Avoiding Email Spam Filters

If you find that your customer is not receiving your company’s emails in their inbox, your email may be tagged as a spam email. This article will explain what a spam email is and how to avoid ending up in your customer's spam inbox.  

In this article:

What is a Spam Email?

Avoiding Spam Filters

Testing your Email Templates

How to Avoid Spam Filters Video

What is a Spam Email?

A spam email is an unsolicited, irrelevant email, such as a commercial or fraudulent message. This would include marketing or promotional emails to previous customers. Spam emails are filtered through the user’s email provider and get defaulted to the spam or junk folder. 

Note: Don't Assume you have permission. Even if your intended recipients are already your customers, do not send promotional emails without getting permission first. 

For more detailed information on Spam emails, MailChimp has a very informative article here.

Avoiding Spam Filters

SingleOps Email

In order to send an email that gets through spam filters, you need to be able to prove that you’re allowed to send emails from the domain you’re claiming it’s from. SingleOps uses a domain (mail.singleops.com) that we control. This helps both outgoing and incoming emails avoid spam filters. 

Email Templates

Email templates are the most common method for sending standard business practice communications. Most accounts use templates for Proposals, Invoices, reminders, etc. These can be edited to lessen the chances of your communications being flagged as spam.

 Navigation 

1. Navigate to Setup > Templates > Email Templates
2. Find the email template you would like to change and select Edit
3. For best practices, see Email Template Best Practices below
4. Edit your email template and click Save

Email Templates Best Practices

• Try to limit the number of website links in your email template. 1 would be ideal.
• Try to limit the number of images in your template.
• The information in the brackets will be different for every email. Unique information will reduce the possibility of getting flagged as spam (see key below)

• Number each email using the "Visit Reference Number" formula (set-up instructions below).

Visit Reference Number Set-Up:

1. Navigate to Setup > Email Templates
2. Click Edit next to the email template you would like numbered
3. Under Subject at the end of the subject line, type a space followed by "#:visit_reference_number", select this when it is shown in the drop down
4. On the right side of the screen, click the drop down under Preview with Visit
5. Start typing the project name you would like the preview
6. Select that project
7. Review. Your email preview should have a unique number in the subject line.
8. Click Save Email Template

Testing your Email Templates

To find out why your email might be detected as spam, follow the instructions below and use the tool provided at mail-tester.com 

1. Go to the website mail-tester.com
2. Copy the email address provided by the website
3. Take this email address into SingleOps and open the email you would like to have tested.
4. Paste the email in to the Send To field
5. Click Send email
6. Go back to the mail-tester page and click Then Check Your Score
7. Review your score and read use the information below your score to determine why your email is getting tagged as spam

How to Avoid Spam Filters Video

Web Links

Click here for more information about Spam Emails at mailchimp.com

Click here to test an Email for spam at mail-tester.com

Click here for more information on Email Templates