The reasons why an email is marked as spam vary even between recipients and their email providers. However, generally speaking, all emails are scored out of either 5 or 10 depending on their spam prevention solution. The end recipient or their email provider then sets a threshold for when an email is to be flagged as spam.

For example, AIC Technologies generally sets the threshold to 6 out of 10 but companies such as Telstra set it to 4 out of 10. This is problematic because legitimate emails can often score between 2 to 3.7. This makes the margin for error very small for people writing emails.

To help prevent your future emails from being marked as spam please consider the following advice and steps:

Recipient side solutions:
Wherever practical, ask recipients that are having your emails marked as SPAM to manually move your emails from their email client's spam folder back to their inbox and to whitelist your email address. This has two benefits:

  • Firstly, your emails to that specific recipient should no longer be marked as spam.
  • The 2nd benefit is that it sends a signal to their email provider such as Telstra that your emails are not spam. This will also benefit you when sending future emails to another BigPond email address for example.

In some instances, the act of replying to an email marked as spam should prevent future emails sent by you as being wrongly classified by their email provider.

Alternative recipient side solutions:
If you are experiencing issues with your email being flagged as spam and you know that the recipient has limited computer knowledge or access to their email settings you can ask that they:

  • Add you to their contact list or address book in their email client such as Outlook or MacMail. Note that this can sometimes help but is not a wholly reliable method for preventing your future emails from being marked as spam as it is dependent on their computer and email arrangements.
  • Ask that they contact their IT or Web Developer and request that your email address and domain name be whitelisted. This is the most reliable method for preventing your emails from falsely being marked as spam.

To help reduce the likelihood that your emails are marked as spam consider the following steps when writing them:

  • Ensure that your subject line is not generic i.e. "Invoice" should be changed to "Invoice 328 for design services"
  • Ensure that your email always has a sentence of text. For example, never send emails with an attachment and just a signature. This includes just sending a line of text such as "see attached".
  • Ensure that any attachments or images have readable filenames, i.e. avoid file names such as 349493.doc or 3233.jpeg
  • Limit the size of your email signature as much as possible and limit the number of links that it contains.
  • Avoid sending an email with fancy graphics or inline images wherever possible.

For clients engaged in prospecting or marketing via email consider the following steps:

  • Never send unsolicited emails from your primary email account or domain name. Instead, register a separate domain name for this purpose or use a Gmail or outlook address. Note that in some cases you may be in breach of our terms of service for sending unsolicited emails from an email address hosted with us.
  • Avoid sending bulk emails from your primary email account or domain name. Instead, use free services such as MailChimp or Drip.co.

For clients that require further assistance, please contact us and we will be happy to assist.

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