As a customer, you might have experienced sending an important email to someone only to find out that it ended up in their spam folder. This can be frustrating and may cause miscommunication or delays in your communication. This guide will explain why emails you send to others end up in spam and how to prevent it.
- Why do emails you send to others end up in spam?
- How can you prevent your emails from ending up in spam?
Note: It's important to understand that email providers use sophisticated algorithms to filter emails and determine which ones are genuine and which ones are spam. These algorithms are constantly evolving, and what might have worked a few years ago might not work today.
Why do emails you send to others end up in spam?
Like emails you receive, emails you send can also end up in the recipient's spam folder. The reasons for this can vary, but here are some of the most common reasons why this happens:
- Your email content triggers spam filters: Most email providers have filters to protect their users from unsolicited or malicious emails. If your email content triggers these filters, your email may be flagged as spam.
- Your email is sent from a suspicious domain: If it is sent from a domain with a bad reputation or has been associated with spam in the past, it is more likely to be flagged as spam.
- You are sending too many emails: If you are sending too many emails to the same recipient or sending too many emails too frequently, your emails may be flagged as spam.
- Your email is missing essential elements: If the email is missing crucial aspects such as a clear subject line, a proper greeting, or a signature, it may be flagged as spam.
- The email contains suspicious or malicious content: If it includes suspicious or malicious content, such as links to phishing websites or malware, it is more likely to be flagged as spam.
- The email has a high spam score: Spam filters use algorithms to calculate a spam score for each email. An email's score will be marked as spam if it exceeds a certain threshold.
Tip: You can check if the email you sent has a high spam score on this page.
How can you prevent your emails from ending up in spam?
If you want to prevent your email from ending up in spam, there are several steps you can take. Here are some of them:
- Use a clear and recognisable sender name and email address: Make sure the sender name and email address are recognisable and reflect your brand or organisation. This helps recipients to identify your emails and reduces the chances of your emails being flagged as spam.
- Use a meaningful subject line: Use a subject line that is relevant to the content of the email and not misleading or deceptive.
- Avoid using spam trigger words: Avoid using words that are commonly used in spam emails, such as "free," "limited time offer," or "act now.". Using too many of these words can trigger spam filters and cause your email to be flagged as spam.
- Use a professional email template: Use a professional email template that is clean and easy to read. Avoid using too many images or too much formatting, as this can make your email look like a spam message.
- Avoid using all caps or too many exclamation points: Using all caps, or too many exclamation points can make your email look like a spam message. Use them sparingly and only when necessary.
- Provide a clear and visible unsubscribe link: If you're sending newsletters, include a clear and visible unsubscribe link in your email. This allows recipients to unsubscribe from your email list if they no longer want to receive your emails.
- Authenticate your email: Authentication is verifying that an email is from a legitimate sender. Several email authentication methods exist, such as SPF, DKIM, and DMARC. To set up these records, follow the steps in this guide.
Note: When using one.coms name servers and mail servers, DKIM is automatically activated on your domain, so you don't need to do anything. All emails you send from your domain will automatically be sent with a digital, encrypted signature.