The following best practices are generally considered sound advice for any person-to-person email correspondence and are not necessarily specific to our service. These tips and guidelines are intended to reduce the possibility of your email ending up in your recipient’s spam folder, or worse, rejected by their email provider. The goal is to help you avoid the well-known mistakes that commonly trigger spam filtering in most modern email services and clients.
- Use a reputable and well-known email client. This will ensure that the email you send will be properly constructed and communicated.
- Things like providing HTML and text versions of the message content, properly constructed and formatted email headers, and adherence to specifications for sending email (SMTP) are fundamental to sending good mail.
- Keep your message’s layout as simple as possible. Avoid complex formatting.
- If you’re sending HTML email, ensure that it’s properly constructed. Things like missing/empty tags, poor formatting, and non-standard conventions are spam indicators.
- Use personalized greetings/salutations. Generic salutations make your content more likely to appear as unsolicited mail to spam filters.
- Do not use links that contain IP addresses. Using IP addresses is a huge red flag for spam filters.
- If you link to other companies’ sites in your message content, ensure that they are reputable sites.
- Be careful about using shortened urls in your message content. Shortened links are often used by spammers to mask the destination of the link; spam filters often flag messages with shortened links as spam.
- Avoid using symbols for letters in words; spellings like “str@nge”, “|etters”, and “g00gle” in your emails are often classified as spam.
- Do not overtly reference topics that are highly recognized as spam such as Rolex watches, medications, prescription drugs, or financial institutions.
Pay attention to your subject line. Avoid the following:
- Punctuation (especially exclamations and question marks).
- Using only capital letters.
- Words such as “urgent”, “free”, “guaranteed.”
- Text with spaces between every letter, such as “H e l l o.”
- It is becoming preferable to avoid attaching files to your messages. Most cloud file sites now offer shareable links you can provide in your email (Box.com, Microsoft OneDrive, Google Docs, etc.). Since attachments are a common way of distributing viruses (especially for Windows users), filters are becoming more strict on attachments. Zip file attachments are a common example of this.
- If you do send attachments, be sure they are named correctly and the spelling is correct. Also, choose a name that is simple and specific to the nature of the attachment.