Hello guys its Morgan Collins again from the TMDHosting Technical Support Team and this is another article for our Tech Wednesday series! I hope you liked our previous tech posts. If you have missed them you can find them here.

Today I have decided to share some tips on  how to avoid your e-mail messages being delivered in the spam folder of your mail recipients. I believe we have all experienced such issues when you send a legit email to a friend, co-worker, partner, even your boss sometimes, and he receives it in the spam folder. Quite frankly this can be pretty annoying and causes missed appointments, tasks, missed sales opportunities, etc. Surely you are getting the idea.

Before I show you the tips and tricks, I would like to explain how most of the spam filters work. Generally a spam filter would look in a long list of predefined criteria to decide if the message is spam or not. If some of the criteria is met, the filter assigns certain amount of points, depending on the criteria. Some may get more points than others. If your emails total spam-score is higher exceeds certain value, it is moved to the spam or junk folder.

So here are some useful tips you can use to improve your mail delivery:

1. Avoid spam triggering words or phishing phrases

It is important to avoid such words phrases as they can bring you some additional “spam points” that you may avoid. Unfortunately there is no full list of words and phrases as it is continuously growing. However I would recommend you checking the spam triggering words listed in this article.

2. Include a plain text version of your email message

If you are sending your message in HTML code, include a text version of the same message. This will also back you up in case the mail recipient is not allowed to receive messages in HTML format.

3. Use spam checkers before sending your message

There are plenty of spam checking tools available, which you may use before sending your message. There are such in online format or as a desktop software. Here are couple of good ones, which our team uses on a daily basis:

http://www.emailspamtest.com
http://www.mailingcheck.com

4. Do not use too many images

Actually it would be better if you avoid attaching images in the email, but if you need to send some, here is what you can do:

– Avoid emails that contain only images
– For every image included add some text to it
– Optimize the image format. You can use some tools to shrink the images to a lower size

5. Avoid large attachements

There should be no problem sending .jpg, jpeg, .png, .pdf formats. However executable attachments as .exe, .zip, .swf should be avoided and used only when necessary.

6. Make sure you have configured SPF and DKIM records properly

You should be sure that your domain’s records are properly configured. If you are a TMDHosting Customer, feel free to contact our techs and they will check that for you.

7. Be compliant with the NOT-SPAM Act

The NOT-SPAM act was created in 2003 and was created in order to protect users from unsolicited emails. If you are running some kind of mail marketing campaign you will definitely want to read more about the NOT-SPAM Act. Additional information is available here.

8. Use a mail delivery service

If you are running a large mail marketing campaign and you are not sure how to work on it, you may want to consider hiring professional services to help you out. Usually such companies use servers specialized for mail delivery. They will help you with your email creation so you can complete your campaign in the best possible way. Services such as MailChimp and AWeber are suitable for this job.

That was this week’s tech article from me. I hope you enjoyed it. Do not forget to check every Wednesday for new tech article! If there is a specific topic that you would like us to write about, please leave your suggestions in the comment section below.