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Decrease Spam Rate and Improve Email Deliverability
Decrease Spam Rate and Improve Email Deliverability

Tried-and-true methods for successful email outreach and improved Participant experiences.

Sophie avatar
Written by Sophie
Updated over a week ago

💡 Learn how Rally protects your email-sending reputation and ensures deliverability with Email Health Thresholds.

Use Permission-Based Lists: Ensure that you only email individuals (or only upload contacts into Rally) who have opted in to receive communications from you. Avoid purchasing email lists or sending emails to contacts without their consent.

Maintain Clean Participant Records: Regularly review your Participants to remove inactive or invalid contacts and email addresses.

Personalize Emails: Personalize your emails by using Rally’s built-in personalization tokens such as the Participant’s name. Tailor the email content to ensure that it is specific to the Study you are recruiting for. Personalized emails are more likely to be well-received and less likely to be marked as spam.

Send Emails From A Real Person: Sending emails using team or general addresses such as “[email protected]” are at risk of triggering spam filters. Send emails from a real user’s email address instead. We suggest connecting a custom domain and setting up your personal email sender address with a From Name naming structure of [Your Full Name] + [Role], such as "Jane Deaux UX Researcher" or "Jane Deaux Product Designer" for a more personal approach so that Participants know they're interfacing with a real person.

Optimize Subject Lines: Craft clear and relevant subject lines that accurately reflect the content of the email. Avoid using spam-sounding language or excessive punctuation that could trigger spam filters.

Provide Clear Opt-Out Options: Rally’s emails automatically include a visible and easy-to-use one-click unsubscribe link in every email. Respect recipients' preferences and promptly honor opt-out requests to maintain a positive sender reputation.

Monitor Email Deliverability Metrics: Keep track of email deliverability metrics such as open rates, click-through rates, and bounce rates in the ‘Outbox’ section of the Study in Rally. Monitor for any sudden changes or patterns that could indicate issues with your email deliverability.

Segment Your Participants: Segment your Participants based on factors such as demographics, engagement level, or previous participation in research Studies. Sending targeted emails to specific segments can improve relevance and reduce the likelihood of spam complaints.

Avoid Spam Trigger Words: Refrain from using words or phrases commonly associated with spam in your email content. Examples include "free," “exclusive," "urgent," "act now," excessive use of exclamation marks, and writing in all caps.

Test Emails Before Sending: Before sending out emails in bulk, send test emails to yourself or colleagues via Rally’s “Send a test” button to check for formatting issues, broken links, or other errors that could affect deliverability.

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