Tips to Avoid Sending Spammy Email

We all hate spam and get way too much of it. Don’t you agree? That’s why it’s essential to realize that if your email is perceived as spam, it may not reach the intended recipient. And not read.

There are a few factors that can make your emails appear spammy and therefore not read.

First, sending an email with red flags that trip spam filters.
Then, the recipient does not review their Spam, Junk, and Trash folders before emptying them, including your legitimate email.
Next, neither side is paying attention to detail.

Bounce-backs Tell You Why

Do some of your emails bounce back? When this happens, most people automatically assume their email server is malfunctioning or “something is broken.”

Surprisingly, most of the time, it is due to their emails being blocked because they are spammy. So, always review those bounce-back messages as they state the reason for being returned.

You need to be aware of several things to avoid having your emails incorrectly identified as spam. From my experience, when legitimate emails end up in my spam, junk, or trash folder, it is because the sender does or does not do certain things that trigger spam filters.

Then again, there are times when emails are mistaken for spam or junk for no apparent reason. Gmail is known for false positives. If you use Gmail, always check your “promotions” folder for missing emails.

Besides checking your Spam, Junk, or Trash folders, you also want to whitelist any addresses you want to ensure always get through. And if you have a website, ask site visitors to do the same with your email address.

ISPs, networks, and spam filters have a constantly evolving list of criteria used to judge email “spam scores” and determine which emails are allowed through and which are not. Having a high spam score and your email bounces back, is rejected, or is even deleted.

Here is a simple checklist that you can use to help your emails avoid being mistakenly marked as spam or, worse, deleted because they land in a spam folder before they are read.

Don’t Be Spammy Checklist

Follow these guidelines to give your email the best chance of reaching its intended party.

Always include an appropriate, short, and accurate SUBJECT field. Unfortunately, spam often lacks a subject or has a malformed one that lacks proper text. In addition, some email programs automatically delete emails without a subject in the Junk or Trash folder.
Type your subject with appropriate capitalization and structure. For example, using all lowercase or all caps gives the impression of being spam, not only to filters but also to recipients.
Refrain from using common terms abused by spammers in your subject and the first paragraph of your email. You know what they are – you see them every day. Many spam filters track these terms and may inadvertently send your email to your Spam folder.
Check that your name is formally displayed in the FROM field. Example: Jane A. Doe is correct. All lowercase or a lack of punctuation here indicates the anemic online savvy of spammers, and that your email could be spam.
Refrain from using any formatting just for the sake of doing so. For example, formatting text in fancy fonts, colors, or bold can trigger spam filters, combined with other red flags.
When using any spam software or filtering system, before you purge your Trash, it doesn’t hurt to take a quick peek to see if any emails from folks you know or recognize were misidentified as spammy. Then, when that happens, add them to your approved senders or whitelist to prevent future problems.

Spam, Junk, Trash

What’s the difference between your Spam, Junk, or Trash folders? It depends on your software. Trash is for emails that I delete. Junk is for emails identified as spam. Spam is the folder my email provider specifies as spam.

I always check my Spam and Junk folders for emails incorrectly marked as spam or junk. My email program allows me to mark them as “not junk” so that it doesn’t happen again.

The takeaway? Don’t be spammy.

Besides all the filtering, users delete emails they don’t recognize all the time. I know I do it. They glance and hit delete because the email looks like spam. Don’t let that happen to your emails.

One last tip. If you believe your emails are increasingly being marked as spam, you can check for any potential issues with your domain here.

Considering the above issues increases the chances that your day-to-day communications will reach the intended person on the other end.