Summary
Every day at MailSoar, we work with companies whose well-intentioned emails never reach their intended recipients. It’s not always a question of marketing: human resources emails can be affected too. Invitation to an interview, communication on a new internal process, vacation updates or a simple internal newsletter. These are all important messages that can end up directly in the spam folder.
Here are a few strategies to improve the deliverability of your HR emails and ensure they reach their intended recipients.
Why do your human resources emails end up in spam?
Before optimizing, you need to analyze the data to understand the problem. A human resources e-mail, even one with no commercial intent, may well be considered suspicious by an e-mail filter. Even internally.
This is largely due to the more stringent security policies applied to professional e-mail systems. As soon as an unusual signal is detected (content, domain, frequency of sending, lack of authentication), the message can be relegated to the spam folder.
Spam filters do not spare internal communications
It’s a common misconception that e-mails sent to your own staff are not subject to deliverability. In reality, internal mail servers (such as those hosted on Outlook, Google Workspace) also incorporate spam filters. And they don ‘t distinguish between HR, marketing or sales emails.
Certain words, poorly formatted links, an unrecognized sender address or a heavy attachment can be enough to trigger these filters.
Content perceived as unsolicited or automatic
Another important factor is the way the human resources email is written. If the message is too generic, resembles an automated newsletter, or uses a promotional tone without personalization, it may be treated as an unwanted mass mailing. So pay attention to the content: not just what you say, but how it’s written and perceived by the filters.
How to improve the deliverability of HR emails
1. Use a professional email address
Using a professional email address rather than a generic one (such as Gmail or Yahoo) is an essential first step. Corporate domains (e.g. nom@votreentreprise.com) inspire trust and are less likely to be filtered by anti-spam systems. Make sure the address is easily identifiable and representative of your service.
2. Avoid suspicious keywords
Spam filters scan emails for words or phrases that could signal unwanted content. Avoid using terms such as “free”, ‘urgent’, “earn money” and other phrases often associated with spam. Opt for clear, professional language that accurately describes the content of the message.
3. Create relevant, personalized content
A personalized email is more likely to be opened. Use the recipient’s first name and adapt the content to their specific needs. For example, when sending invitations, specify the purpose of the meeting and its importance. This encourages the recipient to pay attention to your message rather than ignore it.
4. Optimize the subject line
The subject of an e-mail is an ideal tool for attracting attention. A clear, concise subject that reflects the content of the message increases the chances of it being opened. Avoid objects that are too long or vague, and make sure they don’t look like spam.
5. Include an unsubscribe link
Although it may seem counter-intuitive, including an unsubscribe link in your emails can improve deliverability. It shows that you respect the recipient’s preferences and reduces the risk of them marking your email as spam.
6. Keep your contact list up to date
A clean, up-to-date mailing list reduces the risk of bounces. Make sure that email addresses are valid and that recipients really want to receive your messages. Regularly remove inactive addresses – people who are no longer with the company – to maintain a good sender reputation.
What’s more, in France, compliance with the CNIL (Commission Nationale de l’Informatique et des Libertés) is essential. Make sure you obtain recipients’ consent before sending them emails, and offer them the opportunity to unsubscribe if they wish. Compliance with regulations builds trust in your communications.
And what if your HR emails still go to spam?
If, despite all these best practices, you’re still finding that your human resources emails are going to spam or are not being opened, it’s time to go one step further.
At MailSoar, our Spamouraïs are here to do just that: analyze your mailings, audit your infrastructure, and implement appropriate solutions. It’s not just about technical issues: it’s about maintaining smooth, professional and reliable communication with your staff and partners.
Need a deliverability audit or support for your internal mailings?
Make an appointment with one of our experts and let’s discuss your issues. Even human resources emails deserve a special place in the inbox.
