Gmail Sending Limits in Google Workspace – Technical Limits, Behavior, and Troubleshooting Guide
📅 05 Feb 2026
📂 General
👁 14 views
This Knowledge Base article provides a technical and operational explanation of Gmail sending limits in Google Workspace.
It is intended for IT administrators, system engineers, MSPs, and support teams who manage user mail flow, bulk communication, migrations, or investigate “sending suspended”, quota exceeded, or spam-related restrictions.
Scope includes:
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Daily sending limits and recipient limits
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Trial vs paid account behavior
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How limits are calculated
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SMTP, API, IMAP, and mobile differences
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Error messages, root causes, and fixes
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Security and compliance considerations
Product / Feature Overview
Gmail enforces sending quotas to:
When a user exceeds a limit:
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Outbound email is temporarily blocked (up to 24 hours)
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Incoming mail and other Workspace services continue to work
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Limits automatically reset after the rolling 24-hour window
Technical Explanation
How Gmail Sending Limits Work
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Limits are enforced per user account
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Calculated over a rolling 24-hour window, not midnight reset
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Applies to all sending methods, including:
What Counts Toward Sending Limits
The following count toward user quotas:
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Messages sent from aliases or alternate addresses
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Messages sent by delegated users
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Vacation responder emails
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Mail merge (multi-send) messages
The following do NOT count toward daily message limits:
Gmail Sending Limits (Paid Accounts)
User Sending & Recipient Limits
| Limit Type | Limit |
|---|
| Daily messages per user | 2,000 |
| Daily messages – mail merge (multi-send) | 1,500 |
| Total recipients per day | 10,000 |
| Total recipients per day (mail merge) | 1,500 |
| External recipients per day | 3,000 |
| Unique recipients per day | 3,000 |
| Unique external recipients per day | 2,000 |
| Recipients per message (To + Cc + Bcc) | 2,000 |
| External recipients per message | 500 |
* Limits apply to internal + external recipients unless stated
Limits for Trial Accounts
| Limit Type | Trial Limit |
|---|
| Daily messages | 500 |
| External unique recipients | 500 |
| Mail merge | Restricted |
⚠️ Limits increase only after conversion to a paid Workspace subscription.
Method-Specific Recipient Limits
| Sending Method | Recipients per Message |
|---|
| Gmail Web UI | 2,000 (500 external) |
| SMTP (POP / IMAP clients) | 100 |
| Gmail API | 500 |
| Google Workspace Sync for Outlook (GWSMO) | 100 |
Mobile Device Behavior
Use Cases & Environments
Common Scenarios
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Bulk internal announcements
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Sales or support outreach
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Mail merge campaigns
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CRM or ticketing system notifications
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Migration testing or coexistence phases
High-Risk Environments
Error Messages & Their Meaning
| Error Message | Cause |
|---|
| “You have reached a limit for sending email” | Daily quota exceeded |
| “You exceeded the maximum recipients” | Too many recipients in message |
| “Gmail sending limit reached” | Rolling 24-hour threshold hit |
SMTP 550 5.4.5 | Recipient limit exceeded |
SMTP 421 4.7.0 | Temporary sending suspension |
Troubleshooting Steps
Step 1: Confirm User Activity
Admin Console → Reports → User Reports → Gmail → Apps usage
Check:
Step 2: Identify Sending Method
Ask:
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Webmail?
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Outlook / Thunderbird?
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CRM or script?
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Gmail API?
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SMTP relay?
Limits differ per method.
Step 3: Wait for Automatic Reset
Step 4: Restore Suspended Account (If Applicable)
If account is fully suspended:
Commands & Verification Examples
Check SMTP Sending Errors (Mail Server Logs)
421 4.7.0 Temporary System Problem – Try again later
550 5.4.5 Daily sending quota exceeded
Mail Merge Quota Planning Example
Recipients count per send, not per address list.
Common Errors, Root Causes & Fixes
| Issue | Root Cause | Fix |
|---|
| User blocked from sending | Daily quota exceeded | Wait 24 hours |
| Mail merge stops mid-send | Recipient/day limit hit | Split batches |
| Outlook sends fail | SMTP recipient limit | Reduce recipients |
| Script fails | Gmail API cap reached | Throttle API calls |
| Repeated suspensions | Spam-like behavior | Review sender practices |
Security Considerations & Risks
Risks
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Repeated quota abuse may trigger permanent restrictions
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High external volume can damage domain reputation
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Poor sending practices increase spam classification
Policy Enforcement
Best Practices & Recommendations
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✅ Use mail merge responsibly
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✅ Break large sends into smaller batches
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✅ Prefer Groups for internal announcements
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✅ Use SMTP relay for application mail
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✅ Monitor user sending reports regularly
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❌ Do not use Gmail for mass marketing
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❌ Avoid shared accounts for bulk sending
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❌ Do not retry aggressively after quota errors
Conclusion
Gmail sending limits in Google Workspace are intentional safeguards, not faults.
Understanding how limits are calculated, which actions count, and how to design compliant workflows helps prevent disruptions and protects your organization’s email reputation.
For high-volume or automated sending, SMTP relay services or third-party transactional mail platforms are the correct architectural choice.
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