You’ve got mail—Check the junk

Who remembers the sound of the Internet? Yes, young readers, there indeed once was a sound of a modem connecting to another modem over a telephone line to give us the glory of the Internet (that also came with a wait time no one today could tolerate).

The movie "You’ve Got Mail" portrays it repeatedly as Tom Hanks and Meg Ryan excitedly turn on their computers and wait patiently for their Internet connections to dial up with that sound—I don’t even know how to type that sound. But many of us remember the squeaky, rhythmic noise of getting an Internet connection and ultimately receiving email.

CAN-SPAM Act of 2003

WIFI, smartphones and Internet capabilities have changed the way we work and live. The trick is optimizing the technology so it doesn’t fail us. When it comes to bids, invoices, marketing newsletters, and general inquiries, are you getting all your email? Equally important, are people receiving the emails that you send?

If you are emailing a list of people, ensure the process complies with the CAN-SPAM Act of 2003. The Federal Trade Commission regulates fines and standards for this law. While you by no means are facing fines for sending a group email, your email could end up in a junk folder because of this law and the spam filters that were created to catch companies that violate commercial email regulations.

Checking for spam

The codes for spam constantly change, but there are ways around it. Always try to be clear in your message and subject and use a simple format for group emails. Bid management software can improve the deliverability rate and remove some of the guessing with codes and keywords. Ask your team of contractors or clients to opt in so they can receive emails if you are using an email service.

The first few times you send a group email, follow up with people to make sure your message did not automatically end up in junk folders. Review emails that bounce back to see if email addresses are outdated or typed wrong or if there was another problem. Ensure your email address is appropriate, preferably with a name.

Generic emails most often get flagged as spam. Check your own junk folder now and then to see if emails you need automatically got removed. Most email providers have an option to move mail from the junk folder to the inbox and remember the address or content for future emails.

While you may not think it is a big deal to lose an email or two, consider a spammed email the same as losing money from lost bids, delayed payments or missing a new client. The process doesn’t take much to regulate, and it definitely is worth the time.