For a business to be successful, one of the foremost attributes is communication. Communication acts as a medium in which the business concerns can interact with their clients. The way you communicate with your clients has a great impact on the quality of your business.
There are multiple ways in which you can communicate with your clients. But from the business point of view, communication must be professional. Being professional with your clients can help in the enhancement of your business. One of the professional media of communication is emails.
Emails are considered the most professional form of communication in the business environment. It is widely used by businessmen to interact with their clients.
Even though emails are very convenient and easy to handle, still you have many chances of getting into trouble. The most widespread turmoil that most people encounter is the bouncing of emails.
What is bouncing of emails ?
Now, what is known as bouncing emails? I will brief you on it. An email is said to be bounced when the message you sent to your client’s email address(receiver) did not reach them, instead, it again bounced back to you (sender).
You will be notified when the email you sent to the clients returns to you. But, do not panic. This is a usual happening when it comes to the dealing of huge email addresses.
This bouncing of email is divided into two types. They are,
- Hard bounce
- Soft bounce
Both of these bounces may happen at any point in time. It seems to be a threatening factor but you have different ways to solve them and safeguard your business from being collapsed.
What is a hard bounce?
A hard bounce is an email that is sent bounced back to the sender for some permanent reasons. The reasons may include invalid domain name, nonexistent email address, or unknown recipient.
Knowingly or unknowingly you might have included the spam email addresses to your mail list and you have not been keeping an eye on your mail list to check the active recipients.
Proper cleaning and maintenance of the email list will aid in a hassle-free business experience. Make sure that nothing inside your business concern is hindering your growth.
When it comes to a business point of view, you must always make sure that your email list is always up to date and error-free. Have an organized mail list with only the wanted and respondent clients. Avoid piling up the mail list and you will be less worried.
What is a soft bounce?
A soft bounce is something temporary that may occur in case when the mail is being sent to the client and it has reached them but due to some reasons, it has bounced back to you. This is not a permanent issue and it can be fixed so easily. Beware of what’s going on in your mail recipient list and have a keen check on the clarity of your email list.
Here are a few reasons for the soft bounce of an email,
- The recipient’s mailbox is full and it cannot have access to the further emails.
- There could be some server issues and the email might have some transmission issues.
- Soft bounce can also occur if you send large messages to your recipients and the mailbox cannot accept it.
How to fix hard bounce in email?
Hard bouncing of email is something that has to be fixed as soon as it is found. It is a permanent bug and therefore it can damage the entire progress of your business. There are many applications available in the market to deal with this issue. There are some common mistakes you would have been made unknowingly and that might have ended up in the hard bounce of the emails that you are sending.
How to fix hard bounce in emails? A commonly asked question. Even when the question is being answered, it’s all up to you in how you are applying it to your problem. Here are some steps to fix the hard bounce issues,
- Have an updated mail list.
- Maintain a hygienic recipient list.
- Use a double opt-in form.
- Check before sending it.
- Scrutinize the email delivery.
- Incorporating the mail management option.
- Email list cleaners.
Have an updated mail list
Anything that is of outdated context may forcefully harm your business. This can be even your communication media. Business concerns send and receive numerous emails a day. This is just a process of exchanging information. But it owes a lot towards the progress of your business.
When it comes to the hard bounce of your sent emails, you should be even more cautious. You all know what causes the hard bounce of the emails. Before you send emails to your clients make sure that your email list is updated. The outdated email list lacks clarity and thus lands in unwanted chaos.
Have a routine of updating your email recipient list. Make it a practice to safeguard your credit position among your clients. Beware of what’s happening inside your mail list and stay up to date.
Maintain a hygienic recipient list
Maintaining a clean and hygienic recipient list is what you need right now. Always have an eye on the hygiene of your mail list. Never dump too many invalid email addresses just to have a filled up mail list.
Too much of anything is good for nothing. So shortlist your client’s email addresses based on their validity, responders count, active participation, and analyze whom to remain in the list and whom to dispose of.
A survey in response to the email list can be more effective. It can be done based on the client’s past performance. Not all of your clients make a valid response to you and they will have no responsibility to inform you about their invalid email address. There are many ways in which you can maintain a hygienic mail list.
- Clean up the misspelled email addresses.
- Check for the validity of the email addresses.
- Use the market applications to scrub your mail list now and then.
- Dispose of the bulk distribution email addresses.
These are how you can scrub your mail list and maintain its clarity and improve your business performance.
Use a double opt-in form
Using the double opt-in to validate your mail list is more of a simple process. In this double opt-in method, you send a verification mail to all your recipients and ask for a sign in to check out whether that particular client is interested in your business. If the client is active and he/ she is interested in continuing with your business, they should sign up for this double opt-in form.
It acts as an indicator to you and shows up all the interested clients and these signup clients can be marked as those who are interested in your work, they are likely to receive your emails, and they do not put you on the spam list. You will be notified of all the signup clients and thus it is very easy for you to declutter your mail recipient list.
Check before sending it
Once you finish drafting your email and you are all set to send it to your clients, make a complete check on the structure and your language but before all this check to whom you are sending it.
If you are not done with your email scrubbing process, first, go with that and then start sending your respective emails to your recipients. Always have a keen check whenever you are sending the email because a lack of proper checking leads to major problems and confusion which might hamper the overall growth of the business.
Scrutinize the email delivery
By having a regular check on the delivery of your emails you can reduce the risk of hard bounce rates. Check with your clients, whether they are reading, responding, or being likely to receive your mails.
By regular tracking of your email delivery, you can have an apparent idea of your bounce rates and you can relatively compare your results with your previous emails.
Once you are on the track of checking the email delivery, deliberately you can control those bounce rates. Now you have found out your bounce rates then you’re next move must be on the controlling measures.
Don’t avoid the bouncing of emails. It may seem to be nutty initially, but it has the power to make you go where you started. So never underestimate the bounce rates instead work on how effectively you can control it.
Incorporate the mail management option
Using an effective email management system both you and your clients will have no worries and you can also remain safe in your position. Why it is so important to manage your emails?
If you have a proper idea of how you are sending your emails, how many of them, how many of them are sent, and how often your emails are bounced back, you will have a hassle-free interaction ion with your clients.
Email management has a lot of things to deal with. Scheduling the emails that are to be sent plays a major role in an effective email management system.
Email list cleansers
The email list cleansers are one of the simplest methods you can opt to deal with the hard bounce of emails. The email list cleansers are applications that are designed to fix these bounce back of emails. There are many applications available in the market. Choose what suits you or what you need right now and then go for it.
Some of the email list cleansing applications are,
- Email Checker
- MailGet List Cleansing
- Pabbly Email List Cleansing
- Bounce less. Io
When it comes to business, there arise numerous hardships. Not all of them are permanent. In the same way, the hard bounce of the emails even though they are permanent they can be easily fixed. It needs more concentration and quite some smart work to deal with these bounce backs.
I have suggested some of the simple ways in which you can fix the hard bounce of your emails. Now, your part is only to implement it into your business and enjoy a bounce-free email list.