Email Marketing Content and Mail-list organizing Guide offers Email Marketing Content and Mail-list organizing Guide to help you understand about the email marketing system.

Email Marketing Content and Mail-list organizing Guide

KakInfotech has produced this Content Guide for our customers in order to help them create successful email campaigns. The information on this page should be reviewed to ensure the success of your campaign. Please contact us at if you have any questions about the following information.

Message components

There are many reasons why the recipient”s host filters your e-mail as SPAM or SPAM-suspected even if the message is not in fact UCE (unsolicited commercial e-mail )

The e-mail”s content has the major impact on the filters “decision.” With more than 10 years of experience in this business, we are going to share valuable information about how to create a successful e-mail campaign.

Please consider the following tips before sending e-mail:

  1. The recipient”s personal identity and context should be included. If the message is intended for multiple recipients, send the e-mail separately to multiple recipients. For example: Mr. Smith, or Dear Mrs. Jones.
  2. Include a short description of where/how you got the e-mail address of the recipient. This will remind the recipient that you are sending information they voluntarily signed for. For example: You are receiving this message because you subscribed to newsletters.
  3. Provide a clear and easy way to un-subscribe. The best method is to provide a link to un-subscribe via the web. At the very least, provide a return e-mail address that allows a recipient to un-subscribe.
  4. Include contact details of your company, including the valid physical postal address.
  5. Your e-mail”s “From,” “To,” and routing information – including the originating domain name and e-mail address – must be accurate and identify the person who initiated the e-mail. All your recipient-lists must be opt-in. You must be able to directly verify when how and where each contact subscribed to your e-mail campaign, newsletter or list. A PURCHASED LIST IS NEVER CONSIDERED OPT-IN, AND IF REPORTED AS A DIRECT METHOD OF UPLOAD MAY BE SUBJECT TO SUSPENSION AND TERMINATION OF SERVICES.

Message content

  1. Avoid writing in caps. Spam filtering software is designed to look for capital letters and may immediately block your e-mail or marked as SPAM.
  2. Avoid excessive exclamation marks. This is another red flag for spam filtering software. Remember, exclamation points help you make your point if your message never reaches your audience.
  3. Avoid repeating the same words and phrases over and over. In advertising, you”re taught to use a subtle message while driving home points within your copy. You can do this without being repetitive. Spam filters use repetition as another way of identifying SPAM.

Handy test

Send your message to your own e-mail account that uses spam filtering software. If your own spam filter software catches the e-mail, chances are it”s going to be caught by someone else”s spam filter. Modify your message until you receive it without your spam filter software catching it. When it arrives in your Inbox without being caught, you”re ready for your e-mail campaign to begin.

Mailing list organizing

One of the most often reason for the message to be bounced back is so-called “Sudden Volume”: the recipient’s host receives too many messages per hour/min/etc (exact limit varies, depending on the host) and blocks the sender IP as the potential spammer, even though this could have been the approved by recipients via a double opt-in process.

To avoid this type blocks, we highly recommend reordering (prior to the mail-shot) your recipient list to have recipients in a particular host to be spread more evenly;

Another option is to sort the recipients list by the host, and spread in portions, for example: 100 recipients, 100 recipients, 100 recipients, 100 recipients, etc. This way the mailout would not irritate each particular recipient host because of the sudden volume.

In case your mail list contains recipients from one host mostly (e.g. 90% at you will need to initially slow down to as little 1000 relays per hour. Otherwise, the chances are very high that host will treat the campaign as UCE due to sudden high volume. Regretfully, it is not possible to advise the exact msg/hr limit since recipient hosts keep this type info disclosed, as the part of SPAM-fight filtering system.

Mail Subject

You should change your mail subject after some interval say, you have mailed to a list of 2500. And anyone in this list has marked your email as SPAM in gmail. Now all the mails would reach SPAM box with the same subject and content even if it is found to be legitimate emails.  So, what is the solution? You should change your subject and email content after some interval if you want to reach a good number of INBOXes.

SPAM Keyword

You should check your email campaign for SPAM Keywords also. SPAM keywords are just like dictionary that gets updated and recorded in the email filters by intelligence and kept in the filters as active SPAM keywords. So, your SPAM keywords should not be a part of your email campaign as it pushes your mails in SPAM.