To ensure your person-to-person emails are delivered successfully and not flagged as spam, consider the following best practices:
Message Format:
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Simplicity: Use a straightforward layout with standard fonts and minimal formatting. Avoid complex designs and excessive images, as these can trigger spam filters.
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Proper HTML Construction: If sending HTML emails, ensure they are well-structured without errors, missing tags, or nonstandard code, which can be red flags for spam detection systems.
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Avoid Active Content: Refrain from embedding scripts like JavaScript or ActiveX, as these are often blocked by email clients and can cause your message to be marked as unsafe.
Links:
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Use Domain Names: Ensure all hyperlinks use domain names instead of IP addresses, as reputable sites are identified by domain names, and using IP addresses can be a spam indicator.
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Verify Link Reputation: Only include links to reputable websites. Linking to disreputable or malicious sites can cause your email to be flagged as spam.
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Avoid URL Shorteners: Spammers often use shortened URLs to conceal malicious links. Using full URLs maintains transparency and trustworthiness.
Word Choice:
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Professional Language: Avoid excessive punctuation, all caps, and trigger words like "urgent," "free," or "guaranteed," as these are common in spam messages.
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Personalized Greetings: Address recipients by their name to add a personal touch and reduce the likelihood of your email being marked as spam.
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Conversational Tone: Write in a natural, conversational manner. Overly stiff or templated language can appear automated and raise suspicion.
Attachments:
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Minimize Attachments: Attachments can be vectors for malware, leading to stricter filtering. Instead, use cloud storage services to share files via links.
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Clear File Names: If attachments are necessary, use clear and specific file names. Avoid unusual characters or ambiguous naming conventions that might trigger security filters.
Additional Tips:
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Clear Subject Lines: Craft concise and descriptive subject lines that reflect the email's content, helping recipients understand the purpose immediately.
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Proofreading: Always proofread your emails to correct grammatical errors and ensure clarity, maintaining professionalism and reducing misunderstandings.
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Appropriate Timing: Send emails during standard business hours to align with recipients' schedules and avoid appearing intrusive.
By implementing these practices, you can enhance the effectiveness of your email communications and reduce the chances of your messages being misidentified as spam.
