Ensuring your emails reliably reach your attendees’ inboxes is crucial for successful event communication. At Swapcard, we proactively work to optimize email deliverability and help you achieve the best possible results. Follow this guide for tips and strategies to improve email delivery rates.
Understand Email Sending Domains
Swapcard uses dedicated sending domains and IP pools to ensure optimal email delivery for different email types. This approach helps maintain your domain’s reputation and prevents issues caused by overlapping campaigns.
For more details, visit our article: Understanding Email Sending Domains.
Authenticate Your Domain with DMARC
DMARC (Domain-based Message Authentication, Reporting, and Conformance) protects your domain from spoofing and phishing attempts while boosting your reputation with email providers.
Set up DMARC records for your domain using our step-by-step guide: How to Configure DMARC Records for Your Domain.
Recommendations for Scheduling Promotional Emails
To maximize the effectiveness of your promotional emails and ensure they reach your audience in a timely manner, consider the following recommendations:
Avoid Peak Hours
• Schedule your emails outside peak hours to prevent delays caused by high email traffic. Avoid sending emails at round hours (e.g., 9:00 AM, 12:00 PM), as these are often chosen by other senders, leading to increased email volume at those times.
• Choose unconventional times, such as 9:13 AM or 11:47 AM, to minimize the risk of being caught in a surge of emails being sent simultaneously.
Plan for Time-Sensitive Emails
• If your email contains time-sensitive information, schedule it well in advance of the critical time, especially for large audiences. This ensures that recipients receive the email on time, even if there are slight delays in delivery.
• For example, if an email is related to an event starting at 12:00 PM, plan to send it at least an hour earlier.
Throttling and Email Delivery Timing
Swapcard cannot guarantee precise delivery times for emails, as mailbox providers use throttling mechanisms to control the flow of incoming emails and prevent spam. This means that:
• Mailbox providers may delay or limit the number of emails they accept at once, especially during periods of high traffic.
• Large email campaigns are often processed in batches to avoid triggering anti-spam measures, which can lead to slight delays in delivery.
While Swapcard’s infrastructure is designed to ensure fast and reliable delivery, the exact timing ultimately depends on the recipient’s mailbox provider and the overall email traffic at the time.
By following these scheduling best practices and leveraging Swapcard’s robust email infrastructure, you can optimize the timing and reliability of your promotional emails.
Tips for Delivering Emails to Corporate Mailboxes
Corporate mail servers often have stricter filters that can block or flag your emails. These steps can help:
Check for Missing MX Records
MX (Mail Exchange) records are sometimes required by corporate servers to validate your domain. Without them, emails may be rejected.
To check your domain’s MX records:
Use tools like Google Dig Toolbox.
Enter your domain and verify if MX records exist.
If missing, add these MX records to your domain with a priority of 10:
mxa.eu.mailgun.orgmxb.eu.mailgun.org
Use Subdomains for Email Sending
Send emails using a dedicated subdomain, such as email.example.com. This keeps your main domain’s reputation intact and isolates potential issues.
Regularly Clean Your Email List
Maintaining a clean email list improves your sending reputation. Here’s how:
Validate Emails: Use tools to check email addresses for typos or invalid entries before sending.
Remove Inactive Recipients: Identify and remove email addresses that are unresponsive or no longer active.
Focus on High-Quality Content
Well-crafted email content enhances engagement and avoids spam filters. Follow these tips:
Avoid Spam Trigger Words: Steer clear of terms like “Free” or “Act Now” that may flag your email as spam.
Use Recognizable Sender Details: Ensure your sender name and email reflect your organization or event.
Personalize Emails: Include recipient-specific details to make your content more engaging.
How Swapcard Supports Email Deliverability
We implement several measures to ensure high deliverability for emails sent through our platform:
Unsubscribe Options: All emails include one-click unsubscribe links to reduce spam complaints.
Blocklist Monitoring: We actively check for and resolve issues with blocked domains or spam traps.
Reputation Management: We track IP and domain reputations with tools like Google Postmaster Tools (GPT) and SNDS for Hotmail.
BIMI Configuration: Our domains support BIMI (Brand Indicators for Message Identification), enhancing brand trust.
Dedicated IP Pools: Emails are sent using tailored IP pools and domains, ensuring consistent delivery.
Inbox Placement Testing: Monthly tests evaluate email performance across major inbox providers. Professional Support customers can request personalized tests, with results deducted from support time.
24/7 Monitoring: Our systems are continuously monitored to detect and address potential issues proactively.
By adopting these practices and relying on Swapcard’s infrastructure, you can significantly improve email delivery rates and ensure your event communications reach the right audience.
Need help? Contact our support team anytime!