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When the busy season hits, the last thing you want to worry about is whether or not your business emails reached their intended destination. Following up on an email only to find that it was never received can be frustrating, particularly when the subject matter is timely or important.

Spam filters are becoming stricter and increasingly more sophisticated, resulting in more flagged spam than ever... including your well-intended email. The good news is there are several ways to avoid having your outgoing mail flagged as spam.

The following are a few helpful tips on best practices in sending emails:

  1. First and foremost, establish and maintain your business as a reputable web presence with a safe and easily accessible business website. In addition, ensure that other companies that are referencing your business in emails are also reputable.
  2. A simple tweak to your subject line can go a long way. Avoid common spam triggers like capitalization of entire words, trigger words such as "urgent" or "guaranteed," over-punctuation, or spaces between every letter in a word.
  3. Use personalized greetings and salutations, as well as normal conversational language. Content that appears computer-generated will often be flagged as spam. As such, avoid using symbols within words, i.e. tod@y.
  4. Avoid using links that contain IP addresses, as they are a major trigger for spam filters. The same applies to shortened URLs, which are often used by spammers to mask links.
  5. When formatting your emails, aim for simple message layouts and formatting, making sure to avoid using active components like plug-ins or JavaScript.
  6. Avoid attaching files to your messages or double check before sending attachments to ensure that the attachment is named correctly with no spelling errors.
  7. When sending bulk emails, look for a reputable company to handle your bulk email services.
  8. Keep your recipient list up to date - emails that are sent to multiple invalid recipients are easily flagged as spam. Consequently, use opt-in practices to avoid having emails immediately marked as spam in a recipient's inbox.

With a little diligence, safeguarding, and attention to detail, your bulk and person-to-person emails can easily avoid being mistaken as spam, allowing your messages to reach their intended destination while simultaneously helping your business communications run smoothly and efficiently.

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