CorpNote Blog — Tips from the Top

People not picking up your emails?


Sarah Miller, President, Set Now Solutions and CorpNote

By Sarah Miller
10/8/2006

You may have noticed lately that your emails are not always getting through to people -- even people you know that you are on their 'safe' list. This could be due to recent changes in settings on many mail servers throughout the Internet. Why is this happening? It's a reaction to a recent flood of Spammers being able to get around Spam filters.

So what can you do? Here are some of the basics that you need to make sure you are already following:
  • The email address that you are using to send your email should be a valid email address otherwise mail servers will flag it as a 'sender verification error' and you will either get a 'bounced' email or no notice at all.
  • Have clear subject lines that let the viewer know who you are and why you are emailing them. If they don't know your name, use your company name or how you know them in the subject line. If they don't recognize you as the sender, they may delete your email or worse -- they may report your email as SPAM.
  • Call the recipient to ask if they received your email. If they didn't, ask them to include you on their 'safe list.'
If you have done all of the above and you are still not getting through - here's what could be happening...The SPAM Score of the email might be higher than the mail server will allow through the gateway. For example, if the email that you send has any number of indicators that it could be SPAM, the mail server will rate it on a scale of 1-10. Mail servers have a setting, set by the email provider, that says anything that is higher than a certain score will automatically be trashed. This means if an email has a SPAM score of 2 (because it has links, pictures or HTML formatting), and the mail server is set to not permit any emails with a SPAM score of 2 or higher, then you will never receive that email.

Definitive information on how Mail Servers deal with SPAM is hard to find -- probably because they don't want us to figure out all the rules! After all, how can they tell the good guys from the bad guys??

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