Sometimes we find that there is no problem making sure our invoices arrive the customer’s inbox, but other times there is a problem. Yes, sometimes a customer saying an invoice did not arrive is just part of an act done by slow payers, but this article is about those other times.
Today, we’re talking about a Medical Supply Cabinet company having trouble getting their emails to their customers’ inbox. These folks are experts in keeping their customers’ medical supply cabinets stocked and people safe, but they faced a common hiccup in the digital world – ensuring their emailed invoices safely land in their customers’ inboxes, not the dreaded spam folder.
The Disappearing Email Act
Imagine crafting detailed invoices, hitting send (or having the Auto Emailer automatically sending it for you), and…poof! They vanish into the ether, never reaching your customers. This was the conundrum our cabinet experts found themselves in. But, as they say, every problem has a solution! Our solution is in 3 Steps
- Perform a Whitelist Test
- Test and Clean Your Email Content
- Ask for Permission
1- Perform a Whitelist Test
One of the first things you want to be sure of is that the IP address your invoices are being emailed from has a good reputation, that it is white-listed. In order to do this, the first thing you need to know is, what is the IP address you will be sending from.
Do you know if you have a static or sticky IP address (Meaning it doesn’t change) on the computer that will be sending the emails or can it change? If it can change then your black-list results can change month to month, week to week, or even day to day. Chances are, if you are involved in any way of setting up your internet and you don’t know what I’m talking about, you DON’T have a Static or Sticky IP. Most people do not (it has additional service fees). If this is the case, you should move down to the SMTP section below.
So log onto the computer that will be sending the emails and go to WhatIsMyIPAddress.com to get the IP address. Make a note of the address or Copy it (Ctrl-c).
Next lets check the reputation on dnschecker.org. So go to https://mxtoolbox.com and Paste (ctrl-v) or type in your IP address and run the black list check.
If you see ALL GREEN (NO), your good.
If you see 1 or 2 RED (YES), you may have some issues. You might consider using something like SMTP to help
If you see more 3 or more RED (YES), they you definitely have a problem. You NEED something like SMTP to help ensure your emails are good.
How SMTP.com Can Help Keep You Whitelisted
SMTP.com is a service that specializes in email delivery. Here’s how it can assist in maintaining a good IP reputation:
- Reputation Management:
- SMTP.com monitors your sending reputation. They take proactive steps to keep your IP off blacklists and maintain good standing with ISPs.
- Dedicated IP Addresses:
- They can provide dedicated IP addresses, which means your email deliverability is not affected by the actions of others.
- Compliance and Best Practices:
- SMTP.com ensures compliance with email sending best practices, reducing the likelihood of being marked as spam.
- Email Deliverability Expertise:
- They offer expert advice on improving email content and structure to enhance inbox placement rates.
- Advanced Analytics and Reporting:
- Detailed reporting tools help you track the performance of your emails, enabling adjustments for better deliverability.
- ISP Feedback Loops:
- SMTP.com can manage feedback loops for you, promptly addressing any spam complaints.
- Automatic Bounce Handling:
- The service handles email bounces and cleans your email list automatically, which is crucial for maintaining a healthy sender reputation.
SMTP Gives First Aid
So our First Aid Company ran the DNS Checker and found they had poor results. When I was talking to them, they had no idea what a Sticky or Static IP Address was. We looked at the internet billing statement and did not see a line item for it. So looking into SMTP.com was definitely the next step.
2- Up Next, Mail-Tester: The Email Detective
Mail-Tester is like a detective for your emails. How does it work? Simply send your email to the unique address provided by Mail-Tester, and voilà! It evaluates your email against several criteria giving you a report card on their spamminess.
Why Use Mail-Tester?
- SPAM Score Insights: It gauges your email’s likelihood of being marked as spam.
- Content Check: It reviews your content for common spam triggers. Yes, words matter!
- Authentication Checks: It ensures that your email is authenticated correctly with SPF, DKIM, and DMARC records. Think of these as the digital ID proving your email is legit.
SPF and DMARC: Your Email’s Bodyguards
Understanding SPF (Sender Policy Framework) and DMARC (Domain-based Message Authentication, Reporting & Conformance) is crucial. These are email authentication methods that help prevent spammers from using your email domain to send unauthorized emails.
- SPF tells the email ecosystem which mail servers are allowed to send emails on behalf of your domain. (learn more here kb.smtp.com/article/2138-spf-setup-for-smtp-com-customers )
- If using smtp.com the SPF to add is “include:_spf.smtp.com ~all”
- So your SFP text file might look something like this: v=spf1 a mx include:hosting.com include:_spf.smtp.com ~all
- DMARC goes a step further, telling servers what to do if an email fails the authentication checks set by SPF and DKIM (another authentication technique).
Making the Most of Mail-Tester
Our cabinet company friends started using Mail-Tester and made a few tweaks:
- Rethinking Email Content: They swapped out spam-triggering words in their invoices.
- Implementing SPF and DMARC: They set up SPF and DMARC records for their domain, significantly boosting their emails’ legitimacy.
- Consistency in Emailing: They adhered to a regular emailing schedule, enhancing their sender reputation.
3- Ask for Permission
Sometimes even after everything above is done, a customer may still not get your email. This is when simply asking for it can come in very useful. I mean, these are your customers, not just anyone on the internet that you found a random email address for. They don’t want you to be SPAM.
Securing a Spot in Your Customer’s Inbox
But, customers’ email inboxes can be like exclusive clubs, and you need to be on the list to get in. How do you secure that VIP pass? Ask your customers to add your email address to their contact list.
How to Encourage Customers to Whitelist Your Email
- Clear Communication: In your conversations or on your website, guide customers on how to add your email to their contact list.
- Friendly Reminder in Invoices: Include a note in your emailed invoices, asking to be added to their contacts.
- Make It Easy: Provide step-by-step instructions or a quick guide on how to do this.
Tying It All Together
By embracing Mail-Tester and setting up SPF and DMARC records, our Medical Supply Cabinet company saw a dramatic improvement in their email deliverability.
In conclusion, a sprinkle of email savvy, combined with the right tools like Mail-Tester, SPF, and DMARC, can ensure your invoices glide effortlessly into the right inboxes. Get ready to wave goodbye to email woes and hello to seamless communication! 🌟📧
The takeaway? A little attention to your emailing practices can go a long way in ensuring smooth communication with your customers. So, roll up your sleeves, use Mail-Tester, and keep those invoices flying straight to the right inbox! 📬✨
Need Help?
The tools above can help, but if you need more help, we can help reduce your bounced and SPAM emails. Contact us today and let’s find out how we can help you.