Sometimes, your emails might land in spam despite your best efforts, and your email account can be blocked.
Let's understand why this happens and what you can do to recover your account.
Why does this happen?
Email Providers use Spam Filters to distinguish a legitimate email from spam to protect users from junk email.
These Spam Filters take a variety of signals to identify the legitimacy of an email account. Here are some of them:
The number of recipients marking your emails as Spam.
Many recipients marking your emails as spam is a wrong signal.
Sending too many emails - too quickly - can trigger spam filters.
No domain authentication
Without authenticating the domain using SPF, DKIM, and DMARC, your emails will not be considered valid.
If your email copy looks spammy, that can trigger spam filters as well. Specifically, there are commonly recognized spam words - like "credit card," "FREE," "urgent" - that can cause your emails to be flagged.
When an Email Provider consistently receives wrong signals, it gradually degrades the reputation of the email account with the Email Provider, eventually leading to the blocking of your email account.
How do you fix this?
First, get your email account unblocked.
If you're an Office365 user, here's an article to help you unblock your account.
If you're a G-suite user, reach out to the administrator of your domain - and ask them to re-enable your account. You'll find more details in this article.
If your email provider is neither, talk to your IT team or your email provider directly to restore your account.
Check if you have authentication protocols set up on your domain.
Domain authentication helps email providers validate the sender, thus ensuring your email is considered legitimate.
Typically, this means setting up SPF, DKIM, and DMARC records. These are globally recognized standards used by all email providers to verify the legitimacy of emails.
Talk to your IT team to make sure these DNS records are set up.
Set up Custom Domain Tracking in Klenty.
Klenty inserts tracking links into your emails to identify when prospects open your emails or click on links. But these tracking links can look suspicious to spam filters since they don't match the domain you're using to send emails.
Thus, we recommend that you set up a custom domain for tracking, which will be unique to emails that you send and will, in turn, significantly improve your deliverability.
To set up Custom Domain Tracking in Klenty, head to Settings > Deliverability > Custom Domain Tracking. Here's an article to help you set it up.
With this, you've completed the first half of the action plan. The next half is about slowly building your reputation with the Email Provider again.
Building your reputation with the Email Provider
Once you've unblocked your email account, take a few weeks to slowly re-build your reputation with your Email Provider. Here are a few suggestions:
Start over. For the next week, send emails directly from your mailbox. Send emails to people you know, which will reduce bounces (as we saw earlier, bounces can lower your reputation). Ensuring that your emails get delivered to valid recipients is key to building your reputation.
Begin by sending fewer emails - preferably less than 50 emails in the first week. Then gradually increase this to about 250 emails over a few weeks. (Set up your daily limit in your Klenty account from Settings > Email > Daily Email Limit).
Ask these recipients to reply to you. Maintain a conversation with a few different email ids.
Keep a consistent weekly volume of total emails sent. Avoid spikes and bursts in email volume.
Draft your email template carefully. Regularly test your email template with a spam checker like Mail Tester to identify any potential issues.
Track your bounces. A bounce message usually indicates the reason for the bounce. So make sure to read the reason why the email bounced and take measures to prevent it. Cutting down the bounce rate significantly improves your email account's reputation.
Klenty's features to improve email deliverability.
Here are other ways Klenty helps you maintain your deliverability
Increase your default email interval for your Klenty account from Settings > Emails > Email Interval. The default value would be 120 seconds. You can increase this to a maximum of 300 seconds.
You can also try keeping the interval as "Random" - that will make your emails appear like they're coming from a human instead of an automated system.
We suggest keeping the interval higher than 120 seconds, preferably between 120 seconds - 240 seconds.
Use multiple templates, or use A/B variants in your campaign. Don’t stick to the same email template.
Check the daily email limit set by your email provider and make sure you’re not exceeding this limit while scheduling emails.
To limit the number of emails you send from Klenty per day, head to Settings > Emails > Daily Email Limit.
Include an unsubscribe link in your emails, making it easy for prospects to unsubscribe rather than report you as spam.
Reduce or try avoiding links and images in your emails since these can often trigger Spam Filters. Avoiding HTML content in your emails is also a good idea. Keep the email text-based as much as possible.
Include personalization in your email templates. To do this, while creating the email template, use the "Placeholder" option in the toolbar at the bottom.
You can also include "Conditions" (liquid placeholders) in your emails to personalize further.
When in doubt, disable link tracking. You’ll find this option in Settings > Emails > Email Tracking.
Here are a few blogs to help you understand email deliverability: