How to Make Your Email Messages Look Less Like Spam

If your email messages look too much like spam, destination mail providers might reject them or send them to the recipients’ Junk or Spam folders.

To make your email messages look less like spam:

  • In the email subject and/or content, try not to have:

    • words and phrases commonly found in spam messages;

    • an extremely short message;

    • a single paragraph that’s really long;

    • words in all uppercase when not using acronyms;

    • sentences that don’t begin with a capital letter;

    • unusual grammatical structure;

    • unusual or missing punctuation;

    • space characters immediately before commas, periods, exclamation marks, question marks, colons, and semi-colons;

    • more than one space character after commas, periods, exclamation marks, question marks, colons, and semi-colons; and

    • multiple empty lines between paragraphs.

  • Try not to include just an HTML or rich-text version of a message, without also including a fall-back plain text version in the same message.

  • Check to make sure that the public IP of your computer or device from which you’re sending out email is not being blocked by email blacklists.

    You can find out what the public IP of your computer or device is by typing the search term “ip” into Google, which will cause Google to show you your public IP right there on the page, above the first search result. Copy the IP somewhere.

    Next, use the search term “email blacklist check“ and select the top result. Once you’re at the email blacklist check website, paste your public IP into the box and begin the search. If your public IP is found to be listed on one or more email blacklists, contact your internet provider so they can look into resolving it or assigning you with a new public IP.

  • If you’re sending an email message to more than a small handful of recipients, send a single copy per recipient, rather than a single copy to numerous recipients, especially when it comes to newsletters, mailing lists, etc.

    You may wish to use a mailing list app for this purpose, as it will typically handle this for you, or you could do it manually if desired.

  • When sending out a newsletter or message to a mailing list, always include a working unsubscribe link at the bottom of the message. Most mailing list apps can be set up to handle this for you.

Your email should now look less like spam, and is less likely to be rejected by destination mail servers or be sent to the recipients’ Junk or Spam folders.