We have recently optimized the 17hats mail server to maximize deliverability. If your emails are being sent to spam or are otherwise going undelivered, you may wish to consider using the 17hats mail server for your outgoing emails. You can learn how to do that here: Using the 17hats Mail Server as your Outgoing Server
If you wish to send email via your own email provider, read on to learn how to improve email deliverability so your clients don't miss your communications.
There are some email providers that are very stringent with their spam rules, and will block out more emails than others. Following up with new clients, especially if you've had issues in the past with delivery, is essential to ensuring the best delivery rates for your business emails.
Some basic steps to ensure your emails have the highest likelihood for delivery:
1. Start with a mail tester
This is easily the most important and informative troubleshooting step when diagnosing email nondelivery. Using https://www.mail-tester.com, add the test email as a contact in 17hats and send the tester one of your Template emails that often goes to spam. Note the results of each test and the recommendations for improvement. Some of you will see great scores. Some of you will see scores that can be improved by following these first steps to better delivery scores. If you see any negative numbers on the right hand side, expand that section to see what can be improved:
2. Avoid images
Images trigger spam filters and are a common offender in causing lower delivery rates. Personal emails rarely contain images, so emails with images are a red flag to most filters and will ding your delivery score.
3. Avoid attachments
One of the areas 17hats helps your score is by not including questionnaires, quotes, contracts, and invoices as PDF attachments.
When you add attachments to first-time emails in particular, spam filters will often block your email from delivery.
4. What's your SMTP setting in 17hats?
We give you options in the 17hats email settings that allow you to set up your outgoing server to use your email provider's SMTP settings, which can be found at the bottom of your Email Settings page:
4a. Do you have an SPF record configured for your domain?
SPF stands for "Sender Policy Framework"; it is a list, stored in DNS, of IP addresses and domain names that are allowed to send mail on behalf of your domain.
5. Who's your email provider / server?
Not all email providers are created equal. Gmail, for example, is much better at delivery than bluehost, aol, or hotmail. It's highly recommend that you update your email provider to one with the highest delivery success rates. We recommend Gmail / G-Suite Google accounts. It's easy to create an account and use your own custom domain.
6. Check the Email Read Receipts
17hats members can track when emails sent from 17hats have been first opened by their clients! To turn this on go to your Account Settings > Email Settings
You will now see "Unread" and "Read by Client" labels on your Outgoing 17hats emails and you can see a timestamp when you hover your mouse over the text "Read by Client"
To achieve this result, 17hats uses what are called Tracking Pixels - An image with a transparent pixel is placed in the email. Adding any inline image within your email will marginally increase your spam score, so you can turn this off if needed. If Read Receipts are turned off, these emails will be labeled "Sent". Keep in mind that some clients may have images turned off in their email reader, which will make it impossible to determined if they have read any of your emails.
Keywords: Spam, Email, Email Server