We want to help ensure that your emails reach your recipients in the best way possible. Although we don’t have direct control over how the recipient's email server handles incoming emails, there are some tips and guidelines that can improve the chances of your email landing directly in their inbox.

What affects email deliverability?
Each recipient’s email provider uses various filters and rules to manage incoming emails, and some organizations have extra strict policies to protect their systems. As a result, emails may be handled differently depending on the recipient’s specific settings.

Tips to optimize your email deliverability
To maximize the chances of your emails being delivered correctly, here are some recommended best practices:

  • Keep emails simple and clear
    Emails with excessive images, links, or other unnecessary elements may be handled differently by the recipient's email provider. A clean and well-structured email with clear text generally has better deliverability.

  • Avoid too many links
    Only include necessary links. Multiple links may be perceived as less trustworthy by certain email filters.

  • Signatures and images
    If you’re using an image in your email signature, try sending without it to see if it positively impacts deliverability.

  • Use a trusted sender address
    Ensure that you’re sending emails from a professional and consistent sender address (e.g., @yourcompany.com). Addresses from generic email domains (such as @gmail.com) may be seen as less reliable, and emails from these domains can be more easily blocked.

  • Utilize personalization
    Include personalized merge tags in your emails, such as the recipient's name or company. This increases engagement and can also signal to email providers that your emails are more relevant to the recipient.

  • Our tools and filters
    Our platform includes built-in filters that automatically identify potential issues with your email sends and help you optimize your emails for the best deliverability. These tools are designed to follow industry best practices and ensure your emails adhere to recommended guidelines for smooth delivery.

 

Technical settings: SPF, DKIM, and DMARC
In addition to following general guidelines for optimizing your email campaigns, you can enhance deliverability by configuring technical authentication protocols. These settings help email providers verify that your emails are coming from a trusted source, reducing the risk of them being incorrectly flagged.

Here are three important authentication methods you can use:

  1. SPF (Sender Policy Framework)
    SPF helps verify that your emails are sent from authorized servers. By adding an SPF record to your domain's DNS settings, you can specify which servers are allowed to send emails from your domain, making it harder for unauthorized parties to send emails that appear to be from you.

  2. DKIM (DomainKeys Identified Mail)
    DKIM signs your emails with a digital signature linked to your domain. This signature helps the recipient’s email server verify that the email hasn’t been tampered with during transmission. A correct DKIM signature builds trust in your emails and improves deliverability.

  3. DMARC (Domain-based Message Authentication, Reporting, and Conformance)
    DMARC builds on SPF and DKIM by allowing you to set a policy for how the recipient's email servers should handle unauthenticated emails from your domain. By implementing DMARC, you can receive reports on emails that fail authentication checks, helping you identify and resolve potential issues.

 

How to get started
If you haven’t already configured SPF, DKIM, and DMARC, we recommend reaching out to your IT department or domain provider to set up these authentication protocols. They can guide you through the process of adding these records to your domain’s DNS settings. By implementing these technical solutions, you not only enhance security but also increase the likelihood that your emails reach the recipient’s inbox.

 

If you have any questions or would like assistance in further optimizing your email campaigns, feel free to contact our support team at support@leadpilot.com.

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