How Can I Ensure a Campaign Email Isn't Sent to a Spam Inbox?

When you send a campaign email to a candidate, there's a chance the email goes into a spam folder instead of the candidate's inbox. Because spam folders are common practice among most inboxes, Findem can’t guarantee that emails will make it to the right inbox.

However, there are some best practices you can follow to maximize the deliverability of campaign emails.

Email Authentication

SPF, DKIM, and DMARC are tools for authenticating email messages. They ensure that email messages are sent from an authorized server and have a digital signature that validates the sending server. Having these set up ensures recipients that your domain is actually sending these messages, and will make anything you send significantly less likely to be flagged as spam.

Setting up SPF, DKIM, and DMARC may require the assistance of your IT or Network Administration team. Findem sends messages directly through your existing email provider, so setup is dependent on the provider you are using (e.g., Google or Outlook).

Google Workspace:

• SPF setup

• DKIM setup

• DMARC setup

Office 365 (Outlook):

• SPF setup

• DKIM setup

• DMARC setup

Google Postmaster Tools

Google Postmaster Tools allows the owner of a domain to see information about email traffic sent from that domain to recipients using Google to handle their email. This information includes details about email traffic, reputation, and spam rates. These tools are available once you have SPF and DKIM configured, and do not require that you use Gmail for your domain’s email. You may need assistance from your IT department to set up and monitor these statistics. We recommend reviewing the User Reported Spam Rate in particular. This gauges how many recipients are manually marking emails from your domain as spam. If this is above 0.5% you will likely see deliverability issues, and should consider making changes to your campaign content (see best practices below).

Set and Monitor Send Limits

Candidates typically treat senders who send large amounts of email over short periods of time as more likely to be spammers. Because of this, you should consider limiting the number of emails you and your team can send per day. Check out how to set email sending limits here. 

Other Best Practices

• Less is more. Messages with a lot of links, images, or other content are more likely to be flagged as spam. Keep your content simple. Check out a sample campaign template here.

• Keep your email sending volume consistent. Sudden increases in volume can be seen as a sign of spamming. If you need to increase your sending volume, start slowly.

• Make sure your emails look personalized. Use variables to personalize emails when you can, and keep the text and format as close to an individually-written message as you can. If your message reads like it was sent automatically, it's more likely to be flagged.

• If you use the same sequence for a long time, or if you regularly copy the text across an entire campaign sequence, your email deliverability may decline over time. Email servers can treat messages they see repeatedly with similar or identical text as spam. If you see open rates start to decline, consider re-writing your emails.