You work hard on your emails—but if they end up in your lead’s spam folder or the dreaded “Promotions” tab, you may as well not have sent them at all. 😤

While no one can 100% guarantee that every email will land in the main inbox, there are simple and smart ways to improve your chances. And the best part? You don’t need to be a tech expert to do it.

Here’s a step-by-step guide to help you send emails that actually get seen—and opened.

✅ 1. Use a Verified Custom Domain

If you’re sending emails from a free address like @gmail.com, it’s more likely to go to spam. Instead, you want to send from a professional domain—like you@youragency.com.

Here’s what to do:

  • Go to Settings > Domains inside Agent CRM

  • Make sure your business email is connected and verified

  • Set up the special records your domain needs: SPF, DKIM, and DMARC (don’t worry—Agent CRM gives you instructions!)

💡 Why this matters: Verified domains tell email providers you’re a real business, not a spammer.

✅ 2. Avoid “Spammy” Words

Certain words and styles make email filters think you’re a spammer.

Avoid using:

🚫 Too many exclamation points (!!!)
🚫 All CAPS in your subject line
🚫 Words like “FREE,” “GUARANTEED,” or “ACT NOW”
🚫 Too many emojis 😊😊😊

Instead, keep your subject lines:
✔️ Clear
✔️ Professional
✔️ Short and sweet

💡 Example: Instead of “💥 ACT NOW! FREE QUOTE GUARANTEED 💥” try “Let’s review your policy this week”

✅ 3. Add Your Business Info in Every Email

Every email should include:
🏢 Your business name
📍 Your address
📤 An unsubscribe link

Not only does this build trust, but it also helps you follow email marketing laws (yes, those exist).

In Agent CRM, this is automatically added if you’re using the email builder—but double-check to be sure!

✅ 4. Send Emails to People Who Actually Want Them

If you send emails to people who haven’t heard from you in months (or don’t remember you), they may mark your email as spam. That hurts your reputation.

Here’s what to do:

✔️ Use Smart Lists in Agent CRM to create segments of people who recently opened or clicked an email
✔️ Clean your list by removing cold contacts every few months

💡 Pro Tip: Focus on quality, not quantity—sending to fewer, engaged people is better than blasting a cold list.

✅ 5. Keep Your Email Design Simple

Too many images, buttons, or flashy designs can send your message straight to the Promotions tab or spam.

Keep it clean:

✔️ Use mostly text
✔️ Limit to 1 image or 1 button
✔️ Avoid big logos and flashy banners

💡 Think about this like a normal email you’d send a friend—clean, short, and easy to read.

✅ 6. Ask Your Subscribers to Whitelist You

Sometimes, your emails end up in Promotions just because you’re new to the inbox.

Here’s what to ask:

In your welcome email, say something like:

“To make sure you get all my updates, please move this email to your Primary tab or add me to your Contacts.”

This tells their inbox that you’re safe and you belong in their inbox.

🚀 Bonus Tip: Test Your Email Before You Send It

Want to make sure your email looks good and passes all the spam tests?

Use a free tool like Mail-Tester.com:

  • It gives you a special email address

  • Send your test email to that address from Agent CRM

  • You’ll get a score showing you what to fix

This is an easy way to catch small mistakes before you send to your full list.

✅ Final Thoughts: Keep It Simple, Real, and Consistent

The goal of email marketing isn’t just to send messages—it’s to make sure they’re seen.

Follow the steps above and you’ll:
✔️ Land in more inboxes
✔️ Get better open rates
✔️ Build more trust with your leads

And if you’re using Agent CRM, you already have everything you need to put this into action.

👉 Need help setting this up? Join our daily live Zoom calls at http://live.agent-crm.com and our team will walk you through it!


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