Today, let’s us learn on how to send a good email. Hold on, not writing a good email but sending. Sounded simple? Yes, everyone knows how to send an email by clicking the send button. But do you know a good email can be ended into your recipient’s junk box, or even bounced? Now, it gets interesting isn’t? Writing a good email is not enough. Your recipient’s email servers have more anti-spam policies. Even you are writing good emails because of those reasons, your emails can go to junk.
With these rules, you can minimize the risk of your important emails ended in the junk box.
a. Always send an email via your or permitted email servers. Some have more than 1 email account and they have belonged to different email servers. If you are sending from an email server that is not permitted, as your IT people might set up something known as SPF in the DNS zone records. You are impersonating unknowingly. This type of failed SPF email might be rejected eventually. SPF is used to control email spamming especially those emails are impersonating your organization sending unauthorized emails to people.
b. Your subject is sensitive – avoid using words like message failed for delivery, spam, and offensive words. These words can easily be classified as junk email.
c. If you are sending an email with an attachment. Do not send doc xlxs or pptx etc. It is a good habit to zip them and scan them with your latest updated anti-virus if you have received such emails.
d. Look for a typo in the recipient’s email address especially they are already stored. A displayed name does not indicate your email address is correct. If you have received bounce email notification like invalid recipients or similar, you might have the incorrect email address.
e.Do not send an email with a big file. I do not recommend an email with attachments larger than 2Mb. Such large emails take a very long time to download, it might crash your recipient email application timed-out connection between the computer and the server.
f. Signed DKIM on all outgoing emails. Ask your IT team or hosting provider to implement DKIM on your domain main server. This can greatly enhance your email delivery if you are using the correct email server.
g. Last but not least, It might be beyond your ability. However, I need to mention as this is extremely important. your email server IP address must not be blacklisted if you are, the emails you sent are likely returned or bounced. Here’s the free tool https://mxtoolbox.com/blacklists.aspx to check your email server IP address is blacklisted.