Sending Guidelines for Mail Merge: Best Practices for Email Deliverability

Note

Read the following sections carefully before sending bulk emails using the Mailway Mail Merge add-on.

The BetterMerge (formerly Mailway Mail Merge) add-on sends emails from your Gmail (or Google Workspace) account. To ensure optimal email deliverability and compliance with Google’s policies, it is crucial to adhere to their guidelines, especially when sending bulk emails (i.e., similar emails to multiple recipients). By following these guidelines and best practices, you can enhance your email deliverability and minimize the likelihood of your emails being marked as spam.

Caution

Important! Google reserves the right to suspend or restrict your account if you violate their policies. Ensure compliance to avoid potential disruptions.

For comprehensive information, please review the following articles provided by Google:

1. Gmail Program Policies
2. Gmail sending limits in Google Workspace
3. Limits for sending & getting mail
4. Prevent mail to Gmail users from being blocked or sent to spam
5. Spam and abuse policy in Gmail

Below are summarized guidelines to help you maximize email deliverability and maintain compliance:

Warm Up Your Gmail Account

If you have recently created your Gmail or Google Workspace account, or if you typically send a low volume of emails, it is essential to warm up your account gradually.

Note

In most cases, Google imposes a daily email sending limit of 100 emails for newly created Gmail or Google Workspace accounts. Gradually increasing your email volume helps build a positive sending reputation.

Steps to Warm Up Your Account:

1. Start by sending a small number of emails each day.
2. Gradually increase the volume over several weeks.
3. Monitor your account’s performance and adjust as necessary.

Validate Your Email List

Avoid using third-party email lists, as they may contain invalid or outdated email addresses.

Best Practices for Email List Validation:

1. Regular Cleanup: Regularly remove invalid or inactive email addresses from your list.
2. Use Verified Lists: Ensure that all email addresses on your list have opted in to receive communications.
3. Monitor Bounce Rates: High bounce rates can negatively impact your sender reputation.

Caution

We may restrict or block your access to the Mailway Mail Merge add-on if we detect any malicious behavior or significant issues with your email campaigns.

Manage Campaign Size and Frequency

To avoid overwhelming your recipients and potentially triggering spam filters, segment your email campaigns into smaller batches.

Recommendations:

1. Break Large Campaigns: Instead of sending a large volume of emails in a single campaign, split it into smaller segments.
2. Maintain Intervals: Introduce a delay between sending batches (e.g., several hours) to manage load and improve engagement.

Validate Email Content Before Sending

Ensure that your email content is properly formatted and free from errors before dispatching it.

Tips for Content Validation:

1. Use the Preview Feature: Utilize the Preview Emails function to review how your email will appear to recipients.
2. Personalization: Tailor your content to the recipient to enhance engagement and response rates.
3. Proofread: Check for grammatical errors and ensure clarity in your message.

Include Unsubscribe Options

If sending unsolicited or cold emails, it is crucial to provide recipients with a clear and easy method to unsubscribe.

Unsubscribe Best Practices:

1. Include Unsubscribe Links: Add a visible and functional unsubscribe link in every email.
2. Regular List Maintenance: Remove email addresses of users who have unsubscribed from your list promptly.

By adhering to these guidelines and best practices, you can help ensure that your email campaigns run smoothly and remain compliant with Google’s policies.