Emails sent from Plannit play an important role in your communications with your customers. Quotes, invoices, confirmations, payments, and other documents may contain important information.
However, an email that was successfully sent from Plannit may sometimes be classified as spam by the recipient’s email provider.
Why can an email be classified as spam?
When an email is sent, Plannit ensures that it is properly transmitted to the recipient’s email system. However, the recipient’s email provider — such as Microsoft Outlook, Gmail, Yahoo, or a corporate email system — ultimately decides where the message is placed.
An email accepted by the recipient’s mail server is therefore not necessarily delivered to their primary inbox. It may instead be directed to the spam folder or filtered by their organization’s security systems.
Email providers use many criteria and signals to make this decision, including:
domain reputation;
IP address reputation;
sender reputation;
email authentication and security (SPF, DKIM, DMARC, and others);
the rate of rejected or undeliverable emails (bounces caused by invalid email addresses);
previous spam reports;
how recipients interact with received emails;
the content of the message and the links it contains;
security rules specific to the recipient’s organization.
These mechanisms are constantly evolving and becoming increasingly personalized. As a result, two people using the same email provider may experience different outcomes for the same type of email.
Sender reputation is important
The reputation associated with sent emails directly affects their ability to reach recipients’ inboxes.
Email providers continuously analyze different signals to determine whether messages from a sender are wanted. Spam reports, invalid email addresses, and other negative interactions can affect this reputation (for example, an email being deleted without being read).
This is an important challenge for any platform that sends a large volume of email communications. Maintaining a strong sender reputation therefore requires continuous monitoring and adjustments.
What Plannit does
We continuously work to maintain a strong sender reputation and improve the deliverability of emails sent from Plannit.
Our email delivery mechanisms and delivery results are regularly monitored and adjusted to keep pace with the evolving requirements of major email providers.
ℹ️ Several improvement initiatives are currently being implemented to further strengthen our email deliverability. We must continuously adapt Plannit to keep up with changes in the industry and email filtering technologies.
Although the final placement of an email depends on the recipient’s email system, our goal remains to maximize the chances that communications sent from Plannit reach the recipient’s inbox.
What should you do when a customer cannot find an email?
If your customer is expecting a communication sent from Plannit, we first recommend asking them to check their spam or junk folder.
If they find the message there, they can mark it as legitimate or as “Not spam.” Adding the sender to their contacts may also help their email provider better recognize future messages.
For business email addresses, the organization’s security rules may also filter messages before they even reach the recipient’s inbox. In some situations, the recipient may need to contact their IT department to determine whether the emails are being filtered.
Use multiple communication channels
Increasingly sophisticated email filtering is also one of the reasons why businesses are gradually adopting a multichannel communication approach, including text messaging.
This approach allows businesses to reduce their reliance on email and provide additional ways to communicate with their customers.
Plannit is also part of this evolution by offering text message communications as a complement to email. Businesses can therefore benefit from a multichannel approach and choose the communication methods that best suit their needs.
In summary
Email delivery depends on many factors, and filtering mechanisms are constantly evolving. Plannit continuously works to optimize the deliverability of its
communications, but good sending practices and the use of multiple communication channels can also help maximize the chances of reaching your customers.
Best practices
The way communications are sent can also affect how they are perceived by your customers. Receiving several emails from the same business within a very short period of time can increase the likelihood that a recipient will ignore, delete, or report them as spam.
A few best practices can help prevent this:
Avoid sending multiple messages to the same customer within a very short period of time. Each message you send creates a new email in their inbox. Whenever possible, send one more complete message rather than several short messages in quick succession.
When using scheduled messages, avoid scheduling multiple communications to be sent to the same customer at nearly the same time. Whenever possible, use one more complete message rather than several separate messages.
Before sending a quote, invoice, or other document, make sure, whenever possible, that it is ready to be sent. For example, avoid sending several successive versions of the same quote while making final adjustments.
The goal is not to reduce useful communication with your customers, but rather to avoid overwhelming their inboxes. Relevant, well-spaced communications also reduce the likelihood that customers will consider your messages unwanted.