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How to Send Bulk Emails the Right Way

This guide explains how to send one email to many people without getting marked as spam.

Email2 min read12 steps

What is a bulk email?

A bulk email is one message sent to a large list of people. Examples are a newsletter, a shop update or an event notice. It is different from a normal email you send to one friend.

Why you must be careful

Mail servers watch for large sends. If many people mark your mail as spam, mail providers may block your domain. Your normal mail can stop reaching people too. Hosting servers also often have sending limits to protect all customers. Ask Hostvento support what applies to your plan before you send to a big list.

Rules to follow

  • Only send to people who agreed to get your mail.
  • Add a clear unsubscribe link in every message.
  • Use a real "From" address on your domain.
  • Write an honest subject line.
  • Never buy email lists.

Steps

  1. Build a list of people who said yes. Keep it in a spreadsheet saved as CSV. CSV is a simple file where each line is a person and the values are split by commas.
  2. Choose a tool made for sending newsletters. Examples are Mailchimp, Brevo or a mailing list plugin for your website. These tools handle the unsubscribe link, track results and slow down the sending to stay safe.
  3. Create an account in the tool and add your list. The tool shows an Import or Upload button for this.
  4. Set your From name and your From address.
  5. Write your message. Keep it short and clear.
  6. Send a test to yourself first. Check the links and how it looks on a phone.
  7. Click Send or Schedule.
  8. Afterwards, read the report. Remove addresses that bounced. A bounce is a message that could not be delivered.

Improve your delivery

  1. Ask Hostvento support whether SPF and DKIM are set up for your domain. These are records that prove your mail is real.
  2. Send small batches at first, then slowly send more.
  3. Avoid ALL CAPS and too many exclamation marks.
  4. Do not use only pictures. Add real text.
Tip: Do not send a big list from a normal mailbox with Cc or Bcc. It can break the sending limit and look like spam. Use a newsletter tool. For help, open a ticket at https://secure.hostvento.com/submitticket.php.

Quick recap

  • Send only to people who agreed.
  • Use a newsletter tool with an unsubscribe link.
  • Send a test first.
  • Remove addresses that bounce.
  • Ask support about sending limits on your plan.