Email Deliverability - How to Avoid The Spam Box

Email Marketing Best Practice!

Clinic Convetr’s email marketing capability enables you to plan and launch automated and email campaigns, newsletters, one-off blasts, and staggered bulk requests.

You don’t need Mailchimp or Activecampaign or any other email marketing software!

However:

Email marketing and deliverability is an art and a skill. Ensuring that your emails get into the inboxes of your customers means that your email marketing has to be set up correctly.

When you join Clinic Convert, you can start emailing immediately. We’ve already set you up with a generic email sending domain. 

• mail.yourlocal.clinic

What does this mean?

This means that you can start sending emails right away. You can still utilise your businesses From Name, and From Address, but you will be sending “on behalf of” mail.yourlocal.clinic.

As the “From” Name and Email, the system will use whatever you are sending from within Clinic Convert.

Clinic Convert Conversation Editor:

Apple Mail View

Outlook View

Gmail View

Setting Up a Dedicated Domain

If you want to set up your own business domain you can do that via settings > Email services

Why is a dedicated domain ultimately better?

1. Professionalism and Branding: A dedicated domain reinforces your brand identity. When your CRM system uses your domain (e.g., crm.yourcompany.com), it presents a more cohesive and professional image to your users and clients. This can help in building trust and recognition, which are crucial for maintaining business relationships.
2. Email Deliverability: If you're using the CRM for email campaigns or communications, a dedicated domain can improve email deliverability. Emails sent from a domain that matches your main business domain are less likely to be marked as spam compared to those sent from a generic CRM domain. This can improve your communication effectiveness.

Example Domain Registrars: GoDaddy, Namecheap, Cloudflare, 1-1 Reg

Sending Automated Emails

Workflow Settings:

Individual Email Settings

Email Template Settings (Marketing)

Conversations Panel

Email Sending Hierarchy

1. Business Settings
   1. Workflow Email Settings
      1. Individual Email

Recommendations:

• It will make it a lot easier for manual emailing if your Team Members used the email they want to send from.
• If you’re using temp staff, you may want to set them up with a business email (eg. john@bestchiro.co.uk)

Eg. If John's Clinic Covert User email is “john123@hotmail.com”, then the default setting for MANUAL emails will be this:

Note: this does not affect workflows and other automations which are PRESET with the From name and From Email address.

Email Deliverability Best Practice

Achieving the best email deliverability involves a combination of strategies to ensure your emails not only reach the inbox but also engage the recipient in a positive way. 

Here are the top 10 practices to follow:

1. Use a Dedicated Domain: Establish a dedicated domain for your email campaigns. This will help in building a distinct sender reputation and differentiate your marketing emails from your regular corporate email traffic.
2. USE A SUBDOMAIN - DO NOT USE YOUR PRIMARY BUSINESS DOMAIN. USING A SUBDOMAIN PROTECTS YOUR PRIMARY DOMAIN
   1. mail.bestchiro.co.uk or replies.bestchiro.co.uk
3. Warming Up a Domain: Gradually increase the volume of emails sent from a new domain to build a good sender reputation with ISPs and prevent your emails from being flagged as spam.
4. Segmenting and Personalizing Emails: Break your audience into segments based on their behaviors and preferences. Tailor the content of your emails to meet the interests and needs of each segment to increase engagement rates.
5. Avoid Spammy Subject Lines: Use clear and direct subject lines. Avoid overly promotional phrases like “Buy now!” or “Free!” that are commonly associated with spam.
6. Limit the Number of Links: Include no more than one link if possible. Multiple links can trigger spam filters and reduce the credibility of your email.
7. Minimize Image Use: While images can make emails visually appealing, too many can trigger spam filters and slow down loading times. Use images sparingly and ensure they are optimized for quick loading.
8. Regularly Clean Your Email List: Remove inactive subscribers and addresses that consistently bounce. A clean email list improves engagement rates and helps maintain a strong sender reputation.

9. Authenticate Your Emails: Use SPF, DKIM, and DMARC protocols to authenticate your emails. These help to verify that the emails are genuinely from you, reducing the likelihood of them being marked as spam.

   (if you set up a dedicated domain, you will be guided through this, and your IT or Domain specialists will be able to assist you)

10. Monitor Feedback Loops: Set up feedback loops with major ISPs. This allows you to see who is marking your emails as spam and to promptly remove them from your list, preserving your sender reputation.
11. Test Email Performance: Regularly test different aspects of your emails (like subject lines, content, and send times) using A/B testing. This can provide insights into what works best for your audience and help refine your strategy.
12. By implementing these practices, you can significantly enhance the deliverability of your emails, ensuring they reach your intended audience effectively and maintain compliance with best practices in email marketing.