7 Reasons Why Your CRM Emails Go to Junk (And How to Fix Them)

You pour your heart and soul into crafting the perfect email, tailoring it to each recipient, only to have it get lost in their junk folder. All that effort wasted!

Honestly, I have a spot for email marketing, and through this blog, I want to open up the conversation on why your CRM emails are being unfairly flagged as spam and, more importantly, what you can do to rescue them. We'll explore everything from your domain's reputation to the nitty-gritty of email formatting. By the end, you'll have a solid knowledge of boosting your email deliverability and enhancing customer communication, and we'll also share how we can support you ace engagement as a CRM Consultant.

Why CRM Emails Go to Junk

Let's get to the heart of the matter. Why are your carefully crafted CRM emails ending up in the dreaded junk folder? There are several factors at play, and understanding them is the first step to fixing the problem.

Common Reasons CRM Emails End Up in Spam

The journey of your email to the inbox isn't as straight as you might think it is. There are spam filters at every turn, ready to flag anything that seems suspicious. Here are some of the usual suspects that trigger those filters:

• A dodgy domain or IP reputation: If your domain or IP address has been associated with spam in the past, email providers will be wary.
• Missing email authentication: Without proper authentication protocols like SPF, DKIM, and DMARC, your emails look like they could be forged.
• Unsegmented or outdated email lists: Sending emails to people who haven't engaged with you in ages, or worse, never opted in, is a surefire way to get flagged.
• Spammy keywords and poor formatting: Using overly salesy language or creating messy, unreadable emails will raise red flags.
• Sending emails without permission: This is a big no-no. Always get consent before sending marketing emails.
• Poorly designed CRM email templates: Emails that don't render properly on different devices or look unprofessional can end up in the junk folder.
• Misconfigured CRM email settings: Simple errors in your CRM setup can have a big impact on deliverability.
  
  

Let's circle back to these issues and dive deeper to fix these in a bit!

How CRM Email Marketing Practices Impact Deliverability

Your CRM email marketing practices have a direct impact on whether your emails reach their intended recipients. If you really think about it,  email providers are constantly evaluating your sending behaviour. If you consistently send high-quality, engaging emails to people who want to receive them, your reputation will improve, and your crm emails will be more likely to land in the inbox. On the other hand, if you engage in spammy practices, your reputation will suffer, and your emails will end up in the junk folder.

Top Reasons CRM Emails Go to Spam

Alright then, let's dive into the key reasons why your marketing emails are going to spam, and, crucially, how to fix them. It boils down to a few core areas: your reputation, your authentication, your list hygiene, your content, and your technical setup.

Poor Domain or IP Reputation

Think of your domain and IP reputation as your credit score in the email world. A good reputation means email providers trust you; a bad one means they don't. If your domain or IP address has been associated with spam in the past, or if you're sending from a shared IP with spammers, email providers will be wary.

The Fix: Monitor your reputation using tools like Google Postmaster Tools. Send consistent, high-quality content, gradually increase your sending volume, and remove inactive subscribers.

Missing Email Authentication (SPF, DKIM, DMARC)

Email authentication is like providing proof of identity for your emails. Without proper authentication protocols like SPF, DKIM, and DMARC, your emails look like they could be forged.

The Fix: Implement SPF, DKIM, and DMARC. SPF specifies which mail servers are authorised to send emails on behalf of your domain. DKIM adds a digital signature to your emails, verifying that they haven't been altered. DMARC tells email providers what to do with emails that fail SPF and DKIM checks.

Unsegmented or Outdated Email Lists

Sending emails to everyone on your list, regardless of their interests or engagement level, is a recipe for disaster. It's like shouting into a crowded room – most people will tune you out. Sending emails to unengaged contacts can harm your sender reputation and lead to lower deliverability rates.

The Fix: Segment your list based on demographics, behaviour, interests, engagement, and purchase history. Regularly clean your list to remove unengaged contacts.

Spammy Keywords and Poor Email Formatting

Spam filters are constantly on the lookout for certain keywords and formatting techniques that are commonly used in spam emails. Avoid these like the plague!

Common Spam Trigger Words in Marketing Emails

Here's a list of words that can trigger spam filters:

Formatting Tips to Prevent Emails from Going to Spam

The Fix:

• Use a clean, professional design.
• Use proper grammar and spelling.
• Include a plain text version of your email.
• Test your emails on different devices and email clients.

Sending Emails Without Permission

Always, always, always get permission before sending marketing emails. It's not just good practice; it's the law. Consent is the foundation of ethical and effective CRM email marketing.

The Fix: Use double opt-ins to confirm subscribers' consent. Comply with GDPR and CAN-SPAM regulations.

Poorly Designed CRM Email Templates

Your email templates are your digital storefront. If they look unprofessional or don't work properly, people will lose trust in your brand.

The Fix: Use a responsive design that adapts to different screen sizes.

Creating Mobile-Friendly Email Templates

• Use a single-column layout.
• Use large, easy-to-tap buttons.
• Use concise copy.

Misconfigured CRM Email Settings

Even if you're doing everything else right, misconfigured CRM email settings can still cause deliverability problems.

The Fix: Verify your sender information, set up a dedicated IP address, monitor your bounce rates, and integrate your CRM with your email marketing platform. Regularly review and update your CRM email settings.

Leveraging HubSpot for CRM Email Marketing

Now, how can you put all of this into practice? That's where HubSpot comes in. HubSpot's email marketing tools are designed to help you create engaging, personalised emails that land in the inbox, not the junk folder. With HubSpot, you can:

• Segment your audience: Target your emails to specific groups of people based on their interests, behaviour, and demographics.
• Personalise your emails: Use personalisation tags and smart content to insert personal information into your emails, such as the recipient's name or company.
• Automate your email campaigns: Set up automated email workflows to nurture leads and engage customers.
• Track your results: Monitor your open rates, click-through rates, and other metrics to see how your emails are performing.

Work with us to build a CRM email marketing strategy with HubSpot!

We can help you develop a comprehensive CRM strategy encompassing crm emails as well, that aligns with your business goals and ensures that your emails reach their intended recipients. Let's chat!