When it come to the notice that marketing emails are landing in to spam folder than it became a death of your marketing or advertisement and the spirit of the business drop down to bottom of the well due to spam checker of mailbox providers.
One of the main reasons that it is getting becoming harder to avoid emails going to spam box is that spam filtering has become more rigorous and flawless. Webmail providers are cracking down harder on spam mails or email campaign . However, the filters aren’t well accurate, so sometimes legitimate emails go to spam folder.
we can subscriber engagement plays very important role in email deliver ability. That’s because webmail providers see engagement levels and recipient behavior when determining which emails actually make it to the inbox.
Authenticate Your IP address
- 1 Authenticate Your IP address
- 1.0.1 DKIM(Domain Keys Identified Mail)
- 1.0.2 SPF( sender policy framwork)
- 1.0.3 Now How to Check your DKIM and SPF record
- 1.0.4 Proper Selection of IP to avoid Trapping in Spam Filter
- 1.0.5 Keep IP address Aware about yourself to avoid spam filter
- 1.0.6 Analysis Of Error Send by Mailbox Server
- 1.0.7 (iv) Extended SMTP (ESMTP) standards Errors
- 1.0.8 x.1.x Codes
- 1.0.9 x.2.x Codes
- 1.0.10 x.3.x Codes
- 1.0.11 x.4.x Codes
- 1.0.12 x.5.x Codes
- 1.0.13 x.6.x Codes
- 1.0.14 x.7.x Codes
- 1.1 Take the Permission from Subscriber
- 1.2 Double opt-in avoid spam filter banning .
- 1.3 Verify email addresses on your mailing list
If we see from Data of the month September 2018 report published by www.statista.com global spam volume amount to 53.49% of the total email traffic worldwide.
It because of this spam volume the email sender is required the authentication from DKIM and SPF. the mailbox provider uses these authentication to confirm the identity of the sender.If the sender can not be authenticated, mailbox provider will reject the mail and may put it in the spam folder of your email. If the sender is not authenticated the chance of the rejection is likely to increase.
DKIM(Domain Keys Identified Mail)
It is a method for authenticating Domain through publicly Known cryptographic signature this signature is verified at the end from the DNS record. So know if you are having the proper DKIM authentication than your email will not put in spam folder of the reader. So DKIM is authenticate the reputation and identity of the email sender over the internet.
SPF( sender policy framwork)
It is used to compare the sender IP indicated in the domain’s DNS record with a list of IPs authorize to send email from that domain. So domain owner authorize on his behalf IPs and subset to send the email using this SPF framework. The goal is to limit the Spamming activity over the email network or traffic.
Now How to Check your DKIM and SPF record
We can use various excellent tool available for validating your DKIM and SPF records senders reputation and black list appearance.
All above these tool work on the principle that when you send a test message or type your IP address or domain into the form.In response to that you will get the result for your domain , problem and proper working and suggestion for proper authentication of DKIM,SPFDMRC record.
it is very important to note that we should set the postmaster to the various mailbox provider so as to be free from spam checker or spam domain problem.
Proper Selection of IP to avoid Trapping in Spam Filter
Normally there are two type of the IP address used by the webmasters
(i) Shared IP address : This type of the IP are used by more than one user so due to multiple use the total frequency , volume increases and as the IP is more warmed up. In this case the control of the reputation of them IP is not possible.
(ii) Dedicated IP address for identification to spam filter: It is used by single user and the reputation of the sender is controllable and if your volume is more than 40000 it should be preferred.
for more specific you should register two different email address for newsletter and marketing.
Keep IP address Aware about yourself to avoid spam filter
It can be achieved by regularly sending the email so that per month amounts to 50000. So if you have registered fresh IP address than try to warm it up and show your ideal behavior following all rules. regularly sends the email to your subscribers.
If you sends all 40000 email at once than the receiving server reject them. if you wants to sends 40000 emails in four days than you should start divide your group in four part and start sending 10000 perday . if your bounce rate is higher than 8% and complaint rate exceed 0.25% reduce your sending volume to 5000 emails/day.
Analysis Of Error Send by Mailbox Server
Verify that your address not on black list by tools MXtoolbox, DNSBL,Multirbl, RBL Watcher to reduce your bounce rate and trape in spam filter.
(i) Soft bounce not by Spam filter
It due to technical reason when recipient mail box is full or big email size
(ii) Hard bounce by mail server not be spam filter
this type of Bounce arises due to non existence of the mailbox domain. there is syntax error in email address. it also occur when mail transfer agent or spam filter identified your content as spammy. In such incident you require to raise your email layout and content.
when this type of the bouncing is more than five percent than mailserver blocks the sender IP address. In many case the mailserver sends the delivery error and thus with three digit code. here we are providing you the details of the delivery error codes in common which will surely help you in managing the situation.
(iii) SMTP Error code as received in you bounced email
|211||System status / system help reply|
|220||Domain service ready|
|221||Domain service closing transmission channel|
|250||Requested mail action completed and OK|
|251||Not Local User, forward email to forward path|
|252||Cannot Verify user, will attempt delivery later|
|253||Pending messages for node started|
|354|| Start mail input; end with .|
|355||Octet-offset is the transaction offset|
|421||Domain service not available, closing transmission channel|
|432|| Domain service not available, closing transmission channel |
|450||Requested mail action not taken: mailbox unavailable. request refused|
|451||Requested action aborted: local error in processing Request is unable to be processed, try again|
|452||Requested action not taken: insufficient system storage|
TLS not available due to temporary reason. Encryption required for requested authentication mechanism
|458||Unable to queue messages for node|
|459||Node not allowed: reason|
Syntax error, command unrecognized
Syntax error in parameters or arguments
|502||Command not implemented|
|503||Bad sequence of commands|
|504||Command parameter not implemented|
|510||Check the recipient address|
|512||Domain can not be found. Unknown host.|
|515||Destination mailbox address invalid|
|517||Problem with senders mail attribute, check properties|
|521||Domain does not accept mail|
|522||Recipient has exceeded mailbox limit|
|523||Server limit exceeded. Message too large|
|530||Access Denied. Authentication required|
|531||Mail system Full|
|533||Remote server has insufficient disk space to hold email|
|534||Authentication mechanism is too weak. Message too big|
|535||Multiple servers using same IP. Required Authentication|
|538||Encryption required for requested authentication mechanism|
|540||Email address has no DNS Server|
|541||No response from host|
|543||Routing server failure. No available route|
|546|| Email looping |
|550||Requested action not taken: mailbox unavailable|
|551||User not local; please try forward path|
|552||Requested mail action aborted: exceeded storage allocation|
(iv) Extended SMTP (ESMTP) standards Errors
The Extended SMTP error codes work in three digit combinations. For example, 5.2.1 is a Permanent Error where the receiving email is not accepting messages. The first number is the email message status. The second second numbers pinpoint the exact information about the error.
- 2 Successfully sent the email;
- 4 Temporary problem when sending the email. The email server typically will try to send it again till it reaches retry timeout.
- 5 Permanent or Fatal error. This can be caused by a non existent email address, DNS problem, or your email was blocked by the receiving server.
Below is a list of the Extended SMTP error codes.
- X.1.0 – Other address status
- X.1.1 – Bad destination mailbox address
- X.1.2 – Bad destination system address
- X.1.3 – Bad destination mailbox address syntax
- X.1.4 – Destination mailbox address ambiguous
- X.1.5 – Destination mailbox address valid
- X.1.6 – Mailbox has moved
- X.1.7 – Bad sender’s mailbox address syntax
- X.1.8 – Bad sender’s system address
- X.2.0 – Other or undefined mailbox status
- X.2.1 – Mailbox disabled, not accepting messages
- X.2.2 – Mailbox full
- X.2.3 – Message length exceeds administrative limit
- X.2.4 – Mailing list expansion issue
- X.3.0 – Other or undefined mail system status
- X.3.1 – Mail system full
- X.3.2 – System not accepting network messages
- X.3.3 – System not capable of selected features
- X.3.4 – Message too big for system
- X.3.5 – System incorrectly configured
- X.4.0 – Other or undefined network or routing status
- X.4.1 – No answer from host
- X.4.2 – Bad connection
- X.4.3 – Routing server failure
- X.4.4 – Unable to route
- X.4.5 – Network congestion
- X.4.6 – Routing loop detected
- X.4.7 – Delivery time expired
- X.5.0 – Other or undefined protocol status
- X.5.1 – Invalid command
- X.5.2 – Syntax error
- X.5.3 – Too many recipients
- X.5.4 – Invalid command arguments
- X.5.5 – Wrong protocol version
- X.6.0 – Other or undefined media error
- X.6.1 – Media not supported
- X.6.2 – Conversion required and prohibited
- X.6.3 – Conversion required but not supported
- X.6.4 – Conversion with loss performed
- X.6.5 – Conversion failed
- X.7.0 – Other or undefined security status
- X.7.1 – Delivery not authorized, message refused
- X.7.2 – Mailing list expansion prohibited
- X.7.3 – Security conversion required but not possible
- X.7.4 – Security features not supported
- X.7.5 – Cryptographic failure
- X.7.6 – Cryptographic algorithm not supported
- X.7.7 – Message integrity failure
above error codes may be handled properly otherwise you may be blocked in to the SPAM filter and your IP will be blocked for ever.
Take the Permission from Subscriber
Email campaigns cannot be sent without obtaining permission of receivers of email as this will be violation of the CAN-SPAM Act. So emphasis may be done to obtain the willingness of the receiver during the subscription.
The first rule of email marketing is to get permission to email first. Never try to buy a list of email addresses, or you risk violating the CAN-SPAM Act and may be subject to penalties more than $15000.
To get permission, you’ll need an optin form on your site that makes it perfectly clear that your visitors are subscribing to your email list. Download 63-point optin form checklist to make sure your optin form is set up properly on your blog or website.
you should not add manually add emails that you got off of business cards collected at a conference. While you may think that they would appreciate your newsletter, sending emails to them violates the CAN-SPAM Act because they did not give you permission.
Emails can be sent when:
- Users have subscribed to your emails/ newsletter at your or website. But if a user has created an account or visited your blog , you should ask for permission to send them emails or news letters.
- People subscribed you at any other place in writing or in person.
Emails can not be sent in following case:
- A mailing list was bought or rented from a seller with a good reputation.
- Email addresses belong to participants of exhibitions or conferences. This is not a legal mailing list, no matter what sponsors tell you.
- You have a list of members of your organization / followers / Facebook fans which, you think, will do. This is not a legal mailing list either. You can use it only if you have received permission to send them emails.
When you may send emails but should be alert to the nuances:
- People have subscribed on your website or blog, but you have not emailed them for a while. There is a chance that they have forgotten you, so it’s better to start with a request to re-subscribe.
Take a look at the full list of what is considered to be permission to send emails.
Marketers are still debating on the optimal method for users to sign up for emails: single opt-in or double opt-in. Using a single opt-in, you ask a user to fill out a signup form and submit it. Double opt-in, in turn, presupposes that subscribers sign up via your signup form and then get an email with the link they have to click to confirm their willingness to to receive your emails. The second method works better for your email deliverability and inbox placement.
Double opt-in avoid spam filter banning .
There will be no more nonexistent email addresses on the list. Only a real person using a valid email address can confirm the subscription. In case of single opt-in, however, some incorrectly typed email addresses may appear on your mailing list, for example, email@example.com instead of firstname.lastname@example.org. Besides, double opt-in method serves a good protection from possible tricks of your competitors. They simply won’t be able to enter invalid email addresses to spoil the quality of your mailing list.
Below you can see the example of the confirmation email.
Verify email addresses on your mailing list
Invalid email addresses on your mailing list can result in high spam placement rate. Mailbox providers are more likely to block your sending IP address if you are ignoring repeated delivery errors and continue to send emails to invalid recipients. It’s a sound reason to establish and maintain good mailing list hygiene practices.
Email validators will help you maintain your mailing list clean. Here are some of them:
Upload a list of email addresses from your computer or import your list directly from cloud services like Google Drive or Evernote. After your list is completely validated, you can download your report as a CSV or XLS file.
Meaning statuses returned by an email validator:
- Deliverable. This status means that recipients’ emails are valid.
- Invalid. Email addresses do not exist for one of the reasons that will be detailed in the validation report.
- Accept all. These email addresses can’t be fully validated. Such emails always return a valid status from some domains. Typically, these domains are trying to protect their legitimate users by telling the sending mail server they will accept the message for a given email address but then discarding the message or sending a bounce message instead.
- Disposable. The addresses are created by users to be valid temporarily for the latter to sign up for promotions.The best option will be to delete such addresses as they reduce open rates and harm sender reputation.
- Unknown. This status means that recipient’s mail server is not responding. It can be a temporary status if destination mail server is too slow or is not working.
- Spam traps. These addresses are created by mailbox providers, filtering companies, and anti-spam services to be further spread through the web where they can be parsed. They are used to identify spammers or senders who bought their mailing lists or used illegal practices to collect addresses. Appearance of spam traps on your list is a reason for mailbox providers to filter your email to the spam folder.
Please note: Email validators can’t find all spam traps in your list. Therefore, the only hundred percent sure method to protect yourself from spam filter is to make the process of collecting email addresses organic and ethical.