Even the most perfectly crafted message is meaningless if it doesn’t reach your recipient’s inbox. Ensuring high email deliverability is the foundation for successful outreach, helping you maximize responses, conversions, and overall engagement rates.
In this guide, we’ll walk you through the key practices to ensure your emails avoid spam filters, maintain strong sender reputations, and deliver measurable results. Whether you're just getting started with Seamless.AI’s new email engagement tool or are looking to optimize your current strategy, these tips will help you make every email count.
Immediate Action for Maximizing Deliverability
Remove hyperlinks from your email signature
Including hyperlinks jeopardizes emails and increases the likelihood of them being marked as spam. If your email signature includes any links with periods or special characters in the displayed text, consider simplifying them by removing unnecessary punctuation or spacing issues.
Best Practices for Email Deliverability
Warm Up Your Domain/IP
Highly Recommended
Gradually establish a positive sender reputation by starting with a low email volume (10-20 emails per day) and steadily increasing it over several weeks. Consider using services that specialize in domain/IP warm-up to automate and optimize the process, ensuring minimal risk of triggering spam filters.
Learn more about available email warming services: Top Email Warm-Up Tools
Limit Daily Emails
Highly Recommended
Start with a limit of 50 emails per day to ensure a smooth ramp-up and protect your domain's reputation. Monitor performance before increasing volume further.
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Avoid Links in Signature Blocks
Including links in your email signatures can increase the chances of your email being marked as spam. Spam filters often flag emails with multiple links as potential spam.
Only send to ‘valid’ or ‘accept all’ email addresses
In Seamless.AI, in the “My Contacts” page, please ensure that you’re reaching out to contacts with ‘valid’ or ‘accept all’ email validation statuses as seen in the image below. This measure will help prevent senders from inadvertently sending emails to any spam traps.
Configure Confidence Level in Seamless.AI
When sourcing emails from Seamless.AI ensure that the confidence level is set to ‘High’ as seen in the image below.
No Images
Avoid using images within emails, which can trigger spam filters and negatively impact your email deliverability. This includes JPEG, PNG, GIF, etc.
Avoid Attachments
With the exception of contracts, save your documents to Google Drive and make it available to “everyone” who has the link. Email providers check links to ensure they are publicly accessible and do not require a login or special permissions to view.
Subject Lines - Clear and Concise
Clear and concise subject lines help the recipient understand the content of your email at a glance. By law, subject lines must accurately reflect the email’s content to avoid misleading customers. Excessive capitalization, multiple exclamation points, and misleading subject lines can also trigger spam filters and harm deliverability.
Update Content Weekly
Update your content at least weekly. Gmail and Outlook track and flag repetitive content as spam, which can harm deliverability.
Remove Bounced Emails
Remove bounced emails Company lists to avoid being flagged as spam, which can harm deliverability.
Avoid Spam Trigger Words
Avoid common spam trigger words like 'FREE!', 'TRIAL', 'BUY NOW', and similar sales-heavy terms. Maintain a natural tone and avoid overly aggressive language to improve inbox placement.
Personalize Your Content
Always personalize emails by addressing recipients by name, such as "Hello John" instead of a generic "Hello," and referencing relevant details like their company or role. Personalization improves engagement and reduces the chance of being marked as spam.
Templates can help personalize at scale and maintain consistent messaging while saving time. Use dynamic variables to auto-populate details, making every message feel personal.
Learn more about Seamless.AI Email & Call Templates here: Creating and Managing Email & Call Templates