How to stop your email from ending up in the spam or junk folders of the recipient.
Updated: Nov 18, 2019
Alright, here it is then. What many people and by many, we mean maybe one or two of our clients have asked us. How can we help them stop their emails from ending up in their client's junk folders?
To be honest, if a client has marked your email address as spam, there is really very little you can do. And by very little, we mean you call your client and beg them to move your email back into their inbox. You would have to be a mind reader or have some kind of spyware to see the email ending up in their spam box.
What we are here to discuss and show you, step by step, kind of, is how you can prevent your email from naturally ending up in spam, junk and marked by spam filters.
Spam filters are exactly as advertised, filters. Many SAAS or CAAS email provider solution come with their own set of spam filter algorithms. Algorithms that are designed to identify and email source as spam.
Quite commonly many email addresses of sales and marketing personnel tend to be flagged by such filters. This is tragic for business and has resulted in the sudden boom of "lead generation" companies and data hacks.
Digression aside. in some cases, you may have been unfairly flagged by a spam filter that communicates with the cloud server and marks all of the emails you send to any recipient users of their cloud service as natural spam. And without the users realizing it, your email just flows directly to their spam or junk folder. So what can you do about this, lucky for you? We may have just the solution.
Our solution is to authenticate your email. Much like how there used to seal that verified the origin and the authenticity of a letter. Let's say you were a king and you sent a mail to someone, it would be sealed with an insignia. Showing the recipient of the mail that this is an authentic parcel. The same thing applies to emails, spam filters are designed to always respect that. Because if any email can be flagged even from a legitimate company, that would be catastrophic for businesses and the economy.
So let us go through with what you need to do.
We have explained DNS records in an earlier post:
There we briefly explained about MX records and what it actually is. But at a high level, there are many other uses for MX records and the main one is to have a record that would show your sender policy framework or SPF. What you need to do first is to gain access to your DNS records, we are sure your IT department is on top of this. Look at the example shown in the image here,
So by default for your email to work with your domain, the default MX values are added. This will show any request to your email and direct them to your email server. In this case, the MX record points to Google, which is Gmail. And this is entirely dependent on who is hosting your email server and not necessarily be there the same server for everyone. Moving on.
Earlier we mentioned the sender policy framework. Most email hosting providers should be able to provide you with a record that you can copy. Simply search for 'SPF records for DNS' inside your email server portal documentation website and you should be able to find the values.
What you do after is inserting that record into your TXT. This is important and not to be mistaken for MX. MX records and TXT records are different. MX is strictly for email servers. TXT records are normally used for high-level verification and authentication purposes. Think of TXT like a sticky note or a reminder note that anyone can read before opening the fridge. And in this case, when the spam filter receives your email this time, it will cross-check and be able to retrieve through your domain your SPF record. What this does is to show the spam filter that this email comes from an authentic and reliable source. An actual and real company. This email is not spoofed or fabricated.
What will happen as a result is that email flows directly into the inbox of the aimed recipient? Yay! Result!
Now try not to send too many emails to your clients. If not they will mark your email as spam. Good thing is, even if many recipients mark your marketing emails as spam, it does not affect other inboxes. Of course, that is not to say how these days there are actual laws in place to the number of unsolicited emails you can send in a year. So play close mind to that. I say a large percentage of your recipients mark your email as spam, you may really end up in the spam folder again after all. We hope this blog has helped you. Like and share and love us all you want. We appreciate every little gesture. Thank you!