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What do I need to know before sending out a mailing to many people

We encourage our users to use the web and their account tools to the fullest extent. That includes sending email and mailing lists. However, we're very strict about dealing with spam complaints. Even if you think it's not spam, if only a few recipients disagree, it's probably spam.

So, how to I avoid being labeled as a spammer?

In this article, we'll do our best to try and explain how you can send out mailings without getting suspended. Before we discuss that, let's first explain why it is so important not to be preceived as a spammer. As the host of your account, we are obligated to investigate every legitimate complaint about spam coming from our servers. Since your account is sharing the resources on our servers with others, your actions can have a very negative effect on them. Many companies will block the entire group of clients on a server if they preceive that the server is being used to send out spam. Thus, all clients could be blocked from sending emails based one bad apple. That is why our policy is suspend first and ask questions later when we find a spammer on the server. OK, I think we've made our point.

Here are some steps to take to avoid being labeled a spammer:

1. Even if you're not in the U.S., our servers are and therefore you probably have to follow the guidelines of the can-spam act. The guidelines are really quite simple.
   http://www.ftc.gov/bcp/conline/pubs/buspubs/canspam.shtm
   http://www.ftc.gov/bcp/conline/pubs/alerts/remvalrt.shtm
2. Protect yourself and your account by making sure your recipients OPT-IN to yoru list rather than simply adding their address because "you" thihk they're interested in what you ahve to offer.
   http://email.about.com/library/glossary/bldef_opt-in.htm
3. For the most protection, all email addresses should go through a DOUBLE OPT-IN process. This is by far the safest method of making sure that those receiving your mailing will not report you as a spammer. It will also enable us to be more gracious about suspending the account if there are complaints.
   http://email.about.com/library/glossary/bldef_double_opt-in.htm

Sending out mailings is a pretty daunting task but doing it right is worth it.

The value of a double opt-in mailing list

After investing all the time and effort into your list you have something that is far more valuable than just a list. Many companies would love to be included in your mailing as they know that the audience will likely read it if they've gone through the trouble of opting in twice. You may want to find companies that have products/services that your clients can use and ask them if they'd like to buy a little space on your newsletter. This can be worth thousands of dollars per month if you match up the right list with the right advertiser.

Great Example of double opt-in Mailing list

Here's an excellent example of the top and bottom of a mailing list that I subscribe to. This is how it's done. Prior to receiving this the client has filled out a simple, subscribe me type of request. To avoid fake subscriptions and to make sure that the person really wants in, this letter type of double opt-in email is sent. Note that the link at the bottom sends them to a form that collects a lot more information such their address, phone, whatever you want. At that point they're hooked.

Note the use of an enticement (free dinner contest which is detailed in the body of the letter) to get your viewers to say "Yes!". Then let them know how much email they should expect. Some value added references (sales pitches to get them to subscribe) and a full description of what they will miss if they do nothing. This is followed by the body and then the email options which links them to a form where they can fill out their contact info and preferences.

Dear John Doe, If you want to receive E-mail from [Organization Name], such as the free dinner offered below, you can select. Note: No matter what, you will NOT receive more than about one E-mail per week. See link at the bottom for the on-line form to indicate your preference(s) for future E-mail. Note: This E-mail includes one FREE event announcement -- you can receive future announcements (see bottom of E-mail to sign up). This E-mail includes one issue of "News You Should Know" (issued a few times per month) -- you can receive future news (see bottom of E-mail to sign up) If you do nothing, you'll NOT receive EITHER. ........... body of email goes here .......... Now you can decide what E-mail you will receive from [ORGANIZATION NAME]. Make your selections -- Click HERE. Please use your name and E-mail address by which this E-mail reached you as your identification in the on-line form. [organization name] [organization address, phone, website and email contact info.]

 

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