Sending Guidelines and Best Practices

Introduction

In this article, we will cover essential guidelines for sending emails using BetterMerge. Understanding and following these best practices will help improve your email deliverability, reduce the risk of emails being marked as spam, and ensure compliance with Google’s policies. Sending emails that violate these guidelines may lead to account restrictions or suspensions.

BetterMerge (formerly Mailway Mail Merge) sends emails from your Gmail or Google Workspace account. Since Google imposes limits and policies to prevent spam and abuse, it’s important to follow these recommendations when sending bulk emails (i.e., similar emails to multiple recipients).

Caution

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

For detailed information, review these official Google resources:

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

Emails You Can Send

BetterMerge is designed for sending personalized emails, such as:

• Business communications (newsletters, product updates, announcements)
• Event invitations and follow-ups
• Customer outreach and support emails
• Internal team communications

Emails You Cannot Send

To comply with Google’s policies and avoid account restrictions, do not use BetterMerge for:

• Spam or unsolicited bulk emails (cold outreach without consent)
• Phishing or deceptive content
• Emails with misleading subjects or sender information
• Mass marketing emails violating anti-spam laws (e.g., CAN-SPAM, GDPR)
• Emails containing illegal, harmful, or prohibited content

Warm Up Your Gmail Account

If your Gmail or Google Workspace account is new or has low sending history, you need to gradually increase your email volume.

Note

New Gmail and Google Workspace accounts typically have a lower daily sending limit (100 emails/day). Gradual warm-up helps build a good sender reputation.

Steps to Warm Up Your Account:

1. Start with a small number of daily emails.
2. Increase the volume gradually over several weeks.
3. Monitor email performance (opens, bounces, spam reports).
4. Use third-party tools to automate warm-up if needed.

Validate Your Email List

Sending emails to invalid or outdated addresses can harm your sender reputation.

Best Practices:

• Regularly remove invalid or inactive email addresses.
• Use opt-in lists to ensure recipients want to receive your emails.
• Monitor and reduce bounce rates.
• Use email validation tools before sending.

Caution

BetterMerge may restrict your access if we detect high bounce rates, spam reports, or malicious behavior.

Manage Campaign Size and Frequency

Avoid triggering spam filters by carefully managing your campaign volume.

Recommendations:

• Segment large campaigns into smaller batches.
• Introduce delays between batches to avoid sudden spikes.
• Send at optimal times based on recipient time zones.

Validate Email Content Before Sending

Ensuring your email content is high quality reduces spam risks.

Best Practices:

• Use the preview feature to check formatting and layout.
• Personalize emails to improve engagement.
• Proofread for clarity and correct any grammar errors.
• Avoid spam triggers (e.g., “100% free,” “guaranteed win,” excessive exclamation marks).

Include Unsubscribe Options

If sending bulk emails, provide a way for recipients to opt out.

Best Practices:

• Add a visible unsubscribe link in every email.
• Remove unsubscribed users immediately from future campaigns.
• Follow anti-spam regulations (CAN-SPAM, GDPR, etc.).

Additional Best Practices

Monitor Gmail’s Postmaster Tools

Track your email reputation, spam complaint rates, and delivery errors using Google Postmaster Tools.

Avoid Attachments for Bulk Emails

Large or suspicious attachments can trigger spam filters. Instead, use cloud-hosted links (Google Drive, Dropbox).

Use a Consistent Sender Address

Frequent sender changes may reduce trust and increase spam classification.

Authenticate Your Emails

Set up SPF, DKIM, and DMARC for better deliverability.

Engagement Matters

Gmail prioritizes emails with replies. Encourage responses to improve your domain reputation.

Conclusion

By following these sending guidelines, you can maximize email deliverability, avoid spam filters, and stay compliant with Google’s policies. Always send emails responsibly, validate your list, and warm up your account before sending large volumes. For more details, refer to Google’s official guidelines.