When using Recruiterflow to send email campaigns, it's important to adhere to best practices for email sending to avoid hitting limits that could negatively impact your sender reputation and delivery rates.
Here’s a breakdown of the recommended email limits, categorized from Safe to Abandon Ship, with a risk analysis to help guide your email campaign strategy.
1. Emails per Day
The number of emails you can send per day is a crucial factor for maintaining a healthy sender reputation. Here's what we recommend:
Safe: Up to 60 emails per day
Moderate: 61-100 emails per day
Risky: 101-150 emails per day
High: 151-200 emails per day
Very High: 201-350 emails per day
Abandon Ship: More than 350 emails per day
Risk Analysis:
Safe: Sending up to 60 emails a day keeps you well within accepted limits and minimizes the risk of triggering spam filters or losing deliverability.
Moderate: 61-100 emails daily start to push the limit but are still manageable if the emails are well-targeted and personalized.
Risky & Beyond: Sending 101 or more emails per day may cause spam filters to flag your domain, especially if you're not following other best practices (like using proper segmentation, personalized content, etc.). Exceeding 350 emails can severely damage your sender reputation and may lead to email deliverability issues.
Pro Tip: If you would like to send more than the recommended emails above, we suggest you use aliases.
Related Reading: Creating Shared Aliases in Recruiterflow
2. Emails per Hour
Sending too many emails within a short time frame can be flagged as spammy behavior, especially if recipients are not engaged. Here are the limits recommended by us for emails being sent per hour:
Safe: Up to 10 emails per hour
Moderate: 11-15 emails per hour
Risky: 16-20 emails per hour
High: 21-25 emails per hour
Very High: 26-35 emails per hour
Abandon Ship: More than 35 emails per hour
Risk Analysis:
Safe: Sending 10 emails per hour ensures you stay well below the radar, giving you time to respond to engagement and keeping things natural.
Moderate: While sending 11-20 emails per hour can still be safe, it’s crucial to monitor recipient responses. If you don’t get engagement, this can quickly escalate to higher risk levels.
Risky & Beyond: Anything above 20 emails per hour could quickly lead to issues with spam filters, especially if you are sending similar content to a large number of recipients in a short time.
3. Delay Between Emails
The time delay between each email is vital to ensuring that your email activity looks organic and not like spam.
What we recommend:
Safe: >90 seconds between emails
Moderate: 75-90 seconds between emails
Risky: 61-75 seconds between emails
High: 51-60 seconds between emails
Very High: 41-50 seconds between emails
Abandon Ship: <40 seconds between emails
Risk Analysis:
Safe: A delay of 90 seconds or more between emails ensures that the emails appear more like human-driven activity, reducing the risk of being flagged as spam.
Moderate & Risky: Shorter delays can work in specific cases but increase the risk of triggering spam filters. Be mindful of the frequency and relevance of your emails.
Abandon Ship: A delay of less than 40 seconds is considered suspicious by most email servers and is highly likely to cause deliverability issues.
4. Max Emails per Campaign
While there are no specific recommendations for the maximum number of emails per campaign in the data, it is always going to be less than the mx emails you send per day.
General Best Practices:
Avoid sending excessive numbers of emails in a short period.
Segment your campaigns based on recipient engagement levels to ensure you're not sending irrelevant content.
Personalize your messages to increase engagement rates, thus reducing the risk of being flagged.
What happens when we exceed the limits?
Exceeding the recommended limits can lead to the following risks:
Spam Filters: Email providers such as Gmail, Outlook, and others use sophisticated spam filters to detect suspicious activity. Sending too many emails within a short period or with very little delay can trigger these filters.
IP Blacklisting: Consistently sending high volumes of emails, especially at irregular intervals, can result in your sending IP being blacklisted, which means your emails will be blocked altogether.
Domain Reputation: Your email domain's reputation is crucial for inbox delivery. Sending high volumes without maintaining proper practices can hurt your domain's reputation and make it harder to land in inboxes.
Other Best Practices to Boost Email Deliverability
Personalize Your Emails:
Personalization increases engagement and decreases the likelihood of your emails being marked as spam. Always include the recipient’s name and ensure the content is relevant to them.
Segment your email lists to target the right audience and avoid sending irrelevant emails to people who are unlikely to engage.
Clean Your Campaign Lists Regularly:
Remove inactive or invalid email addresses to reduce bounce rates and improve engagement.
Sending to old or non-existent emails can harm your domain's reputation and lower deliverability.
Avoid Spam Triggers:
Stay away from words or phrases that could trigger spam filters (e.g., “Free,” “Make money fast,” “Limited time offer”).
Ensure your email content looks professional and not like typical promotional spam.
Use Multiple Senders:
If you are sending emails to a large number of people, try to add multiple senders. This way every recipient will be assigned a sender in a round robin fashion ensuring emails are distributed, lowering chances of coming across as spam.
You can also auto assign senders to recipients who are already in conversation so that your engagement rate is also boosted.
Read more about Recruiterflow Smart Sender Assignment here: How Does Recruiterflow’s Smart Campaign Sender Assignment Work?
Conclusion
By understanding and respecting these email sending limits, you can significantly reduce the risks associated with poor email deliverability. Always monitor your campaigns' performance, be mindful of the frequency and personalization of your emails, and adjust as necessary to maintain a healthy sender reputation.