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How to Make Sure Your Emails Get Sent to Clients
How to Make Sure Your Emails Get Sent to Clients

Troubleshoot Problems with Realtor / Agent Not Recieving Report or Agreement Notification Emails

Kevin Wagstaff avatar
Written by Kevin Wagstaff
Updated over a week ago

Are your agents or clients saying they're not getting your Spectora automated emails? We have some best practices here to help keep your emails out of the spam folder and in front of your clients' eyes!

Why do legitimate business emails end up in spam?

According to the Return Path 2017 Deliverability Benchmark Report
In 2017, "Senders in the US saw an average inbox placement rate of 77% for the period..." This means that roughly 23% of marketing and business emails are not reaching the inbox.

If it seems like it's getting harder and harder to keep your business emails out of the spam folder, it may be because spammers are getting more creative. Because of this, spam prevention tactics have also become tougher. Webmail providers are simply cracking down harder on fighting suspicious emails. The issue comes from the fact that there are no real humans looking through emails and judging the validity of each one. Automated filters are used to scrutinize each email's legitimacy. As a result, legitimate emails are often mistaken for spam.

How can I make sure my emails get seen?

Don't use older email providers like email addresses or email addresses for your inspector account:

  • If your Spectora email account is from Yahoo, unfortunately they do not allow other services to send on your behalf.  More info from Yahoo can be found here.

  • If your Spectora email account is from AOL, you may experience similar problems for certain recipients.  

  • The only solution is to use a modern email provider like Gmail or Google Workspace.

  • You can change the email address you use for Spectora in Settings > User Settings > User Options:

Make sure the email sent successfully:

  1. Check your sent emails. You can find the list in your Automation tab by clicking the button that says EMAILS SENT:

  2. If an unreceived email shows as having been delivered successfully, ask your clients to check their bulk or spam folder. If you see an error message, you can click the VIEW EMAIL button to see more details :

  3. You can also look at your email queue to check if you have the email set for a later send date.  This is found by clicking the EMAIL QUEUE button:

My emails ended up in spam. What do I do now?

  1. Use a placeholder like {{ADDRESS}} in your subject line. Unique subject lines look less like spam. Check out this article if you're not sure how to change the subject line of your automated emails.

  2. Add your email address to the BCC field for all outgoing emails. When any Spectora email is sent, you will receive the same email verifying it has been sent. Set this up in your Settings tab by navigating to Business Tools > Email:

  3. Have your clients add you to their email contact list.

  4. Have your clients add to their contact list.

For Clients with Gmail:

If your emails are landing in their "Social" or "Promotions" labels, have them drag one into their "Primary" inbox tab. When prompted to "Do this for future emails...", have them click "Yes". They will receive a pop-up notifying them that future messages will now be moved to "Primary".

Importance Markers in Gmail - This article outlines how Gmail uses several signals to automatically mark your emails as Important or Not Important.

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