Is your frustration growing as you watch your carefully crafted emails disappear into the spam folder?
Before you blame technical aspects like ESPs, SPF, or ISPs for being the gatekeepers of inboxes, take a moment to reconsider.
It is true that these factors play a role, but another crucial element often gets overlooked — your email writing style and content. Both can determine whether your message lands in the inbox or gets filtered into spam.
In this guide, we will explore how to build rapport with inbox algorithms by improving your email writing approach.
Let’s discover practical tips for crafting emails that not only get delivered but also get read.
Your subject line can make or break your campaign. It is the first thing your recipient sees and heavily influences whether your email will be opened or flagged as spam.
Spam filters are more advanced than ever, and they are built to protect users from unsolicited or misleading content. To stay clear of spam filters, follow these tips:
• Avoid All Caps: Writing in all capital letters can make your message seem aggressive and unprofessional. It is also a common spam trigger. Example: instead of “WIN BIG MONEY!!!,” write “Join our contest for exciting rewards.”
• Limit Excessive Punctuation: Avoid overusing exclamation points (!!!), question marks (???), and dollar signs ($$$). Excessive punctuation can signal spam.
• Avoid Clickbait and Overpromising: Overpromising subject lines erode trust and can be flagged as spam. Replace “Earn $10,000 today!” with “Explore ways to grow your income effectively.”
Your subject line should be concise, clear, and represent your content honestly. For example, instead of “Best deal ever!!! Amazing savings inside!,” write “Introducing our latest collection—exclusive preview inside.”
A touch of humor or intrigue can make your subject stand out if it remains relevant. For instance, instead of “Hurry! Time is running out!!!,” use “Tick-tock: your exclusive discount awaits.”"
The quality of your email body is just as important as your subject line. Keep your layout simple, organized, and easy to read.
Maintain a Consistent Format:
Avoid mixing too many fonts, colors, or image types. Stick to a consistent, professional style throughout the message.
Use Proper Punctuation and Spacing:
Break up long paragraphs and maintain proper spacing to improve readability. Avoid unnecessary punctuation or formatting symbols.
Avoid Spam-Trigger Words:
Certain terms can trigger spam filters. Replace high-risk words like “free,” “win,” or “guaranteed” with contextually neutral alternatives.
Example: Instead of “Win a free trip to Paris!,” use “Enter our travel sweepstakes for a chance to explore Paris.”
A clean and well-structured email promotes credibility and enhances user trust.
Avoid Large Attachments and Multiple Links: In today's digital landscape, attachments and links are common in emails.
However, excessively large attachments or too many links may be flagged as spam.
Large Attachments: Large attachments not only consume more bandwidth, but they also tend to slow down the loading time of your email, leading to a poor user experience.
They can also be flagged as potentially dangerous by some email providers. Instead, consider using cloud storage services like Google Drive, Dropbox, or OneDrive.
Rather than attaching a large document, you could upload it to a shared folder and then include the link in your email. For instance, "We've added the latest product catalog to our shared Dropbox folder. You can view it [here]."
Multiple Links: Avoid stuffing your email with numerous links as it can appear spammy and may be flagged by spam filters. Ensure that the links you do include are relevant and provide value to your audience.
If you're sending an email promoting multiple products, consider creating a landing page with all the information and include a single link to that page in your email. That way, you're only including one link but still providing the same amount of value.
Following these guidelines helps ensure that your emails provide value to your audience, look professional, and, importantly, land in the inbox rather than the spam folder.
Consistency builds familiarity and trust with recipients.
• Do Not Frequently Change Your Address: Regularly changing your sending address may cause recipients not to recognize your emails, increasing spam risk.
• Use a Branded Address: A branded email (such as name@yourcompany.com) appears professional and trustworthy.
• Align Address with Content: Your sender name and address should reflect your message’s purpose. If the email is product-related, avoid using a generic “newsletter@” sender.
A consistent sender identity improves recognition and engagement.
Ask subscribers to add your email address to their contact list. Emails from known contacts are less likely to be filtered out.
Here’s an example of how to phrase the request politely:
Subject: Help Us Stay Connected
Dear [Recipient’s Name],
Thank you for subscribing to our newsletter. To ensure our emails reach your inbox, could you please add us to your contacts? Doing so ensures you never miss updates, offers, or announcements.
Here’s how:
[Include step-by-step instructions for Gmail, Outlook, etc.]We appreciate your continued support and look forward to keeping you informed.
Warm regards,
[Your Name / Your Brand]
Always send this request only to confirmed subscribers. Sending to non-consenting recipients may result in spam reports.
One of the most effective ways to ensure your emails are not just opened but read is by leveraging the power of storytelling. Storytelling is a powerful way to increase engagement and make your emails memorable.
Create a Hook:
Start with an attention-grabbing line. Example: “Did you know that 95% of our users increased productivity with our tool?”
Establish a Problem:
Present a relatable challenge your reader might face. Example: “Like many professionals, you may struggle to manage your workload efficiently.”
Provide a Solution:
Introduce your product or service as the remedy. Example: “Our productivity tool helps streamline your daily workflow and save hours.”
Promise a Positive Outcome:
Show the benefits of taking action. Example: “With our tool, you will meet deadlines and have more time to focus on what matters most.”
Add a Call to Action:
Encourage action with a clear CTA, such as “Try our tool free for 14 days.”
Now that you know these 5 tips for writing emails that can get your emails land into inboxes, and avoid spam folders, incorporate them in your emails for the next campaign.
You might not see results instantly but gradually you can build a strong, positive rapport with inbox service providers and your emails can stop going to the spam folder.
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