Category Archives: Services

Mail Monitor Spam Tracking: The Tools You Need to Optimize Email Authentication

By | Email Delivery Tracking, Product Features, Services | No Comments

Spam Tracking for BusinessEmail spams are common – these unsolicited messages are responsible for deteriorating the overall experience of subscribers and defaming email marketing as a whole.  The worst part about them is that they are often unavoidable and are a repetitive disruptions for end users.

While most of these email spam messages are overtly commercial in nature, there also are many with disguised links in them that may seem to be from a familiar website but, in reality, are leading to phishing websites or sites containing malware.  These type of spam emails can also have malware as embedded scripts or attached executable corrupt files, commonly known as Trojans.

The situation of email spam has worsened in the last decade. These days, botnets are commonly used to send out spam.  These botnets are basically networks of virus infected computer systems created with the sole purpose of spreading viruses like wildfire, from one user and one system to another.

Most of the spammers out there collect email addresses from chatrooms, customer lists, websites, and newsgroups.  Many viruses are used to harvest users’ address books.  These lists are then commonly sold to other spammers.

All of this has made it imperative for professional email marketers and ethical online businesses to integrate solid spam tracking to ensure their business and subscribers avoid this trouble.  With Mail Monitor’s Spam Tracking features, you can rest assured that you are in safe hands and will not be impacted by these issues.

 

Know What’s Getting Flagged

If your emails don’t make it to the inbox, they will not get read.  Therefore, you need to check your email content before sending it out to your lists.  Thanks to our years of experience in the field, Mail Monitor knows how to spot these types of spammers.  We will check your content for specific terms and various elements to ensure no links are leading to flagged websites and double check the html coding to verify that it won’t raise a red flag with any of the leading email providers.

 

Takes Actions before Getting Flagged

There’s a reason why so many market leaders trust us with identifying any issues that can get them in hot waters.   Our foolproof content testing and analysis features will protect all of your emails from getting flagged.

We will run your email content through all of the common spam filters to get spam scores and then created itemized feedback for you.  Most of the times, this feedback will point out any specific areas in the email that should be changed and improved for an optimum email marketing performance.

 

Authentication Testing

Each time you send us an email, we will use our spam filter testing reports to check your authentication.  This will help you see on an individual email campaign level if your emails are passing SPF and DKIM authentication.

What more assurance that you have the right spam tracking in place?  You can sign up today for a free trial and see what we’re all about!

Email Blacklisting 101

By | Features and Updates, Marketing Email Deliverability, Services | No Comments

We are living in an age where effective direct marketing has become a continually changing and growing challenge.  With so many brands looking to be heard and consumers become super savvy, marketers seek new ways to be heard above all the inbox noise.

In this competition and struggle to be noticed it’s not uncommon for email marketers to bite off more than they can chew, often delving off into efforts which ignore best practices for email marketing.  Such rogue adventures typing end up in your brand being blacklisting.

 

What are Blacklists?

To put it simply, blacklists are lists of bad marketers.  These generally include spammers; however, legitimate mailers can also easily end up blacklisted just by not adhering to the best emailing practices.  While most blacklists are usually IP based, they can also be URL or domain based.  Typically blacklists are run by independent operators, hosting companies, corporate mail managers or organizations who cater to ISPs.

 

What Makes You Get Blacklisted?

Blacklist operators are always actively using networks of spam traps to track and catch spammers and bad, unethical marketers.  If you’re emailing to spam trap addresses, then that becomes a clear indicator that you are not following the best practices in list acquisition and list management, since these addresses are phony and don’t belong to a real user.  This can cause you to be flagged as a spammer or even worse, get yourself blacklisted.

 

What Happens When You are Blacklisted?

Blacklists are commonly used by mail receivers like ISPs and hosting companies to clock all unwanted “spammy” emails from suspicious mailers.  Another thing to note is that the number of your emails blocked also depends on the blacklist that you have ended up in.  One of the most widely known blacklist is Spamhaus and it is used by the majority of mailbox providers. If you end up in their list then you have a big problem for your business on emails.

 

How Can You Resolve a Blacklisting?

Keep in mind that each blacklist has its own process for removal.  Once blacklisted, the most important thing to understand is how you got there in the first place.  Once you have that figured out, you can reach out to the blacklist operator and formally request them to remove you from their list.

Best rule of thumb though is to stay off the lists entirely.  Some of the ways to ensure that you stay off of blacklists include:

  • Send out emails to users who have engaged with you in the last 90 days.  This can vary from campaign to campaign, but keeping within this range will ensure you don’t get flagged.
  • Remove users who haven’t engaged with you in over a year.  If you don’t, you might end up in recycled spam traps and getting flagged for unethical email practices.
  • Employ double opt-in methods to avoid emailing repeatedly to spam trap addresses because they will not be able to click the confirmation links.
  • We also advise that you always follow the best practices for email list acquisition.

Preview and Rate Marketing Emails Before Sending

By | Marketing Email Deliverability, Product Features, Services, Tips and Resources | No Comments

Laptop_PostfachLet’s be honest here – how many times have you discovered, after sending out an email to your subscribers, an embarrassing typo or that you completely missed out on inserting a link to a button? Happens to the best of email marketers out there!

What might seem like a harmless little mistake can cost you a customer, and even worse, can land you in the spam folder. Your efforts and hard work will go to waste as a meaningless, amateur email when landing your potential customer’s inbox.

To avoid this heartache, we at Mail Monitor strongly recommend that you always preview and rate marketing emails before sending them out.

 

What Does An Inbox Preview Do?

Most of the leading email marketing services out, such as MailChimp and HubSpot, will allow you to have a complete preview of your email campaigns, giving you the final preview that your subscribers will see. This allows you to preview all your email campaigns before sending them out and gives you the opportunity to check them to see if they look professional and are readable and up to your quality mark.

Reviewing and optimizing your messages before sending them out will:

  • Ensure that your emails look accurate and are aesthetically correct for all devices and screen types; and
  • Will guarantee that your emails don’t get blocked by any spam filters based on an unforced error on your part

Performing this final check will also enhance your chances of increasing your response rate and minimize your unsubscribes.

 

What If You Don’t Do Inbox Previews?

Inbox Previews are essential marketing tools to quickly identifying any issues before deploying a campaign. Failing to do this can lead to:

  1. High Spam Requests/Unsubscribes – You increase your subscriber’s likelihood to mark you as spam or simply unsubscribe from your mailing lists altogether. Imperfect emails are a real turn off for anyone and it looks extremely unprofessional and suspicious.
  2. Email Your Reputation – You need to make sure that your messages look perfect on all kind of devices. Failing to do so will definitely reduce your business’s reputation online.
  3. Increase in Block Rates – All renowned organizations rely heavily on email marketing to send the message across. Sending out faulty emails that might contain missing texts or images, broken links or invalid landing pages will increase the risk of being blocked, killing off the entire object of the marketing teams.

 

Rating Your Emails

Below are some of the things that you should always check when previewing your emails:

  • No words are misspelled – First and foremost, make sure your content has no typos or even worse, any grammatical errors. Make proofreading your best friend and maybe also involve another team member in the process.
  • The images are all working fine – Always double check to see that your images are being uploaded properly and/or are hosted on your public server, free from any password protection.
  • Links are working perfectly – Ensure that all of the links in your email are leading to the right place. Check each and every link and certify that none of your links used are blacklisted – something that you should consider critically.
  • Email layout is proper – Check the spacing of all elements and the overall layout of your emails for various devices, including the padding, margin changes, color and fonts.
  • Looks good on all inboxes – You will have to make sure that your emails look good across all inboxes and not just a few. Check how they look on test accounts across all inbox services.
  • Headlines and subject lines looking good – Your emails should have a good headline as well a subject line that is relevant to the content of your email.

How and Why to Establish an Email Deliverability Audit

By | Email Delivery Tracking, Marketing Email Deliverability, Services, Tips and Resources | No Comments

Email AuditAre you worried about your email strategies? Is there uncertainty around the effectiveness of your messages or even worse, are you sure your emails are even reaching the intended recipients?  The answer to all these questions is simple: In order to be sure, you need to perform an email deliverability audit.

When performed quarterly, an email deliverability audit is helpful in improving the performance of your email marketing campaigns. While the term “audit” can seem to be broad, meaning a variety of tasks, in common terms it is the overall assessment of your email marketing processes.  You can think of it as your company’s way of putting the email marketing campaigns under a microscope and figuring out what does and doesn’t work.

 

Why Should You Conduct An Audit?

An audit should be performed for several reasons, with the core purpose of evaluating one or a group of the following issues:

  • Security
  • Reputation
  • Content Quality
  • Deliverability
  • Effectiveness

In most cases, an audit will cover most of the areas above, with specific issues identified as well as their apt solutions. If performed correctly, an audit should also reveal all areas where your email marketing is working effectively.

Additionally, it is important to note that while any quarterly deliverability audit can reveal a variety of problems, some of the most common ones to look for include:

 

How Can You Establish A Quarterly Deliverability Audit?

Okay, so now you know all the great things an email deliverability audit can do for you. I’m sure your next question is: How can I perform an email audit for my email campaigns? Not a problem — leave that to us! When MailMonitor performs your email audit, we cover the following areas:

  1. Perform an Interview – First off, you need to become the Sherlock Holmes of your company and do some detective work. Talk to your staff and team members, especially those involved directly with your email marketing campaigns in any way, including content generation and technical executions. Also engage with your clients and contact lists in gathering useful information, asking them of their experiences with your emails, including surveys, polls and questionnaires.
  2. Perform a Process Analysis – Have a list prepared of all the processes that are involved in any email campaign’s evolution, from the initial concept to delivering the finished product. Prepare a flow chart with timelines if that helps. Some of the likely parts In your process analysis list will include:
  • Concept Ideation and Creation
  • Subject Line Creation
  • Header Creation
  • Text and Format of the Main Content
  • Message Template Design
  • List Acquisition and Management
  • Email Delivery
  • Testing and Evaluation of Deliverability
  1. Gather Useful Information – This includes studying your samples, using historic data for evaluation and tracking trends to predict any possible changes. Look at your email campaigns with a critical eye, from a neutral standpoint. You might also want to engage with your ISP or email service provider in getting you any useful information that you can use.
  2. Have a Reputation Analysis – You need to be critical with this, as your company reputation can be seriously damaged by your email campaign’s reputation. Bad emails from your end, even few, can get you straight to the spam lists, destroying any chances of salvaging a decent delivery rate. You need to be regular at identifying your email reputation and quick with cleaning it up. Feedback loops are a great way to track your reputation.
  3. Compile Existing Delivery Data – After all investigations have been performed and process understood, you need to compile your data. You need to have a strong focus on your next email campaigns. Monitor all steps identified and watch out for any pitfalls and/or trouble hotspots. Some of the crucial type of data to compile includes:
  • Bounce Rate, Open Rate and CTR
  • Text-Only Mail vs. HTML Ratio
  • Opt-Out Figures

We understand that all of this can be overwhelming and to put things in autopilot, we recommend that you try the MailMonitor Email Deliverability Tool. Our deliverability suite has you covered,, reporting you in real time on dozens of ISPs, giving the much needed visibility to the delivery performance at all major ISPs worldwide. You can sign up for a 30 days Free Trial, with no contracts or hidden fees.