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Many just starting their online businesses do not realize the power of email in their day-to-day business communications.
It is important to realize that if your email is spammy you risk your email not getting through to the intended party.
You need to be aware of certain basics so that your email will not be inadvertently incorrectly perceived as spam.
How do you avoid sending spammy emails?
Several times each day, legitimate email make it into my junk/trash due to the sender doing or not doing certain things that trigger spam filters.
By being aware of these simple criteria your email has its best chance to make it to its intended party. ISPs, networks and spam filters have a constantly evolving list of criteria and triggers used to judge an email’s spam score to determine what email gets through or not. High spam score; your email is rejected or deleted!
Here is a simple checklist that you can use to reduce the potential for your emails not be mistakenly marked as spam, deleted or returned before read:
Always use your domain name email address.
Not only is this a solid branding practice you look more credible and professional in the process. Hotmail, Yahoo, AOL addresses are not used by seasoned and legitimate businesses. Having a domain email is an inexpensive cost of doing business — get one!
Craft an appropriate, short and accurate SUBJECT: field.
Use this field to clearly identify your email content so you are recognized by the recipient at a glance.
Related: Write great email subject lines to increase your open rate
Use correct capitalization and structure.
All lowercase or uppercase subject lines gives the impression of being spam, (or that you are lazy and lack education — neither is good).
Avoid using common terms abused by spammers in your subject and/or first paragraph of your email.
You know what they are – you see them every day. Many spam filters track these trigger terms and may inadvertently send your email right to trash.
Make sure your name is formally displayed in the FROM: field.
Example: Jane A. Doe is correct. Not jane doe or JANE DOE. All lower case or lack of punctuation here indicates the lack of online savvy typical of spammers and that your email could be spam. Same goes for the content of your email. Proper sentence structure and grammar!
Refrain from formatting text just for the sake of it.
Formatting text into fancy fonts, colors or bolding will trigger spam filters when combined with some of these other red flags.
Do not embed background graphics, logos, your photo or other gratuitous files in your email.
This is a huge red flag as that is how viruses can propagate! Emails are not meant to be a business brochure. That’s what your professional website is for!
Tip: Check your junk or spam folder for emails from legitimate sources.
When using any sort of spam software or filtering system, before you purge your trash, take a quick peak to see if any email is in fact from folks you know or recognize whose email was deemed spammy. When that happens mark them as not junk or add them to your approved senders/whitelist to prevent future problems.
The takeaway? Don’t look spammy!
Communicate with the written word as you would on business letterhead and your email will be that efficient communication tool your need for your business. By keeping the above issues in mind, you increase the chances of your day-to-day communications getting to the intended person on the other side.
Build trust with email that matches your domain. Learn more about Professional Email from GoDaddy.
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