If you send enough email marketing campaigns, you'll inevitably run into spam filter issues if you send enough email marketing campaigns. According to ReturnPath, about 21% of permission-based emails sent by legitimate email marketers end up in a spam folder.

 

Spam filters and ISPs are working harder than ever to reduce inbox irrelevance, so it's important that you understand the definition of spam, how spam filters and firewalls work, and some of the steps you can take to avoid being flagged. Avoiding the spam folder helps you reach a larger audience, which means you have more opportunities to make sales.

 

What is Spam?

At its core, spam is unsolicited, irrelevant email, sent in bulk to a list of people. This can include unsolicited commercial emails or fraudulent messages, like those including lottery scams, phishing scams or computer viruses. 

 

For example, let's say you purchased a list of email addresses from a local business organization. On the surface, that list of addresses seems like it could contain some great prospects for your business, and you want to send them an email with a relevant offer they can't refuse. But since those people didn't give you explicit permission to contact them, sending an email to that list would be considered spam.

 

So, why are my emails going to spam? It's important to keep in mind that spam filters are constantly adapting to new types of spam emails, which means certain emails that weren't previously marked as spam may be sent to the spam folder based on those changes. Keeping up with email spam filters is a big part of email marketing for small business owners.

 

Spam laws

Copilot is required to enforce spam laws, not just because it's a legal obligation, and not just because it's the right thing to do. The cost of spam is high as it negatively impacts your digital communication deliverability rates, and we want to make sure your email marketing is effective and your emails reach their recipients. We have some very strict rules that must be adhered to in all countries to stop spam, but you may find that your country has additional requirements. We'll cover the laws in the United States and Canada in this guide.

 

The CAN-SPAM Act of 2003 became law on January 1, 2004. According to the FTC, if you violate the law, you could be fined $11,000 for each offense—that's $11,000 for each email address on your list. ISPs around the country have already successfully sued spammers for millions of dollars under this law. If you send commercial email (generally sales or promotional content), you should familiarize yourself with the requirements of CAN-SPAM.

 

A few key points of the law include:

• Never use deceptive headers, From names, reply-to addresses, or subject lines.

• Always provide an unsubscribe link.

• The unsubscribe link must work for at least 30 days after sending.

• You must include your physical mailing address.

 

Canada's Anti-Spam Legislation (CASL) went into effect on July 1, 2014 and carries penalties of $1-10M per violation. CASL is very similar to the CAN-SPAM Act, but has some minor differences and covers all electronic messages, not just email.

 

Spam negatively impacts deliverability rates, and we want to make sure your emails reach their recipients.

Why are my emails going to spam?

As a small business owner, your email marketing efforts can be seriously affected if your marketing emails end up in people's spam folders. Understanding how spam filters and firewalls work is an essential part of making sure your emails end up in people's inboxes instead of their spam folders.

 

Your emails may end up being marked as spam as a result of recipients frequently marking them as spam. Spam filters adapt to users' preferences, so several people marking your emails as spam can lead to your emails ending up in the spam folder. You can take steps to avoid people marking your emails as spam, including making sure you're not sending too many marketing emails to people on your mailing list.

In some cases, your emails may end up in the spam folder because of the content of the email or the subject line. There are certain phrases that may trigger spam filters, which are typically the types of phrases that email spammers use. Avoiding these spam triggers can help keep your emails out of the spam folder, but it can also help keep you from looking like a spammer when you're dealing with customers.

 

Sometimes emails are marked as spam because you don't have permission to send emails to that recipient. You must obtain express permission from email recipients if you want to send them marketing emails, so purchasing an email list or sending emails to unauthorized addresses can lead to spam triggers. The best thing you can do for your email marketing campaign is take the time to build a mailing list organically, that way your email recipients are interested in your emails and they're not marked as spam.

 

Emails can also be marked as spam because you didn't include an unsubscribe link, you included too many attachments, or you haven't set up email authentication yet. Regardless, it's your job as a small business owner to figure out why your messages are ending up in the spam folder and put a stop to it.

Spam Filters

Spam filters consider a long list of criteria when judging the "spamminess" of an email with the goal of reducing spam. They'll weigh each factor of the spam you receive or send and add them up to assign a spam score, which helps determine whether a campaign will pass through the filter. If the score exceeds a certain threshold, your email will get flagged as spam and go straight to the junk folder.

 

Each spam filter functions a bit differently, though, and "passing" scores are typically determined by individual server administrators. This means that an email could pass through Spam Filter A without issue, but get flagged by Spam Filter B.

 

As for that list of spammy criteria, it's constantly growing and adapting, based on—at least in part—what people identify as spam with the 'Mark as spam' or 'This is junk' button in their inbox. Spam filters even sync up with each other to share what they've learned. There's no magic formula—and spam filters don't publish details regarding their filtering practices—but there are steps you can take to avoid landing in your subscribers' junk mail folder.

 

Campaign metadata: Spam filters want to know that you're acquainted with the person receiving the email. We recommend using merge tags to personalize the To: field of your campaign, sending through verified domains, and asking recipients to add you to their address book.

 

Your IP address: Some spam filters will flag a campaign if anyone with the same IP has sent spam in the past. When you send through Copilot, your email is delivered through our servers, so if one person sends spam, it could affect deliverability for our other users. That's why we work vigilantly to keep our sending reputation intact.

 

Coding in your campaign: Spam filters can be triggered by sloppy code, extra tags, or code pulled in from Microsoft Word. We recommend using one of our templates or working with a designer.

 

Content and formatting: Some spam filters will flag emails based on specific content or images they contain, but there's not an all-encompassing set of best practices to follow or things you absolutely need to avoid. But, we do have a few recommendations:

 

• Design your campaign to be clear, balanced, and to promote engagement from your subscribers.

• Make sure your subscribers have opted-in to receiving your emails.

• Be consistent. Try not to stray too far from the content and design that your audience already associates with your brand, website, or social media channels.

• Test, test, test! Use A/B or multivariate testing to learn how changes with your content affects delivery and engagement.

 

Subscriber engagement: Spam filters take email engagement into consideration when deciding whether something gets flagged as spam. If your emails tend to receive low engagement rates, you might find that more of your messages land in the spam folder. To increase engagement—and boost the relevance of your campaigns—we recommend using personalization and segmentation to tailor your marketing to the right audiences.

 

Spam filters want to know that you're acquainted with the person receiving the email. We recommend using merge tags to personalize the To: field of your campaign.

Email Firewalls

Firewalls also help to fight against spam—among other internet security areas—and are a lot like spam filters in that they are designed to regulate incoming email based on a set of rules that have been established by the email server with the goal of reducing the amount of spam you receive.

 

Think of them as gatekeepers, especially useful when there are high volumes of spam. They're used by ISPs, large corporations, and small businesses, and they all communicate with one another to help identify spamming techniques, detect spam, and stop spammers.

 

But how do firewalls know what spam is? Your own recipients teach it. When you send an email to your list, and someone on your list thinks it's spam—or doesn't remember opting-in to your list, or if you never had permission in the first place—that recipient can report you.

 

Firewalls rely on reputation scores to block emails before they even get to the content-based spam filters, and they all calculate sending reputation differently. Once you've been reported, you'll remain on the radar of these firewalls; this helps prevent someone from switching between different email servers to send more junk after being reported. These gatekeepers will know to block all emails with your name in it from now on, no matter who sends it or where it comes from.

 

How do firewalls know what spam is? Your own recipients teach it.

Abuse Reports

When people receive email that they think is spam, they can just click a button in their email client to label it as such. In most cases, once that button has been clicked, an abuse report is created and sent to the recipient's email program or ISP. If enough of these reports are received, an automated warning message will be sent to the sender.

 

When you use Copilot, an abuse complaint will be generated each time someone marks your campaign as spam, thanks to the feedback loop in place for most ISPs. We'll immediately remove that recipient's email address from your active list and into a blocklist.

 

High levels of spam and abuse from a user can result in the IP addresses being denylisted by ISPs and anti-spam organizations. And, if you use Copilot for sending—or any email marketing service, for that matter—that means your emails can affect the deliverability of hundreds of thousands of other legitimate marketers. It's very serious—one bad apple can truly spoil the whole bunch.

 

Accidental abuse reports

You don't have to be a spammer to get reported for spamming. Even legitimate marketers who only use opt-in lists can have their email reported as spam, even if it's not. Sometimes it's a simple mistake, like when a user clicks the spam button to unsubscribe from an email.

 

Avoid becoming an email spammer

When you're running a small business, the last thing you want to do is alienate potential customers by coming across as an email spammer. Email marketing can be difficult, but doing what you can to avoid ending up in recipients' spam folders is a good start. As long as your emails are making it to people's inboxes, you have a shot at converting email addresses to sales.

 

If you want to avoid becoming an email spammer, you need to understand the basics of spam filters, email firewalls, and other potential spam triggers. There are rules you must adhere to as a small business owner, and failing to adhere to these rules can make it hard to maximize your email marketing campaign. If you're not including an unsubscribe link or you're using confusing "From" information, your email may be marked as spam before it ever reaches people's inboxes.

 

You can also keep your messages from landing in the spam folder by making sure you're not sending too many messages. It's okay to update customers about new products you're developing or sales you have going on, but you don't need to send out several marketing emails every week to get your point across. The more you flood people's inboxes with marketing emails, the more likely those people are to mark your emails as spam.