Best Practices for Mass Emailing

Using mass emails as a way to directly offer your services to both your clients and agents can be an amazing tool for your business, but it sure can seem tricky at times to do this effectively while still respecting the norms and rules applied to mass emailing.

In this article, we will focus on Mass emails so that you can use this wonderful tool to the benefit of your business by being able to effectively communicate more information about it to your customers.

If you are new to mass emailing and you just don’t know the best ways to present your offer, here we will give you some starting points. If you, on the other hand, have sent mass emails before, but are unsure as to why several of your mass emails get marked as SPAM or simply bounce, we will share with you some good mass email practices that can help avoid this and improve your mass email sent success!

The CAN-SPAM Act establishes the guidelines that businesses in the US territory must follow when sending messages for commercial purposes. This includes all messages whose purpose is to promote any type of product or service.

So here are a few of suggested guidelines you can keep in mind while creating an email template that you intend to use in a mass email event, that go along with the requirements that you have to adhere to.

If you want to know more about these requirements and how to create a mass email event, please click on the following link Creating a Mass Email.


  1. Avoid triggering SPAM filters.

    SPAM filters look for specific words or combinations of them, using them can cause your mass email to be marked as SPAM by your recipient’s email provider such as Gmail, Outlook, or Yahoo.

Don’t include the following words in your mass email:

  • “FREE”

  • “Lowest price”

  • “Additional Income”

  • “Easy money”

  • “No cost”

  • “Multiple exclamation points or dollar signs in a row”

  • “Words with unnecessary spaces or punctuation”

  • “Words that are in ALL CAPS”


2. Make sure to include ISN in your SPF records.

Many email providers (Gmail, Outlook, Yahoo, AOL, etc. ) will more likely mark your email as SPAM if they are sent from third-party senders (in this case ISN) that are not included in your SPF records.

The Sender Policy Framework (SPF) is an email validation system used to prevent fraudsters who pretend to be someone or something else to win a person’s trust from reaching a person’s main inbox. Adding ISN to your SPF records is like saying to your recipient's email provider "Hey! This email is not a scam, ISN has permission to send this email on my behalf".

Click on the following link to learn more about SPF records Adding SPF Records for the ISN.


3. Keep your Subject lines short and sweet.

While subject lines need to be eye-catching, they should not have personal messages, leading questions, or overly sensational claims. Make sure as well to make them brief; email subject lines won't be shown in their entirety if they are too long, especially on mobile devices, which is where most people check their email, so we recommend you keep them under 50 characters so your recipients can fully read them, making them less inclined to mark your email as spam due to not reading them entirely.

Note: The SPAM triggers previously mentioned in this article also apply to subject lines.


4. Don’t add to many images to your template.

Unfortunately, it is a common practice for those who DO send SPAM to include images with the “banned” words. For this reason, anti-spam measures have become more strict, and may mark messages as SPAM that contain too many images.


5. Make sure your email template doesn’t have any typos or grammatical errors.

It’s always a good practice to proofread your email templates before sending them to be able to maintain a certain level of professionalism and online etiquette towards your recipients, but typos and errors can also trigger spam filters. This is because of phishing emails. phishing is a type of message sent to trick their recipients into giving personal information, bank details and passwords.

These phishing emails typically have spelling and grammar errors so it’s very easy to trigger spam filters with them.


If you have any questions about this process please let us know! You can reach us by chat, email at help@inspectionsupport.com, or phone at (800) 700-8112.

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