users

Mailsuite, previously known as Mailtrack, is a simple and affordable email tracking tool designed primarily for Gmail users. It provides real-time notifications when an email is opened and offers link tracking on paid plans. Known for its ease of use and budget-friendly pricing, Mailsuite is a great choice for individuals and small teams who need basic email tracking without complex CRM integrations. However, it only uses a single tracking domain, which could impact email deliverability over time.

Key Features:

• Unlimited Email Tracking – Track an unlimited number of email opens.
• Link Click Tracking – Available only on paid plans.
• Live Notifications – Get alerts when emails are opened (first open is free; additional notifications require a paid plan).
• Mobile App Support – Track emails on both desktop and mobile.
• Gmail Integration – Works seamlessly within Gmail; no support for Outlook.

Pricing: Has free plan but adds a promotional signature to emails and does not track link clicks or multiple opens. Paid plan starts at $5.99 per user/month (billed annually vs. monthly).

Mixmax

Best for: Comprehensive email campaign tracking

Mixmax is a powerful email tracking and automation tool for Gmail that helps users measure engagement and optimize outreach. It provides real-time tracking notifications for email opens and link clicks, allowing you to see who interacts with your messages. Unlike some trackers, Mixmax can identify individual recipients in group emails, making follow-ups more precise. It’s an excellent choice for sales teams, recruiters, and professionals who need detailed insights into email performance.

Key Features:

• Real-Time Email Tracking – Get instant alerts when someone opens your email or clicks a link.
• Individual Recipient Tracking – See exactly who opened your message, even in group emails.
• Email Automation & Scheduling – Set up follow-ups and automate outreach sequences.
• CRM & Third-Party Integrations – Connects with Salesforce, Slack, and other tools.
• Gmail Compatibility – Works seamlessly within Gmail for an intuitive experience.

Pricing: Paid plan starts at $29 per user/month (billed annually), with a 14-day free trial available—no credit card required.

How to use Warmup Inbox for email tracking

Warmup Inbox makes email tracking simple by providing real-time insights into opens, clicks, and engagement. Here’s how to use its tracking features effectively.

1. Connect Your Inbox

The platform supports major providers like Gmail, Outlook, and SMTP-based inboxes. Connecting takes less than a minute, and once completed, your inbox joins a network of 20,000+ real email accounts that help improve deliverability and tracking accuracy.

To start, sync your email account with Warm Up Inbox. To do this, login to your Warmup Inbox account.  Click the Add inbox button and input your email address. 

If you’re connecting your gmail you should enable IMAP first in your Gmail settings. Just follow what it prompts you to do on the screen. And click Next

The process is straightforward. If you’re not using gmail, check out this walkthrough article on how to set up all types of inboxes.

2. Track Opens, Clicks, and Inbox Placement Automatically

Once connected, Warmup Inbox automatically embeds tracking pixels into your emails. This allows you to monitor:

• Open rates – See when recipients read your emails.
• Click tracking – Track when links in your emails are clicked.
• Inbox placement – Find out if emails land in the inbox, spam, or another category.
• Reputation Score – Monitor your inbox health and deliverability over time.

You can find these insights in your Warmup Inbox dashboard, where you’ll see real-time data on email performance, spam risk, and deliverability. Check out all Warmup Inbox features to get the most out of your email tracking.

3. Improve Deliverability with AI-Powered Conversations

Warmup Inbox also helps prevent emails from going to spam. It uses human-like AI conversations to make your emails look real and natural. These warm-up emails get opened, replied to, and marked as important, which improves your sender reputation.

You can also create custom email templates that match your actual email campaigns. This teaches email providers that your messages are relevant and trustworthy.

4. Keep an Eye on Your Reputation Score

Your Reputation Score tells you if your inbox is healthy. It’s rated from 1-100. If your score drops below 80, your emails might not reach inboxes.

A low score could mean:

• Your email settings (SPF, DKIM, DMARC) need fixing.
• Your email address is on a blacklist.
• You send too many emails too fast, triggering spam filters.

Warmup Inbox checks blacklists automatically. If your domain is listed, it will appear in your dashboard. Find out how blacklists work and what steps to take if your emails aren’t reaching inboxes.

5. Use Tracking Data to Improve Your Emails

Warmup Inbox doesn’t just collect data—it helps you take action. Here’s how to use it:

• If someone opens your email multiple times but doesn’t reply, follow up with a stronger message.
• If your emails go to spam, check your SPF, DKIM, and DMARC settings.
• If no one opens your emails, try a better subject line or send it at a different time.

Making small changes based on tracking data can help you get more responses and better results.

Try Warmup Inbox free for 7 days—no credit card needed. 

Tips for effective email tracking

Tracking emails can give you valuable insights, but to maximize its effectiveness, you need a strategic approach. Here are some best practices to improve open rates, engagement, and compliance when using email tracking tools.

Personalize your email

Recipients want to feel valued and understood. Write your cold email by using their name, mentioning their company, or referencing recent interactions. Personalized emails drive six times more engagement than generic messages. 

Instead of writing “Dear Customer,” say “Hi Thomas, I noticed your team just expanded into the European market—congratulations!” This approach shows you recognize their achievements and understand their business.

Craft a compelling subject lines

Your subject line determines whether recipients open or ignore your email. Create clear, action-oriented subject lines that promise specific value. For instance, instead of saying “AMAZING OFFER INSIDE!!!”, write “Your Q2 Results: 3 Key Growth Opportunities.” This method immediately highlights relevance while maintaining professionalism. 

Use action verbs, focus on benefits, and avoid spam triggers like excessive punctuation or capital letters. However, if you want a faster, and more effective approach, you can try Warmup Inbox free subject line generator to create compelling subject lines in seconds. 

Implement A/B Testing Strategies

A/B testing identifies what resonates with your audience. Try to compare subject lines, send times, and content formats to optimize engagement. For example, test sending your weekly newsletter on Tuesday morning vs Thursday afternoon to determine the best delivery time. 

Track open rates, click-through rates, and conversions to make data-driven improvements. Even small adjustments can significantly boost engagement.

Ensure Privacy and Legal Compliance

Earn trust by handling email tracking responsibly. Obtain clear consent, maintain transparent privacy policies, and provide simple opt-out options. Protect collected data with strong security measures and comply with regulations like GDPR and CAN-SPAM. Make it clear how you track engagement, so recipients feel confident in your data practices.

Measure and optimize results

Track key metrics that impact your business goals. Analyze open rates, engagement patterns, and conversion rates. Calculate email ROI by linking tracking data to revenue generation. Use these insights to refine your email strategy and drive better results.

Limitations of email tracking

Email tracking gives useful insights, but it’s not always accurate. Many email apps, like Apple Mail and Outlook, block tracking pixels. This means you might not know if someone actually opened your email.

Read receipts have the same problem. Since they need manual approval, most people ignore them. Other factors, like image loading settings, offline reading, and preview panes, can also stop tracking from working properly.

Privacy settings make things even trickier. Some email providers hide IP addresses, block location tracking, and prevent tracking scripts from running. Laws like GDPR and Apple’s Mail Privacy Protection (MPP) also limit what data you can collect.

While tracking has its limitations, it’s only one piece of the puzzle. Instead of relying solely on open rates, focus on actions that truly indicate interest, like replies, link clicks, and forwards. These engagement signals provide a clearer picture of how recipients interact with your emails.

The best way to improve results? Send emails people actually want to open. Personalize your content, offer value, and use clear calls to action. When paired with a good tracking tool like Warmup Inbox, this approach helps you get the most out of your email strategy.

Track Smarter with Warmup Inbox

Knowing whether an email has been read helps you communicate better, follow up strategically, and improve your outreach. Warmup Inbox makes this easy by providing real-time tracking for opens, clicks, and deliverability insights, so you always know how your emails are performing.

But tracking is only useful if your emails get opened. A strong subject line increases the chance of getting  engagement that makes your tracking data meaningful. If you need help crafting compelling subject lines, try our Email Subject Line Generator to boost open rates and maximize your email’s impact.

Ready to improve your email strategy? Get started with Warmup Inbox today and take control of your email tracking and engagement.