Prevent HubSpot Emails From Spam: Key Steps

Jason Gong
June 6, 2024

Set up SPF, DKIM, and DMARC to prevent HubSpot emails from spam.

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If you're using HubSpot, you might love Bardeen's AI for sales. It automates email tasks and improves deliverability. Focus on strategic tasks while Bardeen handles the rest.

Are your HubSpot emails landing in spam folders instead of your subscribers' inboxes? This frustrating issue can significantly impact your email marketing success, reducing open rates and engagement. In this blog post, we'll explore the common reasons why HubSpot emails end up in spam and provide quick fixes and best practices to improve your email deliverability.

Understanding Email Deliverability and Spam Filters

Email deliverability is the ability of your emails to reach your subscribers' inboxes successfully. Spam filters classify emails to prevent unwanted or malicious emails from cluttering inboxes, but sometimes legitimate emails can get caught in these filters. Your sender reputation and the quality of your email content play crucial roles in determining whether your emails land in the inbox or the spam folder.

Sender reputation is based on factors such as:

  • The volume of emails you send
  • The number of spam complaints against your emails
  • The number of invalid email addresses on your list
  • Your email authentication settings (SPF, DKIM, DMARC)

Content quality is also essential for avoiding spam filters. Emails that contain spammy words, excessive images, or lack proper formatting are more likely to be flagged as spam. By understanding these factors, you can take steps to improve your email management with AI and ensure that your HubSpot emails reach your subscribers' inboxes.

Optimizing HubSpot Email Settings for Better Deliverability

To ensure your HubSpot email templates reach your subscribers' inboxes, it's crucial to set up your email authentication correctly. This includes configuring SPF (Sender Policy Framework), DKIM (DomainKeys Identified Mail), and DMARC (Domain-based Message Authentication, Reporting, and Conformance) settings.

These authentication methods help ISPs verify that your emails are legitimate and not sent by spammers or fraudsters. Here's a quick overview of each:

  • SPF: Specifies which IP addresses are allowed to send emails on behalf of your domain.
  • DKIM: Adds a digital signature to your emails, verifying that they haven't been tampered with in transit.
  • DMARC: Builds upon SPF and DKIM, providing instructions to ISPs on how to handle unauthenticated emails.

HubSpot makes it easy to set up these authentication methods within your account settings. By properly configuring your email authentication, you'll improve your sender reputation and keep your emails out of spam folders.

Additionally, consider using double opt-in and graymail suppression features in HubSpot. Double opt-in requires subscribers to confirm their email address before being added to your list, ensuring that you're only sending emails to engaged recipients. Graymail suppression automatically removes inactive subscribers from your list, helping maintain a healthy sender reputation.

By optimizing your HubSpot email settings in Gmail and leveraging these features, you'll be well on your way to improving your email deliverability and achieving better overall email marketing results.

Bardeen can help you create a HubSpot ticket from opened emails automatically, so you can focus on strategic tasks instead of repetitive work.

Understanding Email Deliverability and Spam Filters

Email deliverability is the ability of your emails to reach your subscribers' inboxes successfully. Spam filters, on the other hand, are algorithms used by email providers to identify and prevent unwanted emails from reaching users' inboxes.

Several factors influence whether your emails land in the inbox or the spam folder, including:

  • Sender reputation: Your sending IP address and domain reputation play a crucial role in deliverability. Maintaining a good reputation by following best practices and avoiding spam complaints is essential.
  • Content quality: The content of your emails, including subject lines, body text, and images, can trigger spam filters. Avoid using spammy words, excessive capitalization, and misleading subject lines.
  • Subscriber engagement: How your subscribers interact with your emails (e.g., opens, clicks, replies) impacts your sender reputation. Regularly cleaning your email list and sending targeted, relevant content can improve engagement and deliverability.

To ensure your HubSpot emails reach your subscribers' inboxes, it's essential to understand these factors and implement best practices for email deliverability. This includes setting up proper email authentication, maintaining a clean email list, and creating high-quality, engaging content that resonates with your audience.

Crafting Quality Content to Avoid the Spam Folder

Creating engaging and relevant content is crucial for ensuring your emails reach your subscribers' inboxes instead of being flagged as spam. By focusing on providing value to your audience, you can significantly reduce the chances of your emails being marked as spam.

Here are some tips for crafting quality content that avoids spam triggers:

  • Personalize your messages: Use merge tags to address your subscribers by name and tailor your content to their interests and preferences. Personalized emails are more likely to be opened and engaged with.
  • Provide valuable information: Share insights, tips, and resources that your subscribers will find useful and relevant. Avoid generic or overly promotional content that lacks substance.
  • Use a clear and engaging subject line: Your subject line should accurately reflect the content of your email and entice subscribers to open it. Avoid using spammy phrases like "Buy now!" or "Free offer!"
  • Maintain a balanced text-to-image ratio: While images can enhance your emails, using too many or relying solely on images can trigger spam filters. Ensure your emails have a healthy balance of text and images.
  • Avoid aggressive selling tactics: Instead of constantly pushing sales, focus on building relationships with your subscribers by providing them with valuable content. When you do promote a product or service, do so in a non-intrusive manner.

By following these best practices and consistently delivering high-quality content, you can improve your email deliverability and build trust with your subscribers. Remember, the key is to prioritize your audience's needs and preferences over aggressive selling tactics.

Bardeen can help you summarize and save new emails to HubSpot, so you can focus on important work while automating repetitive tasks.

Regularly Cleaning and Segmenting Email Lists

Maintaining a clean and well-segmented email list is crucial for ensuring your HubSpot email templates reach the right audience and avoid being marked as spam. By regularly removing unengaged subscribers and invalid email addresses, you can improve your sender reputation and increase the chances of your emails landing in your subscribers' inboxes.

Here are some key benefits of regularly cleaning and segmenting your email lists:

  • Improved deliverability: By removing inactive subscribers and invalid email addresses, you can reduce your bounce rate and improve your sender reputation, leading to better email deliverability.
  • Higher engagement rates: Segmenting your HubSpot lists based on subscriber preferences, behavior, and demographics allows you to send more targeted and relevant content, resulting in higher open and click-through rates.
  • Reduced spam complaints: When you send relevant content to segmented lists, subscribers are less likely to mark your emails as spam, helping you maintain a good sender reputation.
  • Better ROI: By focusing your efforts on engaged subscribers and tailoring your content to their interests, you can improve the overall effectiveness of your email campaigns and achieve a higher return on investment.

To keep your email lists clean and properly segmented, consider the following best practices:

  1. Regularly review and remove inactive subscribers who haven't engaged with your emails in a specified period (e.g., 6-12 months).
  2. Use double opt-in to ensure that subscribers genuinely want to receive your emails and to avoid invalid email addresses.
  3. Segment your lists based on factors such as demographics, behavior, preferences, and stage in the buyer's journey.
  4. Give subscribers the option to update their preferences or unsubscribe from your emails to maintain list hygiene and reduce spam complaints.

By implementing these strategies and leveraging HubSpot's list management tools, you can ensure that your emails reach the right audience, improve engagement, and minimize the risk of being marked as spam. Bardeen can help enrich your email contacts and save them to Google Sheets, streamlining your email marketing efforts.

Monitoring and Adjusting Email Campaigns Based on Performance Metrics

To ensure your HubSpot emails are reaching the right audience and achieving the desired results, it's essential to monitor and adjust your campaigns based on key performance metrics. HubSpot's analytics tools provide valuable insights into your email campaign performance, including open rates, click rates, and spam complaints.

Here are some best practices for monitoring and optimizing your email campaigns:

  • Track open rates: Open rates indicate the percentage of subscribers who opened your email. If your open rates are low, consider testing different subject lines or adjusting your send times to improve engagement.
  • Monitor click rates: Click rates show the percentage of subscribers who clicked on a link within your email. Low click rates may suggest that your content isn't resonating with your audience. Test different copy, calls-to-action, or link placement to improve click-through rates.
  • Analyze spam complaints: Keep an eye on spam complaints, as a high number can negatively impact your sender reputation and deliverability. If you notice an increase in spam complaints, review your content and list hygiene practices to identify potential issues.
  • Segment your audience: Use HubSpot's segmentation tools to create targeted email campaigns based on subscriber preferences, behavior, or demographics. Segmented campaigns typically have higher engagement rates and lower spam complaints.
  • A/B test your emails: Conduct A/B tests to compare the performance of different subject lines, content, or send times. Use the insights gained from these tests to continually refine your email strategy.
Bardeen can help you summarize and save new emails to HubSpot, so you can focus on important work while automating repetitive tasks.

By regularly monitoring your email campaign performance and making data-driven adjustments, you can improve your email deliverability, engagement, and overall effectiveness. HubSpot's analytics tools integrated with Gmail provide the insights you need to optimize your campaigns and avoid the spam folder.

Boost HubSpot Efficiency with Bardeen Automation

One common issue with email marketing is ending up in spam folders, significantly affecting your engagement rates and overall marketing success. HubSpot users, in particular, may find this challenging but can leverage automation to improve email deliverability and engagement. Through automation with Bardeen, users can not only enhance their email strategies but also streamline processes such as ticket creation, contact management, and deal tracking directly within HubSpot.

  1. Create a HubSpot ticket, when an email is forwarded: This playbook automatically creates a HubSpot ticket from a forwarded email, making it a vital tool for support teams aiming for quick response times.
  2. Create a HubSpot contact from an email: Quickly turn email interactions into HubSpot contacts, simplifying lead management and helping sales teams to act fast on potential opportunities.
  3. Create a new HubSpot deal using OpenAI when a label is added to an email: Automate the deal creation process in HubSpot when an email is labeled, ensuring sales teams never miss out on potential deals.
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