What is an email Return Receipt (RR), and how do you use it properly?

I’ve been asked about return receipts regularly, so I thought I would provide an overview of RRs and when and how they should be used.

Do you know what an email Return Receipt is? Have you ever used one? Surprisingly, most folks will answer “no.” That is, up until you receive one.

Return or Read Receipts (RRs) are the sender’s request to know that an email has been opened on the recipient’s computer. When the email is opened, a system-generated confirmation email is sent back to them. However, it does not ensure that the recipient actually reads your message.

Some will use the RR feature to know when you receive their email, even if the content is not critical. Doing so seems a little “stalky” to me, and I think it is a control thing.

Alternatively, your friend may be unaware that this option is selected. Perhaps a nicely worded email to them with a “Did you know…..” after reviewing this article can help them understand that this is not a feature to be used for every casual email.

RRs Are to be Used Sparingly

There is no point in engaging a Return or Read Receipt (RR) request for the personal emails. Don’t be the person who has to know when someone opens every email you’ve sent to them.

Since they have to take the step to accept or decline your RR request, you force the recipient to react just to see your email. This is why excessive use of this feature can be viewed as intrusive.

I’ve had people email me, noting that they understand RRs may be perceived as annoying, but they will continue to use them anyway. They “must know” when their emails are received. Poor things.

Considering that the recipient can decline RR requests—which is what most people do—or have them set to be automatically rejected, as I do, is another reason why RRs are not entirely reliable.

Managing Return Receipts

It is no one’s business when I open any email. On those infrequent occasions when it is a matter of importance and I know in advance, I adjust my settings and can provide my approval.

These situations would include receiving a legal document or an important update. The sender wants a simple confirmation that I have received their information, particularly when it includes important attachments or time-sensitive details. I understand why, so there is no problem there.

But RRs for benign or non-critical emails? Don’t do it.

What about “Blind” RRs?

Some services and plugins offer “Blind” RRs. These products imply that the recipient will not be aware of the RR request. These services can report back if an email is opened. But again, this is sort of smoke and mirrors with no guarantees.

Repeat after me: Opened does not mean read.

These services and plugins include a little one-pixel graphic with each email. The graphic is called from the sender’s server when the email is opened. Stats will then reflect that the email to your address was opened for the graphic to be served.

I have my email program set not to automatically download graphics. This security feature in my email software includes that little pixel graphic.

This means there is no way to know I even opened the mail, let alone to make the gigantic leap that I read it. (If you don’t want to be tracked, engage this feature in your email software too.)

So why continue using RRs? Especially considering you have no confirmation that a) the intended recipient is the opener and b) they read your email. Of course, except for those rare circumstances I previously noted, RRs are not recommended unless both sides understand why the request is being made.

RRs Should be a Rarity

Don’t be an email stalker. I’ve never found a reason to use RRs with everyday personal emails to friends or family. Now that I think about it, I don’t even remember the last time I initiated an RR request from my side.

(If you know a return receipt abuser, you can use my example email to send them here.)

RR with Every Single Email? Don’t be a busybody!

Do you have someone who has this feature turned on for every single email? You don’t want to be “that person” who wants to know when every one of their emails is received, especially when the content is not critical. It makes you appear to be a control freak.

The recipient should have the privacy to determine when/if they want to read an email and reply to it. RRs should be reserved for instances where it is critical to know the email was received/opened; preferably, the other side is open to acknowledging that. Examples would include legal and vital business issues.

Personal vs. Business: Legal and Business Issues

BUSINESS: RRs are best used when you want proof or a trail to document that an email was sent and subsequently opened—for example, legal papers, contracts, non-disclosure agreements, etc.

PERSONAL: Some folks set RRs for family and friends who do not reply to their emails. They want to confirm that the email was opened because they believe they are being ignored.

If you feel you are being ignored, I think there is a better approach than using an RR. Consider including a request for a response in your email. Better yet, pick up the phone.

Now you know what a return receipt is and when to use it. Check your email program settings to be aware of the options available so you can use them correctly and with discretion.