15 Tips to Avoid Getting Your Emails Flagged as Spam
As spam and scams evolve, spam filters evolve too; other universities and agencies are taking additional steps to keep their communities safe. Have you ever seen an email with this warning banner?
Follow these 15 tips to prevent your email from being mistakenly flagged this way.
Below, we’ve provided some easy ways to improve the subject and body of your next email:
- Use a professional email address.
- Use the recipient(s) name and address them directly.
- Write a subject line that tells people what your email is about.
- Use proper grammar and spelling.
- Avoid using excessive capitalization, punctuation, or symbols
- Avoid sending sensitive information via email: Instead, direct the recipient to a secure website or file sharing service where they can access the information.
- Avoid using spammy keywords like “URGENT”, “free”, or “limited time offer”
Your signature is attached to every email you send. Here are some ways to make sure it doesn’t get flagged as spam:
- Clearly state your name and title.
- Include company branding.
- Include your email address, phone number, and any other relevant contact information.
- Include links to your professional social media profiles.
- Avoid too many elements like pictures & GIFs, quotes, and external links.
- Avoid use of third-party tools to create your signature. These tools may insert a link to their service which may cause your emails to be identified as spam.
The links you include in your emails can make or break their credibility. Here are some tips for creating links that won’t be flagged as spam:
- Avoid excessive link length: Long links can be difficult to read and may wrap to multiple lines, making them less effective and look suspicious.
- Avoid suspicious and external links: If the link looks suspicious or is unfamiliar, recipients may be hesitant to click on it. Make sure the link is from a trusted source and clearly indicates where it will lead. When possible, avoid linking to forms or external links and link to official pages where they can be found instead. Use this tool to see how your external link scores for Spam detection.
If you’ve tried everything above and still find that emails are still being held up, please email our team at drgee@vcu.edu, or contact the IT Support Center by email at itsc@vcu.edu or by phone at 804-828-2227. It is our priority to make sure that emails flow smoothly and continuously.
Categories General and Team News