You work hard and follow all the genuine process to maintain a good relation with the customers and other connections. What then goes wrong that even after giving the heart and soul to the business and serving customers, spam complaints are received?

What if you’ve followed all the terms and conditions, sending mails to only your opt-in database, but still your mails are dropped in spam? One may face this situation and then it becomes a challenge to get good results in genuine mailing. The other question is what is genuine mailing.

Avoid Marked as Spam

Whenever an email is sent, it is up to the receiver/subscriber to give their instant opinion. You cannot bind everyone to read all your mails. Even if somebody report you spam, it is not necessary that you’ve done something wrong. It may be like the audience is not interested in the content you’ve sent.

There is no full proof way to find the perfect reason behind but we may follow certain measures to watch out before scheduling the next email campaign.

• Ask for the permission before sending mails

Subscriber mailing is the mailing performed on the email ids that subscribed for the services, newsletters. The customer gives you the permission to send mails for the specific service he/she is interested in.

Asking for the permission will help judging your subscribers as after you’re permitted you may assure yourself that your mail will be opened and read. The chances of your mail marked as “Report Spam” will be low, will be connected with you for a long duration waiting to here from you at regular time intervals.

Do not flood your subscriber with newsletters every now and then. Make it a consistent and slow process and double check before sending that you are sending mails for which subscription was done. Make sure to fragment your audiences from the start based on the subscription process they’ve followed.

Never forget to follow the SPAM act that is different based on the area in which you’re sending mails.

• Show who you are

Never keep the necessary details hidden from the mail. Let your receivers know who you are and open the mail without marketing it spam or deleting it without bothering to open it.

There are certain necessary variables you may mention in your email newsletter or promotional mail

1. From email address (company’s corporate email id)

2. From Name (Company name)

3. Prominent logo in the header

4. Proper linking with your main website

5. Address in your footer

The above are some primary variable, which are must to be in your mailer. The secondary ones can be noticed as per the client behavior and introduces later for a better response.

• Practice sending relevant information

Nobody have spare time to read a mail that is not having its interest. Try serving what you’ve promised to. Avoid copy-paste process to get better and original results.

Clients may open your mail but then if not interested will move it to trash. So, keep a keen eye on every mailer you are sending to find out which content was interesting for average number of clients and which is not. Avoid sending content that is rejected with minimum click through and open rate.

An online survey also may help get the view of your readers and schedule the future campaigns.

• Send the mails for which the person subscribed

Irritate a customer once and its finished. Consider yourself when you are breaking the promises. You will not like to receive the information about a service for which you’ve never subscribed.

Make a loyal relation with your subscribers and send what you’ve promised with them. This will create a long permanent relation instead of a short bitter one.

For sending a new mailer prepare a common mailer for all your subscribers. Mention about your new services and let them choose if they want to subscriber.

• Do not load your subscriber with UL number of mails

Follow a consistent timetable to schedule the campaigns. Make it daily, weekly, monthly depending on the relevancy of the content. Do not forget to provide the option to opt for daily, weekly or monthly newsletters. This will help you fragment your audience and send future mails.

Never bother your audience by sending mails everyday even though they have subscriber for weekly newsletter. You will end up marked “Report Spam”.

Follow the rules and respect the emotions of your subscribers to follow a proper and fruitful mailing.

• Opt-out process must be easy

It is not necessary to stick to a single service all your life. In the techno world we daily come across new service for better promotion than the previous ones.

So, if someone does not want to receive the mails for the services they have once subscribed, let them quit and make it easy for them. Keep it open from your side. You’ll comfort your subscriber and surely gain the trust to get them back. Let your customer remember you as a perfect client.

• Send quality mails

You’ve designed a mailer, written a genuine and original content but there are some key points, which are mostly avoided, or the designer is not aware of the consequences.

1. Avoid using spam words and phrases

2. Avoid caps and punctuation

3. Avoid sending attachment

4. Avoid using capital letters unless it is very necessary

5. Avoid flash images, too much colored text

6. Keep your mailer full HTML based with inline CSS only if required

• Follow CANSPAM Act

Every country carries its own CAN_SPAM Act and follows the rules based on the country you are targeting to send the mails to. CAN_SPAM rule for India will not work in Canada. Want to know more- Visit Here.

Allow yourself some time to study the rules specially when you want to target international clients.

Ignoring the Act will effect your reputation affecting your brand domain, email id and if you’re listed in blacklist then you’ve to start from the start to build your reputation again which is a gradual process.

• Segmentation

Fragment your contact list as per the services and subscription process. Focus on each contact list separately and get the statistics separately.

You may then survey the results and focusing on each of your subscribers. You may gain the proper attention if you follow the genuine and smart fragmentation.

• Survey your readers periodically

Create a bunch of questions for your subscribers based on their subscription type. Prepare the survey based on the service involved. This will help you gain a feedback from your subscribers and you may also get new ideas to further improve your services and support too.

Make it a continuous process and follow at a fixed time interval. This is another best method to get the reports about the product and service apart from the open and click-through ratio.

• Subject line must be interesting and engaging

Force your subscribers to open your mail every time. This is not an easy process and hence gets a team to decide the subject line of your mailer. It can be treated as a soul of your mail that will decide your open rate and then your content will decide your click through rate.

There are some guidelines to follow to create a perfect subject line:

1. Make a subject line of up-to 50 words

2. Do not use the spam keywords and phrases like “Limited Offer”, “Free”, any adult content etc.

3. Avoid using CAPITAL LETTERS and punctuation marks

4. Match your subject line with the content of your mailer

5. Use personalized subject line.

• Check your domain status to check on the reputation

Here comes the technical part. Engage your technical team to do this job of finding if the domain is either blacklisted or of low reputation. Your vendor may too help you track the status for you and guide you how to remove this. This is very necessary to keep your domain clear of any kind of blacklist and avoid spam issues.

Related Post : “5 Silly Email Marketing Mistakes” One Should Avoid