Email Best Practices: Sending Your First Campaign

1. Introduction to the Email Feature in PatientBase

The email feature in PatientBase plays a pivotal role in user engagement and brand reinforcement. By employing best email practices, you can significantly amplify your marketing campaigns.

2. Understanding Email Bounces:

• Hard Bounce: This denotes a permanent delivery failure. Common reasons include:
  • Invalid recipient address.
  • Non-existent email domain.
  • Client's email server declining emails.
  • Frequent soft bounces.
  • Messages with flagged links or content.

• Soft Bounce: Represents a temporary delivery setback. Main causes include:
  • Full recipient inbox.
  • Oversized email.
  • Downed recipient email server.
  • Email blocked by user's filter.

  • After numerous failed attempts, a hard bounce will occur.

    
    

3. The Importance of Permission:

• Defining Permission: It is the consent given by subscribers to receive your marketing emails.
• Obtaining Permission: Deploy double opt-in forms. This ensures:
  • Verification of active, error-free emails.

  • Minimized spam reports due to verified consent.

    
    

4. Handling Spam Issues:

• Understanding Spam: Spam complaints can tarnish your sender reputation and impede email delivery. When tagged as spam, repercussions include:
  • Email blacklisting.
  • Hindered email deliverability.
  • Potential service suspensions.
• Spam Rate: Keep within the acceptable rate of 0.1% (1 in every 1000 emails sent).
• Spam Traps:
  • Definition: These are set up to monitor unpermitted email activity. Mailing to these addresses indicates non-compliance.

  • Prevention: Maintain a pristine email list, use double opt-ins, avoid buying email lists, and ensure recipients expect your mails.

    
    

5. Impact on Your Score:

• Hard bounces and spam can damage your email ranking score. A bounce rate over 5% may result in a suspension, necessitating a review.

  
  

6. Limitations on Sending Emails:

• Reasons for Limitation:
  • Sending Allowance: New users begin with a 1,000-email limit for data collection. With commendable performance, this limit can rise: 1,000 / 5,000 / 10,000 / 25,000 / Unlimited.
  • Bad Reputation: Excessive bounce or spam rates can initiate an account review. Keep within 5% for bounces and 0.1% for spam.
  • Link Issues: Non-compliant links or link shorteners can also prompt a review.
• If You're Limited:
  • Due to Sending Allowance: Simply wait. The review is automatic and takes only takes a few hours.
  • Due to Bad Reputation: Reach out to us and answer:
    1. How are leads and contacts collected?
    2. Is explicit consent acquired from contacts?
    3. What type of emails are dispatched?
    4. How frequent are the emails?

7. Conclusion

To derive the utmost benefit from PatientBase's email feature, it's imperative to adhere to these best practices. This ensures a maintained reputation and successful email campaigns.