In this guide, we'll walk through several checkpoints to ensure your emails are set up for success, avoiding common pitfalls that lead to them being marked as spam.
Getting your emails to land in your clients' inboxes rather than wandering into the abyss of the spam folder is key for keeping your patient communication on track.
By understanding how spam filters work and adjusting how you send emails through Peptalkr, you can improve your chances of hitting those inboxes right on target.
What triggers spam filters?
Modern spam filters use sophisticated algorithms based on user engagement and past interactions with your emails. Factors that may influence these include:
Positive Signals | Negative signals |
Frequent opening of emails | Emails being moved to junk |
Replies | Deleted without opening |
Adding the sender to address books | Not being interacted with at all |
Moving emails from the junk folder to the inbox | Marked as spam |
Words to avoid
When crafting your email - try to avoid using the following phrases in your subject lines and email content - they are known to cause email to go to spam. A quick Google will show there are many articles out there covering the hundreds of words that can trip spam filters, but here's a brief example:
Dear (i.e. Dear [firstname])
Click here (instead, use a descriptive phrase)
100% free
#1
Deal
Limited time
These examples won't always trigger spam filters - but they can. So it's best to try to craft headings and text that is descriptive.
For example, instead of saying "100% free", you could say something like "Celebrate our newest team member with a complimentary 15 minute phone consultation"
It's a nuanced task - we know!
✅ Your Checklist
1. Verified domain
Have you verified your sending domain(s) with Peptalkr?
This is crucial if you are sending email from your own domain. You must add special DNS records we supplied to you in order to permit Peptalkr to send emails on your behalf for all domains you plan on sending email from.
If you haven't done this yet - follow the steps in this article.
If you have - move on to step two.
2. Sender configuration
Have you configured your emails to use your verified sending domain?
Every time you create a new email, whether it be a Campaign, Automation or Transactional email - you'll be asked to choose a 'Sender'. Ensure you have selected one of your verified sending domains in each and every email you send.
👀 Things to check:
Go ahead and check each of your emails and ensure you are selecting a verified domain from the dropdown pictured below:
If you are using the Peptalkr domain to send email, we recommend changing to your own domain. While you can use our domain, it is shared among many users - so it's best you use your own domain for maximum control over your deliverability.
3. Permission to email
Are you emailing people who have opted in?
We strongly recommend you only email people who have subscribed. We do not recommend contacting people who have not had any appointments in years, nor do we recommend adding people to any of your marketing lists without their consent.
4. Targeted content
Are your emails targeting people with relevant content?
We rarely suggest emailing your entire database at once. Rather than sending the same email to your entire list, try segmenting your list and targeting the campaign to those who you know are going to be interested.
By doing so, you’ll increase the number of recipients opening your campaigns and decrease the number of people deleting them, sending positive signals to email providers about the validity of your campaigns.
👀 Things to check:
Are you segmenting your database into smaller groups based on things such as the practitioner they see, the appointments they attend etc.
Are you customising your emails for your segments - for example, if you want to send an email about women's health - try sending this just to women, or patients of a practitioner who specialises in women's health.
Are you sending marketing emails too frequently? the more often you email a person, the more likely they will become tired of the emails. Try sending a wider variety of emails, to smaller segments.
5. Subject line
Are your subject lines well written?
The subject line is your very first impression when it comes to email. Make your subject lines descriptive, useful and targeted to ensure you capture attention.
👀 Things to check:
Try inserting personalisation into the subject line - this is a proven way of connecting with your recipient and avoiding being marked as spam.
IF YOUR SUBJECT LINE IS IN ALL CAPS LIKE THIS - change it to regular sentence case.
6. Reply-to email address
Have you set a valid reply-to email address?
If you are sending your emails from a non-existent email address - you should always set a valid reply-to email so that replies have somewhere to go. If you do receive replies, this sends a positive signal that your emails are real and that people care enough about them to reply.
👀 Things to check:
Ensure you have set a reply-to email address if your sending email doesn't exist, or if you're using the Peptalkr.app domain to send your email.
7. Content quality
Seven: Are you sending high quality content?
Emails that are poorly written, look bad or contain spammy-looking content might leave a bad impression. Ensure you are delivering quality content that isn't too long, has proper grammar/spelling and is structured nicely for fast reading.
👀 Things to check:
Are you using any of the spammy phrases we listed above?
Is your content overwhelmingly long?
Is your email almost all images and hardly any text? Make sure you add some actual text - avoid inserting images containing all your text.
✅ Remember - avoiding spam filters are a combination of using the right technology, the right content and the right targeting techniques. Keep all of this in mind and you should be on your way to the inbox.