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2014-04-11 00:00:00TechnologyEnglishSpam Mail: Check your Mailing List, Avoid words or phrases like “Free”, “Prizes” or “Buy Now”, Contact those who have opted in,... Your Mails are Not Flagged as SPAM

Ensure Your Mails are Not Flagged as SPAM

3 min read

SPAM is something we come across in our daily lives, every time we check our business email, we ensure that important emails have not accidentally been filtered as spam. It is of extreme importance that our emails especially those going out to consumers are not mistaken as spam and therefore fall on deaf ears. To gain a better understanding, let us define what Spam is:

What are spam messages?

According to Wikipedia “Email spam, also known as junk email or unsolicited bulk email (UBE), is a subset of electronic spam involving nearly identical messages sent to numerous recipients by email.

Clicking on links in spam email may send users to phishing web sites or sites that are hosting malware. Spam email may also include malware as scripts or other executable file attachments.” In this post, we will explore the ways to ensure that your business mail does not end up flagged as spam. Here are a couple of considerations to keep in mind:

1. Avoid words or phrases like “Free”, “Prizes” or “Buy Now”:

Spam filters assign points based on the text in your email. Therefore if you use phrases that often occur in spam emails sent by phishing sites then your email is more likely to be flagged as spam. Avoid using all capital letters for words and an excess of exclamation marks as these will also raise red flags about your email. Also, make use that you do not use a variety of colored fonts in emails.

2. Check your Mailing List:

Before sending out bulk emails regarding a new marketing promotion or your monthly newsletter, check how many of the recipients belong to the same domain name. If your mail is going to a large number of recipients in a single company, it is more likely that your email will be flagged as spam by the company’s firewall.

3. Have an Opt-in System:

Businesses collect email addresses in various ways, ensure whatever method you use you have an opt-in feature for people to receive promotional material from your company. When people opt to get communication from you, they will be more receptive to your emails and be less likely to ignore it and mark it as Spam or file an abuse report.

Make sure you have a double opt-in method, where you check that people really want updates by having them verify information on 2 channels like email as well as mobile. Also, ensure that you have a good “unsubscribe” or opt-out system in place for people who are no longer interested in receiving communication.

Even if you are approaching users from a paid list, ensure that they have the facility to opt-in or unsubscribe from your mailing list.

4. Contact those who have opted in, in a timely fashion:

When someone opts-in to your service, send them a welcome mail detailing what they can expect in way of communication from you. Do not wait a long period before sending out mail as users will be less likely to remember that they have subscribed to your list for updates.

A good practice is, in your first mailer, ask the consumer to add your email id to their addresses. This way it is less likely to get flagged as spam later by an email spam checker.

These basics should allow your emails to avoid being recognized by spam email prevention services. You can also explore a variety of email clients like mail chimp or contact which will allow you to pass your emails through a spam checker before sending them out.

You could also find services that will let you measure the open rate of emails, this will tell you how many emails are reaching consumers’ inboxes and how many are being opened.

Information may be abridged and therefore incomplete. This document/information does not constitute, and should not be considered a substitute for, legal or financial advice. Each financial situation is different, the advice provided is intended to be general. Please contact your financial or legal advisors for information specific to your situation.

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