10 Ways to Make Sure your Emails Never End Up in the Spam Folder

Spam

When your e-mails are flagged by the spam filters as legitimate spam, it can be bad for your business as communication gets derailed, especially if you are expecting an important email.  To avoid losing an important client or work getting prolonged due to e-mails not being read, you need to ensure your messages always reach the intended mailboxes.

It seems that the spam filters sometimes automatically move messages tagged as “illegitimate messages” into the spam inbox section.  You can actually prevent this from happening by composing a good message that will pass the spam filters.  The spam filters generally work by employing a scoring system.  If an e-mail message gets a high score, the higher the chances of the message arriving at the spam folder and eventually being deleted without being read.  To get over the spam filters, you need to know some dos and don’ts so you can guarantee that your important messages will appear in the proper mailbox of the recipient.

  1. Control the excitement in your message
    Spammers usually use words and phrases that will excite the readers.  On top of the list are offers of large sums of money and amazing breakthroughs.  Money back guarantees and offering the same products that cost less can be part of legitimate offers but will definitely trigger spam filters to give the message a high spam index score.  You need to avoid using all uppercase in your text and putting more than one exclamation point at the end of a sentence.  Find out spam keywords that most spam filters are looking for such as “Affordable,” “Bargain,” and “Free,” among others.
  2. Plain text is still better
    E-mails can be sent either as a plain text or as an HTML page.  Most of the time spam filters are strict with e-mails that are in the HTML format and will most probably be sent to the spam folder unless you use good coding procedures in your HTML.  In conveying the desired message, plain text format is still more suited.  You should know that there are more recipients who prefer to receive e-mail correspondences using the plain text format.
  3. Avoid including attachments
    Most spam contains attachments that are destructive.  Sending e-mail messages with inappropriately named attachments will trigger spam filters all the time.  As much as possible, put the content of your attachment inside the body of the message and provide links rather than attach a file to your message.
  4. Always check your sender score
    There is actually a sender score that determines the reputation of your e-mail address as a sender.  Businesses that often launch e-mail campaigns are the ones that get affected more with the sender score rather than an average personal or business account.  You need to check your sender score as often as possible for you to be able to repair the damages if there are any.
  5. Avoid sending spam
    Those who market things by way of e-mail even to those people who did not subscribe to the mailing list will often be blacklisted.  Getting your e-mail account and domain name off a blacklist list is quite difficult.  Make sure that you send e-mails to those who want to receive e-mail from you.   Spam filters will flag your messages no matter what is inside your message.
  6. Use black fonts over coloured fonts
    Even though black-coloured fonts seem a bit boring, they are safe from spam filters.  More often than not, coloured fonts excite most spam filters and will likely move your messages to the spam folder.  If the consequence of having a more stylish message will make your message be tagged as spam, then it is not worth it.  Black text can also be professional and looks clean.
  7. Make it a point to test your list of recipients
    If you intend to send a message to a large mailing list, test your message by including your e-mail in the recipient list.  You can create e-mail accounts specifically just for testing if the message gets through the inbox or the spam folder.  As much as possible, test your message using your test accounts on different machines with different platforms to be able to see if there are problems with a specific operating system.  There are also e-mail clients like “Microsoft Outlook” that you need to check.  Testing your message is a necessary step especially if you are sending important e-mail correspondences like newsletters to a huge list.
  8. Avoid using the word “test” in your test email
    When you use test accounts and test messages, you need to avoid using the word “test” in your e-mail in the subject line and in the body of the message to ensure that your message will not trigger the spam filters.  Most spam filters include the word “test” in their watch list.
  9. Make your subject very specific
    Most often, messages get flagged as spam by spam filters due to the way the subject was written down.  Make your subject line as specific as it can be without divulging important details.  Spam filters know that spammers will not put details in the subject line.  For example, if your message is about a reminder about an important meeting, the subject that says “Important Meeting Tomorrow” is acceptable but it will be much better if you include a little detail like the time and place for the meeting.
  10. Hire professional online marketers
    If your messages always end up on the spam folders of your recipients even if you apply the necessary precautions, it can be a big problem for your business.  It is important that you get professional help from experienced online marketers.  Before any damage is done to your online marketing campaign, it is important that you receive professional advice as well as pinpoint the cause of the problem.  Online marketing companies usually know how to salvage the reputation of your marketing campaign and eventually your company’s name.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Written by Mike Wheatley

2 Comments

  1. Joey Alexander · April 17, 2011

    You can still use HTML format in your email. To stay away from the dreaded spam folder, your email should only contain 1 URL link. Email (including the signature) with two or more links are usually considered as spam by most mail servers.

    “example.com” is considered a link even if it’s not the right format.

  2. GameMan1983 · May 14, 2011

    Another way to make sure your email address does not get to spam is to not use it as the newsletter sender. Don’t get me wrong. Newsletters nowadays have been used as a spam tool.

    This the point of hiring professional online marketers. Use them if you’re sending newsletters.

    @Joey Thanks for the suggestion. Sometimes I’m confused what type to use in Outlook. Now I know: Text instead of HTML.

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