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In Cuba, web access is extremely censored, so I created a tool that allows more than 50,000 people to browse the Internet through email. Cubans send me an email with an URL in the subject line, and I email them back with the response. Read more at https://apretaste.com.
It was working like a charm, till the communist government of Cuba started blocking my emails. My solution was rotation.
I started with Amazon SES, and I was changing the domain each time it was blocked, but Amazon adds a header to all emails, and once they blocked the header no email from SES was able to reach Cuba any more. The same happened with Mailgun and others, they all add headers.
Currently I am creating Gmail accounts and sending via SMTP, but Google blocks me for no reason and only allows to send 100 emails a day per account. Also I can only create few emails using the same IP address/phone, so I was forced to use anonymous proxies and fake Chinese phones. Now I am fighting a war on two fronts.
An email can be blocked by three parameters: IP address, domain, and email address.
It will be terrific if I can set up my own Postfix server at a VPS that auto-rotates the IP address. Even better if I can simulate "gmail.com", to avoid purchasing a new domain every day.
All the intents to create what I call "the ultimate sender" just either reach the spam folder or add unwanted headers making it too easy to block. I feel exhausted. I hit a knowledge barrier here.
I know I am crossing to the dark side, but this is for a very good cause. Thousands count on this service as their only source of unbiased news, social network and to feel part of the 21st century.
Can you please help me implementing "the ultimate sender", or pointing to another solution that I may be missing?
I have a few suggestions for you.
The first one relies on The Onion Router also known as Tor.
Since you are crossing to the dark side, why not also take a look into the darknet?
Take a look at this list of Tor email providers. If you have your own email server that can be accessed through Tor, it becomes much harder for anybody to stop people from using this service. After all, Tor was developed to offer people uncensored access to the web.
You can read about Tor in detail here, it uses Onion Routing and this is how you would set up your server to use Tor.
Here is an example how you could use it:
The steps that involve the setup, receiving an URL request and sending back the reply are as follows:
Set up an email server.
Configure your email server to use Tor.
Publish the public service name. (e.g. "duskgytldkxiuqc6.onion")
Deploy a client that takes the service name and a URL, and let it send an email with a request to your server.
The client now waits for a reply.
You send a reply and the client receives it.
You can change your service name on a regular basis, but you need to make it accessible to those who will use this service.
Having an own email server means being able to control the email header.
Here is one example how you could make use of it:
Configure your email server so that it receives and recognizes
emails which contain the requested URLs.
Before you send a reply modify the email header so that it shows a random IP address and a random sender email address including a random domain name.
Send your reply.
Sending an email that way means that you cannot be replied back to. But since your reply already contains the requested information there is no need to.
I hope this helps.
Crowd source it.
Find a way that volunteers can send some emails for you. This is the only long term approach that I can think of. A simple web interface with mail to links would be be enough to get started although there are other potential problems with this approach too.
Because you are talking about low numbers of users, you could also use crowdsourcing to create the single email address per person approach. They can create an account on a specific set of email providers and give you the credentials. This would allow the single email per user approach or could be used to rotate through a large set of email accounts to send emails.
The simplest solution is perhaps to set up a local SMTP server on your own computer. You don't even need a server per se.
https://sourceforge.net/projects/winsmtpserver/
There are many other such applications. They are usually used to test SMTP functions during local development, but there is nothing against actually sending spam through them.
I know this would be quite a large task, but how about pairing the users with one or just a few emails so they always receive an email from that email.
I'd assume people wouldn't have more than 100 queries per day, if so they could start receiving them from a backup email
I'd imagine it would look less suspicious for them to appear to be in constant contact with one unique email rather than 50,000 being in contact with one
I know this would be a huge undertaking, but I feel like it solves your issue.
Since the users are willing to receive emails form you then your shouldn't be blocked.
When you mentioned you are getting block does it mean your mail is going in spam or is getting lost in between sending and receiving or it is getting bounced back??
My suggestion would be to setup your own mail server and follow as below:
-Get approx 25 or more ip to rotate. (IP is the most imp part which is tracked and is accountable for the reputation of your mail server)
Don't start sending emails in bulk from the word go it is better to gradullay increase the email volume so that mail server reputation nicely built
keep changing the format of the email often
encourage user to add yourself to there contact list
your best part is user are willing to receive emails from you and you would reply to revived email is the USP of yours but still i will recommend you to register for FBL so that you would know which user is reporting you as spam and you can remove him from your list and never send him email again.
using best practice to send emails like dkim, SPF, dmarc are also vital.
Hope my answer was of some help to you. If you need step by step guide to step up mail server let me know.
My friend, do you remember what made Hillary Clinton lose the last elections to Trump?
It was the "mail" affair. And what was it? People discovered she shared confidential information through a non-official, non-governmental email account (i.e., she used some Gmail, Yahoo or another of a kind). Until here, nothing new with direct relation to your matters. But there is an small particularity on this history, and this can put, maybe not a solution, but maybe a light on a new path you could follow: Clinton actually never sent those emails; the email account she used had the password shared and the communication between people (Clinton-someone) occurred only using the drafts of the account.
How? One side logs in and accesses the drafts folder. There he/she reads the last message and edits it, cutting and writing new data - then save the draft message. On the next turn, the other side of the communication line logs in and do the same. And so forth, so never really sending those messages, but instead just updating the drafts (this "Hillary" method does schooled people... Dilma Rousseff, impeached ex-president of Brazil, actually did this method down there in Brazil too).
So, maybe if you could establish a pact with your user that he/she doesn't delete the account's password, you could pass those information by this method - without "really" exchanging emails. Maybe a "parent" email account (some that could reset a lost password) could be useful too.
Alternative: aren't you able to contract a regular HTTP webserver? You could rely on FTP to publish data to your user, he/she asks for it and you publish a page with that content.
Salvi, have you tried something with Telnet? OK, we are talking here about a text-only environment, but if nothing more would rest in the future, this could be better than nothing. Maybe you could implement a podcast-like, or push-like service based on it. Look what people do with it with references to your walk on the dark side...
If in Windows, open your command prompt.
Type telnet and press Enter.
Type "o" without quotes and press Enter.
Type "towel.blinkenlights.nl" without the quotes and press Enter.
I am build a tool that initiates an SMTP transaction with a domain to see if (a) that domain can receive emails and (b) the desired address exists on that domain. I will be batching large groups of email addresses (10,000+ at a time), but I don't want to bombard the server and get blacklisted. Are there guidelines for how often is it safe to communicate with an SMTP server?
I know about the VRFY command, but it is not implemented across the board. I plan to attempt to use the VRFY command and fall back to using,
MAIL From:<user#example.com>
RCPT To:<first.last#example.org>
QUIT
to see if the message will be deliverable. Again, are there guidelines on how often I can initiate an SMTP transaction like this on a domain?
Edit:
The purpose of this is to create a tool that my organization can use to (a) clean some bad emails from several largely inactive lists so that we do not have to pay our email delivery system to send potentially thousands of emails that will bounce, and (b) check an email when a user subscribes to a list so that we reject emails like aoghuifdgsiuvb#gmail.com.
First of all, spamming is bad. Always ask user wheter she wants to receive newsletters.
"Unsort" mail addresses by domain, leaving the "distance" between e-mail addresses with same domain as big possible.
I think it's not the programmer's decision. There should be a config value which tells a minimum amount of time between two mail sending to the same domain. You should set up a limit also for that config value, avoid setting it to zero or low value.
The only universal guideline I believe can be offered is "don't do this". If you behave like a spammer, you will be treated like a spammer. In the optimistic scenario, sites will already have controls in place, and silently throttle or block you. In less ideal scenarios, they will initiate actions against you on the (reasonable) assumption that you are collecting addresses for a spam list.
A better soluton would be to actually follow through the whole SMTP session, sending a user an email with a verification code/link. This has the advantage of showing that the user actually has control of the address in question and it keeps you from looking like a spam bot.
Volume is not as much the issue as reputation. Let the user know you're about to send them an email in your web flow. This means they're much less likely to mark it as spam.
some hosts have clear and defined guidelines as to how many emails can be sent per hour.
So i guess this would depned onyour hostng service provider, UNLESS your hosting your own mail server off course.
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I have my domain's email set up with Google Apps, and I am interested in sending automated emails (when users register, for example) with the From and/or Reply-To field being "no-reply#example.com". I have a few questions pertaining to how this is done:
Should I actually set up a user in Google Apps named "no-reply"?
If not setting up a "no-reply" user, should I log in with a real address (e.g.: "support#example.com") and send the email as being from "no-reply#example.com" instead? Or should I simply use the Reply-To email header?
If it's necessary to use the Reply-To header, is there a way to block the true From address (i.e.: the username I used to log into Google's SMTP server)?
Yes, you should setup a separate noreply address on your email server.
There are excellent reasons why you should set up a no-reply email address.
Why is it important to have a no-reply on bulk emails?
Many of the recipients of the email will try to hit 'reply' and they will have a multitude of reasons for doing so. Often, it is not sensible to have all of these going to a single representative at your company. Furthermore, many emails from bulk lists will be bounced back. You don't want to have to sift through these in order to find legitimate questions from your mail outs.
The best way to respond to questions rather than replying to bulk emails, is to have the recipients direct their questions to appropriate response emails either through their usual contact or via your company website.
What if recipients DO hit the reply button?
The email originator for the bulks should not just silently swallow the replies. Many companies do this and as a result, legitimate replies are ignored without any indication to your client or potential client and they, feeling neglected, go elsewhere for business.
The originating email account should be set up with an auto-responder explaining that the email was not processed and suggest alternative ways of contacting your company.
In gmail this can be done by setting up a Vacation responder with no last day. You can find the Vacation responder feature under the General tab of the account settings.
Avoid having extra accounts by setting up no-reply as a group that restricts users from outside your domain sending to it.
Unless you can think of a really good reason for it, I would suggest that you send your emails from support# rather than no-reply#.
The whole reason for a support# email address is to receive comments and feedback from your userbase, and if you're sending them emails why bother making it hard for them? If they can just reply to the email you'll receive way more feedback that way.
I suggest you set up a "Nickname" alias ( Manage Domain > Users > edit user > Add Nickname ). Then create a filter that sends any reply to that nickname straight to trash or spam.
Just set up a "no-reply" account. It won't hurt anything, people will still try to send stuff to it, and it will serve your purpose.
As for the latter two questions, it depends.
If you're sending these e-mails as a part of an automated script (i.e. forum registration) just use the "no-reply" accounts credentials. Log in periodically to make sure you aren't getting legit delivery errors (as opposed to the jokers that use fake e-mail addresses) or other odd behaviour.
If you're not sending these e-mails as a part of an automated script, it depends. If you also manage a support address (support#example.com, staff#example.com, etc.) you may want to send on behalf of, and use the reply-to. But this part is a little more subjective, and really depends on your setup.
I don't know if this will help or not, but IIRC, with gmail you can do something like
name+something_else_here#domain.com
Then, set up a filter so that emails with that "something_else_here" part go past the inbox to a label.
Does that help?
I think creating a user named no-reply is a bad approach. An alias or a restricted group is a much neater and functional solution IMHO. Also, google apps cost is based on user number.
A cool way to handle this would be using the vacation setting in GMail to send an automated response back on the no-reply email address. The vacation reminder would then remind users that this is an unmonitored email address.
I think the right thing to do is setup a filter that sorts your mailer-daemon messages into a special folder (Or trash if you so desire.) Or, like other comment have suggested, use a separate mail address.
noreply is good to indicate to people that this isn't an address you check, but it's not really the solution to dealing with bounce mail. In fact it's more likely your mail will end up in spam filters because your attempt at sender obfuscation will just look like spam to the receiving host.
You should create a noreply user. But use it as a spam mail (when registering unknown sites) and a mail for testing.
A number of applications have the handy feature of allowing users to respond to notification emails from the application. The responses are slurped back into the application.
For example, if you were building a customer support system the email would likely contain some token to link the response back to the correct service ticket.
What are some guidelines, hints and tips for implementing this type of system? What are some potential pitfalls to be aware of? Hopefully those who have implemented systems like this can share their wisdom.
Some guidelines and considerations:
The address question: The best thing to do is to use the "+" extension part of an email (myaddr**+custom**#gmail.com) address. This makes it easier to route, but most of all, easier to keep track of the address routing to your system. Other techniques might use a token in the subject
Spam: Do spam processing outside the app, and have the app filter based on a header.
Queuing failed messages: Don't, for the most part. The standard email behavior is to try for up to 3 days to deliver a message. For an application email server, all this does is create giant spool files of mail you'll most likely never process. Only queue messages if the failure reasons are out of your control (e.g., server is down).
Invalid message handling: There are a multiple of ways a message can be invalid. Some are limitations of the library (it can't parse the address, even though its an RFC valid one). Others are because of broken clients (e.g., omitting quotes around certain headers). Other's might be too large, or use an unknown encoding, be missing critical headers, have multiple values where there should only be one, violate some semantic specific to your application, etc, etc, etc. Basically, where ever the Java mail API could throw an exception is an error handling case you must determine how to appropriately handle.
Error responses: Not every error deserves a response. Some are generated because of spam, and you should avoid sending messages back to those addresses. Others are from automated systems (yourself, a vacation responder, another application mail system, etc), and if you reply, it'll send you another message, repeating the cycle.
Client-specific hacks: like above, each client has little differences that'll complicate your code. Keep this in mind anytime you traverse the structure of a message.
Senders, replies, and loops: Depending on your situation, you might receive mail from some of the following sources:
Real people, maybe from external sources
Mailing lists
Yourself, or one of your own recipient addresses
Other mail servers (bounces, failures, etc)
Entity in another system (my-ldap-group#company.com, system-monitor#localhost)
An automated system
An alias to one of the above
An alias to an alias
Now, your first instinct is probably "Only accept mail from correct sources!", but that'll cause you lots of headaches down the line because people will send the damnedest things to an application mail server. I find its better to accept everything and explicitly deny the exceptions.
Debugging: Save a copy of the headers of any message you receive. This will help out tremendously anytime you have a problem.
--Edit--
I bought the book, Building Scalable Web Sites, mentioned by rossfabricant. It -does- have a good email section. A couple of important points it has are about handling email from wireless carriers and authentication of emails.
You can set the address that the email is sent from, what will be put into the To: address if someone just presses 'Reply-to'. Make that unique, and you'll be able to tell where it came from, and to where it must be directed back to.
When it comes to putting a name beside it though '"something here" ' - put something inviting to have them just reply to the mail. I've seen one major web-app, with Email capturing that has 'do not reply', which turns people off from actually sending anything to it though.
Building Scalable Web sites has a nice section on handling email. It's written by a Flickr developer.
(source: lsl.com.au)
EDIT: I misunderstood your question.
You could configure your email server to catch-all, and generate a unique reply-to address. E.g. CST-2343434#example.com.
A polling process on the server could read the inbox and parse out the relevant part from the received email, CS-2343434 could mean Customer Support ticket ID no. 2343434.
I implemented something like this using JavaMail API.
Just a thought.
The best way to achieve this will be to write a window service that acts like a mail client [pop3 or imap]. This windows service should execute a timed action triggered by a timer, which connects to the mail server and polls the server for any unread message(s) available in the email inbox. The email ID to check for is the email ID on which the users will give their input on/to. If the windows service client finds that there exists any new mail(s) then it should download and filter the email body and push further for processing based on the user input in the email. You can host the input processing in the same windows service but it is not advisable to do so. The windows service can put the inputs in a special application directory or database from where your main appication can read the user inputs received in email and process them as needed.
You will be required to develop a high performance TCP/IP client for doing so. I advise you not to use the default .Net library due to performance issues, instead use one of the best availabel open source TCP/IP implementations for .Net like XF.Server from kodart. we have used this in our applications and achieved remarkably grear results.
Hope this helps..
Bose has a pretty great system where they embed a Queue and Ticket ID into the email itself.
My company has the traditional Case # on the subject line, but when CREATING a case, require a specific character string "New Case" "Tech Support Issue" on the subject line to get through the spam filters.
If the email doesn't match the create or update semantics, the autoresponder sends an email back to the recipient demonstrating how to properly send an email, or directs them to our forums or web support site.
It helps eliminate the spam issue, and yet is still accessible to a wide technical audience that is still heavily email dependent.
Spam is going to be a bit of a concern. However since you are initiating the conversation you can use the presence of your unique identifier (I prefer to use the subject line - "Trouble ticket: Unable to log into web...[artf123456]") to filter out spam. Be sure to check the filter on occasion since some folks mangle the subject when replying.
Email is a cesspool of bad standards and broken clients. You need to be prepared to accept almost anything as input. You will need to be very forgiving about what kinds of input are tolerated. Anything easy for you to program will likely be difficult for your users to use correctly. Consider the old mailing list programs that require you to issue commands in the subject line. Only hardcore nerds can use those effectively. And some of those trouble-ticket CRM things you mentioned have bizarre requirements, such as forcing the user to reply between two specific text markers in the text. That sort of thing is confusing to people.
You'll need to deal with email clients that send you formatted text instead of plain text. Some email clients still don't handle HTML properly (cough GMail) so your replies will also need to be designed appropriately. There are various ways in which photos might be "uploaded" via email as well, especially when mobile phones are involved. You will need to implement various hacks and heuristics to deal with these situations.
It's also entirely possible that you will get email that is valid but unusable by the email parsing library you are using. Whether or not this is important enough to roll your own will be a judgement call.
Finally, others have mentioned using specific email addresses to uniquely identify a "conversation". This is probably the easiest way to do this, as the content of the mail will often not survive a round trip to a client. Be prepared, however, to get mail to old IDs from old customers who, instead of opening a new ticket somehow, reply to an old ticket. Your application will probably need some way to push emails with an old ID into a new case, either manually or automatically. For a CRM system it's very likely that a user would reply to an old email even if you already sent him a new email with a new ID in it. As for whether you should use some.email.address+some.id#yourdomain.com or just some.id#yourdomain.com, I'd go with the latter because the plus-sign confuses some email clients. Make your IDs guids or something and have some way to validate them (such as a CRC or something) and you'll get less junk. Humans should never have to type in the GUIDs, just reply to them. The downside is spam filtering: a user's computer might view such email addresses as spam, and there wouldn't be an easy way to whitelist the addresses.
Which reminds me: sending email these days is full of pitfalls. There are many anti-spam technologies which make it extremely hard for you to send email to your customers. You will need to research all of these and you need to be careful, and do some testing, to ensure that you can reach the major email providers. A website like Campaign Monitor
can help you if you are sending email.
This is a tricky one and I've always relied on techniques, such as permission-based emails (i.e. only sending to people you have permission to send to) and not using blatantly spamish terminology.
Of late, some of the emails I send out programmatically have started being shuffled into people's spam folder automatically and I'm wondering what I can do about it.
This is despite the fact that these particular emails are not ones that humans would mark as spam, specifically, they are emails that contain license keys that people have paid good money for, so I don't think they're going to consider them spam
I figure this is a big topic in which I am essentially an ignorant simpleton.
Use email authentication methods, such as SPF, and DKIM to prove that your emails and your domain name belong together, and to prevent spoofing of your domain name. The SPF website includes a wizard to generate the DNS information for your site.
Check your reverse DNS to make sure the IP address of your mail server points to the domain name that you use for sending mail.
Make sure that the IP-address that you're using is not on a blacklist
Make sure that the reply-to address is a valid, existing address.
Use the full, real name of the addressee in the To field, not just the email-address (e.g. "John Smith" <john#blacksmiths-international.com> ).
Monitor your abuse accounts, such as abuse#yourdomain.example and postmaster#yourdomain.example. That means - make sure that these accounts exist, read what's sent to them, and act on complaints.
Finally, make it really easy to unsubscribe. Otherwise, your users will unsubscribe by pressing the spam button, and that will affect your reputation.
That said, getting Hotmail to accept your emails remains a black art.
Sign up for an account on as many major email providers as possible (gmail/yahoo/hotmail/aol/etc). If you make changes to your emails, either major rewording, changes to the code that sends the emails, changes to your email servers, etc, make sure to send test messages to all your accounts and verify that they are not being marked as spam.
A few bullet points from a previous answer:
Most important: Does the sender address ("From") belong to a domain that runs on the server you send the E-Mail from? If not, make it so. Never use sender addresses like xxx#gmail.com. User reply-to if you need replies to arrive at a different address.
Is your server on a blacklist (e.g. check IP on spamhaus.org)? This is a possibility when you're on shared hosting when neighbours behave badly.
Are mails filtered by a spam filter? Open an account with a freemailer that has a spam folder and find out. Also, try sending mail to an address without any spam filtering at all.
Do you possibly need the fifth parameter "-f" of mail() to add a sender address? (See mail() command in the PHP manual)
If you have access to log files, check those, of course.
Do you check the "from:" address for possible bounce mails ("Returned to sender")? You can also set up a separate "errors-to" address.
You can tell your users to add your From address to their contacts when they complete their order, which, if they do so, will help a lot.
Otherwise, I would try to get a log from some of your users. Sometimes they have details about why it was flagged as spam in the headers of the message, which you could use to tweak the text.
Other things you can try:
Put your site name or address in the subject
Keep all links in the message pointing to your domain (and not email.com)
Put an address or other contact information in the email
Confirm that you have the correct email address before sending out emails. If someone gives the wrong email address on sign-up, beat them over the head about it ASAP.
Always include clear "how to unsubscribe" information in EVERY email. Do not require the user to login to unsubscribe, it should be a unique url for 1-click unsubscribe.
This will prevent people from marking your mails as spam because "unsubscribing" is too hard.
In addition to all of the other answers, if you are sending HTML emails that contain URLs as linking text, make sure that the URL matches the linking text. I know that Thunderbird automatically flags them as being a scam if not.
The wrong way:
Go to your account now: http://www.paypal.com
The right way:
Go to your account now: http://www.yourdomain.org
Or use an unrelated linking text instead of a URL:
Click here to go to your account
You may consider a third party email service who handles delivery issues:
Exact Target
Vertical Response
Constant Contact
Campaign Monitor
Emma
Return Path
IntelliContact
SilverPop
Delivering email can be like black magic sometimes. The reverse DNS is really important.
I have found it to be very helpful to carefully track NDRs. I direct all of my NDRs to a single address and I have a windows service parsing them out (Google ListNanny). I put as much information from the NDR as I can into a database, and then I run reports on it to see if I have suddenly started getting blocked by a certain domain. Also, you should avoid sending emails to addresses that were previously marked as NDR, because that's generally a good indication of spam.
If you need to send out a bunch of customer service emails at once, it's best to put a delay in between each one, because if you send too many nearly identical emails to one domain at a time, you are sure to wind up on their blacklist.
Some domains are just impossible to deliver to sometimes. Comcast.net is the worst.
Make sure your IPs aren't listed on sites like http://www.mxtoolbox.com/blacklists.aspx.
I hate to tell you, but I and others may be using white-list defaults to control our filtering of spam.
This means that all e-mail from an unknown source is automatically spam and diverted into a spam folder. (I don't let my e-mail service delete spam, because I want to always review the arrivals for false positives, something that is pretty easy to do by a quick scan of the folder.)
I even have e-mail from myself go to the spam bucket because (1) I usually don't send e-mail to myself and (2) there are spammers that fake my return address in spam sent to me.
So to get out of the spam designation, I have to consider that your mail might be legitimate (from sender and subject information) and open it first in plaintext (my default for all incoming mail, spam or not) to see if it is legitimate. My spam folder will not use any links in e-mails so I am protected against tricky image links and other misbehavior.
If I want future arrivals from the same source to go to my in box and not be diverted for spam review, I will specify that to my e-mail client. For those organizations that use bulk-mail forwarders and unique sender addresses per mail piece, that's too bad. They never get my approval and always show up in my spam folder, and if I'm busy I will never look at them.
Finally, if an e-mail is not legible in plaintext, even when sent as HTML, I am likely to just delete it unless it is something that I know is of interest to me by virtue of the source and previous valuable experiences.
As you can see, it is ultimately under an users control and there is no automated act that will convince such a system that your mail is legitimate from its structure alone. In this case, you need to play nice, don't do anything that is similar to phishing, and make it easy for users willing to trust your mail to add you to their white list.
one of my application's emails was constantly being tagged as spam. it was html with a single link, which i sent as html in the body with a text/html content type.
my most successful resolution to this problem was to compose the email so it looked like it was generated by an email client.
i changed the email to be a multipart/alternative mime document and i now generate both text/plain and text/html parts.
the email no longer is detected as junk by outlook.
Yahoo uses a method called Sender ID, which can be configured at The SPF Setup Wizard and entered in to your DNS. Also one of the important ones for Exchange, Hotmail, AOL, Yahoo, and others is to have a Reverse DNS for your domain. Those will knock out most of the issues. However you can never prevent a person intentionally blocking your or custom rules.
You need a reverse DNS entry. You need to not send the same content to the same user twice. You need to test it with some common webmail and email clients.
Personally I ran mine through a freshly installed spam assassin, a trained spam assassin, and multiple hotmail, gmail, and aol accounts.
But have you seen that spam that doesn't seem to link to or advertise anything? That's a spammer trying to affect your Bayesian filter. If he can get a high rating and then include some words that would be in his future emails it might be automatically learned as good. So you can't really guess what a user's filter is going to be set as at the time of your mailing.
Lastly, I did not sort my list by the domains, but randomized it.
I've found that using the recipients real first and last name in the body is a sure fire way of getting through a spam filter.
In the UK it's also best practice to include a real physical address for your company and its registered number.
That way it's all open and honest and they're less likely to manually mark it as spam.
I would add :
Provide real unsubscription upon click on "Unsubscribe". I've seen real newsletters providing a dummy unsubscription link that upon click shows " has been unsubscribed successfully" but I will still receive further newsletters.
The most important thing you can do is to make sure that the people you are sending email to are not likely going to hit the "Spam" button when they receive your email. So, stick to the following rules of thumb:
Make sure you have permission from the people you are sending email to. Don't ever send email to someone who did not request it from you.
Clearly identify who you are right at the top of each message, and why the person is receiving the email.
At least once a month, send out a reminder email to people on your list (if you are running a list), forcing them to opt back in to the list in order to keep receiving communications from you. Yes, this will mean your list gets shorter over time, but the up-side is that the people on your list are "bought in" and will be less likely to flag your email.
Keep your content highly relevant and useful.
Give people an easy way to opt out of further communications.
Use an email sending service like SendGrid that works hard to maintain a good IP reputation.
Avoid using short links - these are often blacklisted.
Following these rules of thumb will go a long way.
I have had the same problem in the past on many sites I have done here at work. The only guaranteed method of making sure the user gets the email is to advise the user to add you to there safe list. Any other method is really only going to be something that can help with it and isn't guaranteed.
It could very well be the case that people who sign up for your service are entering emails with typing mistakes that you do not correct. For example: chris#gmial.com -or- james#hotnail.com.
And such domains are configured to be used as spamtraps which will automatically flag your email server's IP and/or domain and hurt its reputation.
To avoid this, do a double-check for the email address that is entered upon your product subscription. Also, send a confirmation email to really ensure that this email address is 100% validated by a human being that is entering the confirmation email, before you send them the product key or accept their subscription. The verification email should require the recipient to click a link or reply in order to really confirm that the owner of the mailbox is the person who signed up.
It sounds like you are depending on some feedback to determine what is getting stuck on the receiving end. You should be checking the outbound mail yourself for obvious "spaminess".
Buy any decent spam control system, and send your outbound mail through it. If you send any decent volume of mail, you should be doing this anyhow, because of the risk of sending outbound viruses, especially if you have desktop windows users.
Proofpoint had spam + anti-virus + some reputation services in a single deployment, for example. (I used to work there, so I happen to know this off the top of my head. I'm sure other vendors in this space have similar features.) But you get the idea. If you send your mail through a basic commerical spam control setup, and it doesn't pass, it shouldn't be going out of your network.
Also, there are some companies that can assist you with increasing delivery rates of non-spam, outbound email, like Habeas.
Google has a tool and guidelines for this. You can find them on: https://postmaster.google.com/ Register and verify your domain name and Google provides an individual scoring of that IP-address and domain.
From the bulk senders guidelines:
Authentication ensures that your messages can be correctly classified. Emails that lack authentication are likely to be rejected or placed in the spam folder, given the high likelihood that they are forged messages used for phishing scams. In addition, unauthenticated emails with attachments may be outrightly rejected, for security reasons.
To ensure that Gmail can identify you:
Use a consistent IP address to send bulk mail.
Keep valid reverse DNS records for the IP address(es) from which you send mail, pointing to your domain.
Use the same address in the 'From:' header on every bulk mail you send.
We also recommend the following:
Sign messages with DKIM. We do not authenticate messages signed with keys using fewer than 1024 bits.
Publish an SPF record.
Publish a DMARC policy.
I always use:
https://www.mail-tester.com/
It gives me feedback on the technical part of sending an e-mail. Like SPF-records, DKIM, Spamassassin score and so on. Even though I know what is required, I continuously make errors and mail-tester.com makes it easy to figure out what could be wrong.
First of all, you need to ensure the required email authentication mechanisms like SPF and DKIM are in place. These two are prominent ways of proving that you were the actual sender of an email and it's not really spoofed. This reduces the chances of emails getting filtered as spam.
Second thing is, you can check the reverse DNS output of your domain name against different DNSBLs. Use below simple command on terminal:
**dig a +short (domain-name).(blacklist-domain-name)**
ie. dig a +short example.com.dsn.rfc-clueless.org
> 127.0.0.2
In the above examples, this means your domain "example.com" is listed in blacklist but due to Domain Setting Compliance(rfc-clueless.org list domain which has compliance issue )
note: I prefer multivalley and pepipost tool for checking the domain listings.
The from address/reply-to-id should be proper, always use visible unsubscribe button within your email body (this will help your users to sign out from your email-list without killing your domain reputation)
The intend of most of the programmatically generated emails is generally transactional, triggered or alert n nature- which means these are important emails which should never land into spam.
Having said that there are multiple parameters which are been considered before flagging an email as spam. While Quality of email list is the most important parameter to be considered, but I am skipping that here from the discussion because here we are talking about important emails which are sent to either ourself or to known email addresses.
Apart from list quality, the other 3 important parameters are;
Sender Reputation
Compliance with Email Standards and Authentication (SPF, DKIM, DMARC, rDNS)
Email content
Sender Reputation = Reputation of Sending IP address + Reputation of Return Path/Envelope domain + Reputation of From Domain.
There is no straight answer to what is your Sender Reputation. This is because there are multiple authorities like SenderScore, Reputation Authority and so on who maintains the reputation score for your domain. Apart from that ISPs like Gmail, Yahoo, Outlook also maintains the reputation of each domain at their end.
But, you can use free tools like GradeMyEmail to get a 360-degree view of your reputation and potential problems with your email settings or any other compliance-related issue too.
Sometimes, if you're using a new domain for sending an email, then those are also found to land in spam. You should be checking whether your domain is listed on any of the global blocklists or not. Again GradeMyEmail and MultiRBL are useful tools to identify the list of blocklists.
Once you're pretty sure with the sender reputation score, you should check whether your email sending domain complies with all email authentications and standards.
SPF
DKIM
DMARC
Reverse DNS
For this, you can again use GradeMyEmail or MXToolbox to know the potential problems with your authentication.
Your SPF, DKIM and DMARC should always PASS to ensure, your emails are complying with the standard email authentications.
Here's an example of how these authentications should look like in Gmail:
Similarly, you can use tools like Mail-Tester which scans the complete email content and tells the potential keywords which can trigger spam filters.
To allow DMARC checks for SPF to pass and also be aligned when using sendmail, make sure you are setting the envelope sender address (-f or -r parameter) to something that matches the domain in the From: header address.
With PHP:
Using PHP's built-in mail() function without setting the 5th paramater will cause DMARC SPF checks to be unaligned if not done correctly. By default, sendmail will send the email with the webserver's user as the RFC5321.MailFrom / Return Path header.
For example, say you are hosting your website domain.com on the host.com web server. If you do not set the additional parameters parameter:
mail($to,$subject,$message,$headers); // Wrong way
The email recipient will receive an email with the following mail headers:
Return-Path: <your-website-user#server.host.com>
From: <your-website-user#domain.com>
Even though this passes SPF checks, it will be unaligned (since domain.com and host.com do not match), which means that DMARC SPF check will fail as unaligned.
Instead, you must pass the envelope sender address to sendmail by including the 5th parameter in the PHP mail() function, for example:
mail($to,$subject,$message,$headers, '-r bounce_email#domain.com'); // Right way
In this case, the email recipient will receive an email with the following mail headers:
Return-Path: <bounce_email#domain.com>
From: <your-website-user#domain.com>
Since both of these headers contain addresses from domain.com, SPF will pass and also be aligned, which means that DMARC will also pass the SPF check.