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 server is complicated nowadays, it has more anti-spam policies. Even you are writing a good email because of those antispam policies, your emails can go to junk.
With these rules, you can minimize the risk of an important email landed in a junk box.
a. Always send an email via your or permitted email servers. Some have more than one 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. Careful with the subject used, avoid using words like message failed for delivery, spam, and offensive words. These words can easily classify your email as spam emails.
c. If you are sending an email with an attachment. Do not send an email attached with a file with these extensions, doc xlxs or pptx or similar. It is good to zip archive them and scan them with your latest updated anti-virus before you send. If you have received this type of email, scan them before opening it.
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 a large size email. I do not recommend an email with an attachment larger than 10Mb. It takes a long time to download, it might crash your recipient email client or a timed-out error 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 email server. This can greatly enhance the email delivery.
g. Lastly, this is important. Your email server IP address must not be blacklisted by the major RBLs. If your email server’s IP address is blacklisted, the emails you sent are likely returned or bounced. Here’s a free tool https://mxtoolbox.com/blacklists.aspx to check your email server IP address is blacklisted.