Best Practices to Prevent Emails from Going to Spam

Why This Matters

Ensuring that your emails land in the inbox (not the spam folder) is crucial for engagement and results. Following deliverability best practices in PXME:

• Enhances Deliverability → Increases inbox placement.

• Protects Your Reputation → Keeps your sending domain and IP trustworthy.

• Maintains Consistency → Ensures patients and families actually see your communications.

Best Practices for Email Deliverability

1. Use a Dedicated Sending Domain

• What It Is: A private, verified domain used only by your practice.

• Why It Matters: Shared domains are riskier and can be flagged if another sender behaves poorly.

• How To Do It: Set up a dedicated sending domain in PXME (e.g., mg.yourpractice.com).

2. Set Up a Proper “From Email”

• Always send from a verified domain address (e.g., doctor@yourpractice.com).

• Avoid mismatched or public free addresses like Gmail/Yahoo.

3. Always Include an Unsubscribe Link

• Required by law (CAN-SPAM, GDPR).

• Prevents recipients from marking you as spam.

• Keeps your contact list healthy.

4. Avoid Spam Trigger Words

• Words like “Free money,” “Act now,” “100% guaranteed” often trip filters.

• Stick with clear, professional language.

5. Monitor and Clean Your Email List

• Remove inactive or disengaged subscribers.

• Use PXME Smart Lists to flag cold contacts automatically.

6. Be Careful with Internal Emails

• Sending from and to the same domain (e.g., doctor@pxpractice.com → staff@pxpractice.com) can look like spoofing.

• For testing, use an external inbox (e.g., Gmail) instead.

7. Implement DMARC, SPF, and DKIM

• These DNS records authenticate your emails.

• Without them, many inbox providers will fail your messages.

• See PXME setup guides for step-by-step instructions.

8. Avoid Public Domains for Bulk Sending

• Don’t use free Gmail, Yahoo, or Outlook addresses.

• Always use a professional practice domain for trust and compliance.

9. Protect Your Subscription Forms

• Use reCAPTCHA or double opt-in to prevent fake sign-ups.

• Double opt-in ensures high-quality, engaged subscribers.

Pro Tips

• Segment Your Audience → Targeted messages = higher engagement, fewer spam complaints.

• Test Before Sending → Use spam-check tools to preview inbox placement.

• Start with Double Opt-In → Improves list quality and reduces risks.

FAQ

Q1: What is a dedicated sending domain and why do I need one?
It’s a custom domain that gives you control over reputation. It ensures stronger inbox placement than shared/public domains.

Q2: How do I keep my emails out of spam?
Use a dedicated domain, include unsubscribe links, avoid trigger words, and keep your lists clean.

Q3: Why is an unsubscribe link mandatory?
It’s legally required and reduces spam complaints.

Q4: Should I test emails internally?
For best results, test with external inboxes (Gmail, Outlook). Or whitelist PXME sending IPs if you want to test internally.

Q5: What is DMARC and why does it matter?
It’s an authentication protocol. When configured with SPF & DKIM, it blocks spoofing and boosts deliverability.

Common Spam Trigger Words

Overpromising / “Too Good to Be True”

• 100% free

• Free trial

• Double your income

• Risk-free

• Prize

• Miracle

Urgency / Pressure Tactics

• Act now

• Limited time

• Order now

• Urgent

• Winner

Shady or Suspicious Language

• Bulk email

• Lose weight

• Cancel anytime

• Congratulations

• This isn’t spam

Jargon / Legalese

• Bargain

• Bonus

• Certified

• Pre-approved

• Unlimited

• Trial

(List adapted from ActiveCampaign deliverability resources.)