Spam filters keep getting stricter, and a few common mistakes can land your emails in a client's junk folder. These ten tips help your messages reach the inbox where they belong.
1. Use a custom domain email
A custom domain email, like hello@yourdomain.com, separates you from the free email providers everyone else is using. Sending from a branded address builds trust with your clients and gives your emails a better shot at landing in the inbox instead of spam.
2. Set up DKIM and SPF
DKIM keys and SPF records raise the trustworthiness of your emails in the eyes of your client's inbox provider. Many email providers turn these on by default, but if you're seeing deliverability issues and you use a custom domain email, this is a good place to start.
If you connected your email to Dubsado via SMTP, these records often need to be set up manually. Take a look at setting up SPF records or DKIM with your domain host to get your custom domain fully configured.
3. Write great subject lines
Subject lines can make or break your deliverability. Avoid words like "sale" or "money," steer clear of money symbols or all caps, and keep the wording as natural as possible.
For example, "New invoice from [your business] for [client's name]" works well, since it ties in your business and relevant information for the client.
4. Avoid spam triggers
Certain types of email content are red flags for spam filters:
Inconsistent formatting
Embedded videos
Opening emails with "Dear"
Too many images or links
Too little text (aim for about two paragraphs of roughly 50 words each)
5. Ask clients to add you to their address book
Getting added to a client's address book helps your emails deliver successfully, and it can also help whitelist your address for other clients using the same provider.
6. Ask new clients to add you to their Primary inbox
Don't get lost in the Promotions tab of your Gmail-using clients. Ask them to move you over to their Primary inbox, where you belong.
7. Ask clients to whitelist your email address
Most email providers let clients create a rule or filter. Ask your clients to set one up that always sends emails from your address to their primary inbox, or that keeps your emails out of spam entirely.
If one client whitelists you, other clients using the same email provider are more likely to accept your emails too. You can even create a free email account with that provider yourself and whitelist your Dubsado-connected address from there.
8. Send a welcome message
A welcome message is a powerful first step in building a relationship with a new client. Instead of making your first contact strictly business, send a short note introducing yourself and welcoming them. Skip the links and images, and keep it short and personal.
9. Ask your client to reply to your email
A reply is the fastest way to get your email address whitelisted for current and prospective clients. Try adding a P.S. at the bottom of your email asking for a quick reply, or ask a question that invites one.
10. Include a plain-text version of your HTML email
Dubsado already takes care of this for you. Every HTML email you send includes an automatic plain-text version alongside it, which signals to email providers that there's a real message worth reading inside.
Learn more
For a deeper look at deliverability, see DKIM and SPF records. If you're setting up a custom domain, SPF records and DKIM with your domain host walk you through the details.