Prevent Emails From Going to Spam

Ensuring your emails reach the intended inbox is crucial for business communication, especially when sending important documents for signature. With the rise of spam filters and stricter email regulations, even legitimate messages can end up in the junk folder. This guide will walk you through proven strategies to prevent your emails—including SignNow signature invites—from being marked as spam. You'll learn how to customize your emails, craft compelling subject lines, avoid common spam triggers, and maintain a healthy email list so your recipients never miss a critical document.

Understanding Why Emails Go to Spam

Spam filters are more sophisticated than ever, using advanced algorithms to analyze sender reputation, content, and recipient engagement. Even well-intentioned emails can be flagged if they contain suspicious language, lack personalization, or are sent without proper consent. The sheer volume of global spam—over 122 billion messages daily—means email providers are vigilant, sometimes at the expense of legitimate communication. Understanding these factors is the first step to ensuring your emails, especially those sent via SignNow, consistently reach the inbox.

Customizing SignNow Signer Emails for Better Deliverability

SignNow empowers you to tailor your signature invite emails, making them more relevant and less likely to be flagged as spam. Customization not only improves deliverability but also enhances the recipient's experience. To customize your signer emails in SignNow, simply use the 'Invite to Sign' feature and select 'Customize Signer Email.' You can edit both the subject line and the message body to reflect the context of your document and the needs of your recipient. This personal touch signals to spam filters—and your recipients—that your message is legitimate and expected.



By previewing your document and carefully crafting your message, you ensure clarity and professionalism. Remember, a well-customized email is less likely to be mistaken for spam and more likely to prompt timely action from your signers.

Best Practices for Subject Lines to Avoid Spam Filters

Your email's subject line is the first thing recipients—and spam filters—see. A misleading or overly sensational subject can trigger spam defenses, while a clear, relevant subject increases open rates and trust. Avoid using all caps, excessive punctuation, or clickbait phrases. Instead, keep your subject concise (ideally under 50 characters), action-oriented, and directly related to the email's content. Personalizing the subject with relevant details can further boost deliverability.

Identifying and Avoiding Spam Trigger Words

Certain words and phrases are notorious for setting off spam filters. These include terms related to schemes, freebies, urgent offers, and manipulative language. While modern filters are context-aware, it's still wise to avoid suspicious language, especially in combination with other risk factors. Familiarize yourself with common spam trigger words and steer clear of them in both your subject lines and email body. For a comprehensive list, you can refer to resources like HubSpot's ultimate list of spam trigger words.

Personalizing Email Content for Higher Engagement

Personalization goes beyond simply inserting a recipient's name. It involves tailoring your message based on the recipient's context, previous interactions, or specific needs. Personalized emails have significantly higher open and engagement rates, making them less likely to be marked as spam. Consider referencing the recipient's recent activity, using a conversational tone, and signing off with a real person's name and contact information. Segmented campaigns and relevant calls-to-action also contribute to a more authentic, engaging experience.

Creating Effective Calls-to-Action in SignNow Emails

A clear, compelling call-to-action (CTA) guides your recipient toward the desired outcome—such as reviewing and signing a document. Effective CTAs use actionable verbs, create a sense of urgency without being pushy, and are visually distinct within the email. Consider using first-person language (e.g., "Review My Document") and repeating the CTA in a postscript for longer emails. Multiple, well-placed CTAs can increase click-through rates and ensure your message isn't overlooked.

Testing Your Emails for Spam Before Sending

Before sending out important signature invites, it's wise to run your email through a spam testing tool. These tools analyze your message for potential red flags, check your sender reputation, and provide actionable feedback to improve deliverability. Popular options include Mail Tester, SendForensics, and MailGenius. By proactively testing your emails, you can address issues before they impact your delivery rates.

Obtaining Permission and Implementing Double Opt-In

Sending emails without explicit permission is not only poor practice—it can violate international laws like the CAN-SPAM Act and GDPR. Always obtain clear consent before adding someone to your mailing list or sending signature invites. Implementing a double opt-in process, where recipients confirm their subscription via a follow-up email, further ensures your list is composed of engaged, real users. This reduces the risk of spam complaints, protects your sender reputation, and keeps your communications compliant.

Encouraging Recipients to Whitelist Your Email Address

Whitelisting is one of the most effective ways to ensure your emails consistently reach the inbox. Encourage your recipients to add your sending address to their contacts or approved sender list. This simple step can dramatically improve deliverability and reduce the likelihood of your messages being filtered as spam. Include clear, easy-to-follow instructions for whitelisting in your initial email or onboarding sequence.

Validating and Maintaining a Healthy Email List

A clean, up-to-date email list is essential for high deliverability. Invalid or outdated addresses increase bounce rates and can harm your sender reputation, making it more likely your emails will be marked as spam. Use reputable email validation tools to regularly check your list for inactive or incorrect addresses. Remove or update any problematic entries to keep your list healthy and your communications effective.

Frequently Asked Questions

Below you'll find answers to common questions about preventing emails from going to spam, especially when using SignNow for sending signature invites.

Frequently Asked Questions

By following these strategies and leveraging SignNow's customization features, you can dramatically improve your email deliverability and ensure your signature invites reach the right inbox every time. Ready to streamline your document workflows and keep your communications out of the spam folder? Explore SignNow's plans and start sending with confidence.

Related articles