How to optimise sending of messages from registration software?

Each registration system has an inherent mechanism of sending email messages, even if it is the simplest system possible. How can one prepare messages to ensure that they do not end up in the SPAM folder?

How to optimise sending of messages from registration software?

System administrators often complain that anti-spam filters e-mail messages are marked as spam. In our work, we receive many signals that emails sent to participants never “reach them”. The reality is a little different, though. The messages do get there, but they are automatically directed to the spam folder. If that is the case, it would be of little advantage to re-send such email messages from the administration panel level. At this point, one must ask themselves a question: what can we do about it?

It is worth checking the results for our email forms, as early as at the phase of system implementation. To this end, I recommend using

It will evaluate our email messages in the 1-10 scale. Unfortunately, receiving the maximum score of 10 points is no guarantee the all messages will actually get to the recipient. Anti-spam filters can be configured in any way you want, in every mailbox. Unfortunately, that is something we cannot do much about.

In order to test an email message, we send it to the address generated by the website. A few moments later, the website displays a result:

Testing message quality against anti-spam filters

The result corresponding to a standard email message that confirms registration is 7.9/10 – it is the optimum minimum. When creating a new message, pay attention to a number of particularly important aspects:

It will surely take a lot of patience and diligence to test and evaluate email messages. Before sending each new portion of email messages, we need to take all the steps all over again. However, it will pay back, during the very process of registering participants. The problems regarding receiving VAT invoices and (potentially) passes to event will be reduced to a minimum – such problems will come back to haunt us, if we have ignored this important step during implementation of the system.

Krzysztof Jagoda

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