7 Must-Know Strategies to Keep Your Business Emails Out of the Spam Folder

We’ve all been there. After crafting the perfect business email or newsletter, we find out that it has vanished into our recipient’s dreaded spam folder. But what if we told you there are simple tricks that will ensure your important messages actually reach your audience?

The following are some essential do’s and don’ts that will send your emails to the place where they belong—the inbox. Not the spam folder!

1. Avoid trigger words.

You might think using words like “free,” “urgent,” or “win” in the subject line will grab your readers’ attention. But spam filters hate these words, especially if they are used on their own or with only one or two other words, such as “Win big!”

Here are 12 more buzzwords and phrases you can avoid to keep your email from being flagged as junk.

discount	guarantee	payment declined
alert	deal	offer expires
limited time	sale	congratulations
response needed	warning	no cost

If you have read our article about power words, you’ll see that some of these words appear on both lists. The key difference is that a power word is used in the body of an email as part of a longer sentence, not on its own.

Can you use a power word in the subject line? Sure, just don’t use it by itself. Also, be sure to include some context, such as “Free seminar at XYZ University—all employees invited”. A simple “Free seminar!!!” would probably be flagged as spam, especially if you use multiple exclamation points.

2. Check your ‘From’ address.

Are you using an email address that looks sketchy? Big mistake! Always send business emails from your official company domain to avoid triggering spam filters. It shows your recipients that you’re legit and ensures that spam blockers won’t move your message.

If you’re a freelancer or don’t have a company domain for some other reason, include some variation of your real name in the email address you use for your work. You especially want to avoid using an email address that has a lot of random letters and numbers.

3. Keep your message short.

Long-winded emails can send red flags to spam filters. Stick to plain English and get to the point fast—especially if your audience includes non-native speakers who appreciate straightforward communication.

What if you need to send a lengthy message? You can attach a Word document, PDF, or similar type of file to a brief, basic email.

4. Stay away from ALL CAPS.

Nothing screams “spam” louder than an email subject line written in ALL CAPITAL LETTERS LIKE THIS. Tone it down—you want to sound professional, not like you’re screaming at your readers.

Avoiding all caps is even more important when communicating with global clients or ESL employees who may find all those capital letters overwhelming or difficult to read.

5. Good grammar is a must.

Did you know that spelling or grammar mistakes can land your email in the spam folder? Let’s look at a couple of subject headers:

Renew your subscription today and get 20% off your next order! (This could still be spam, but in terms of spelling and grammar, it looks good.)

Renew subsription today get 20% off you next order! (This one looks like spam.)

Not only does good grammar keep your emails out of the spam folder, it also makes a strong impression in general. For more on this, check out our article about the link between good grammar and business success.

6. Don’t forget to include an “Unsubscribe” link.

If you are sending out a newsletter or anything else that goes out to multiple recipients on a regular basis, note that spam filters love to check if you have included a way to unsubscribe. So make sure you are providing a simple opt-out option. This is a legal requirement in many countries. It also helps your email—and, by extension, your business or organization—look trustworthy.

7. When in doubt, test it before you send it.

Let’s say you’re sending out an email that has to include some of the aforementioned trigger words—there’s no way around it. Before hitting the “Send” button, run that email through a spam-check tool. This quick step can save your message from getting buried in spam folders. If you’re on a tight budget, you’ll be glad to know that many of these spam checkers are free.

Bonus: Let our TextRanch experts review your emails!

Our TextRanch editors can help you keep your emails out of the spam folder by reviewing them carefully and making sure they are free of errors. We can also polish up the language so it sounds more professional.

Click the blue box below and get in touch with us today!