Why are my emails not getting delivered?

This article explains why some emails are not received by the recipient and how to prevent this.

When using RecMan, it makes sense to send emails to customers, candidates, contact persons, etc., via the email service in RecMan. When using this, it is important to take steps to ensure emails are delivered securely. In RecMan, you have the following solutions to ensure emails reach their destination:

1. Adding our servers to your domain’s SPF record. See Domain for more information on how to do so and validate the setup.
2. Setting up an email integration for each co-worker. See Email: Setup of personal integration for more information.
3. Using the Send only method to send emails through your Google or Microsoft account without syncing your inbox.

Spam filter

Once the above steps have been taken and emails still are not delivered or end up in junk/spam folders, it is important to understand how a spam filter works. A spam filter has many criteria to decide which emails should make it into the Inbox. The sum of these criteria is what determines which emails are blocked completely, put into junk/spam folders, or actually put in the inbox.

Some of the criteria are described here:

1. The subject field – A short and descriptive subject is important. Avoid irrelevant, unclear and unprofessional subjects, like capitalized letters, numbers and extensive symbol usage. These tend to trigger spam filters more.
2. The email metadata – The spam filters will know if you know the recipient or not. There is a greater chance that they "flag" the email if it is addressed to an email account than, e.g., by name. It will also check if you are on the recipient's contact list. One possibility is, therefore, to ask the recipient to add you to their list.

3. IP address – If the IP address you are sending from has been flagged as spam previously, emails you send may not arrive. If a user of RecMan sends out mass emails, for instance, a lot of recipients may flag our servers as spam servers.

   Warning

   When sending emails to several candidates or company contacts, make sure you never send to more than 50 in one go. This may cause issues for you and other RecMan users.

4. Content and format – The emails' content should be neat and tidy. Too much information or pictures may trigger spam filters. A lot of info about the company can, e.g., trigger the spam filters to believe that it is advertising. Avoid colors, words in all caps and excessive exclamation marks, for instance. The spam filters will also check if there is a "plain text" version of the email / presentation / campaign.
5. Code – Sloppy code, tags all over the place or formatting taken from, for instance, MS Word can trigger this.

Keep these points in mind when sending emails from RecMan. Neither RecMan nor you can change what spam filters look for, so taking some precautions before sending is advised.