Best Practices

Email Deliverability Guidelines

Follow these guidelines to ensure your emails reach recipients' inboxes and maintain a healthy sender reputation.

Gmail Sending Limits

Google imposes daily sending limits on Gmail accounts to prevent spam. These limits apply regardless of which tool you use:

Account Type Daily Limit
Personal Gmail (@gmail.com) 500 emails/day
Google Workspace 2,000 emails/day

Important: These limits reset every 24 hours. Exceeding them may temporarily suspend your ability to send emails.

Recommended Pacing

Sending too many emails too quickly can trigger spam filters and hurt deliverability. Here's what we recommend:

Start Small

If you're new to mail merge, start with 50-100 emails per day and gradually increase.

Spread It Out

For large campaigns (100+ emails), consider splitting across multiple days.

Warm Up New Accounts

New Gmail/Workspace accounts should build sending reputation over 2-4 weeks before large campaigns.

Avoiding Spam Filters

Follow these best practices to keep your emails out of spam folders:

1

Use a Clear Subject Line

Avoid ALL CAPS, excessive punctuation (!!!), and spam trigger words like "FREE!!!" or "Act Now!"

2

Personalize Your Emails

Use merge fields like {{First Name}} to make emails feel personal. Our AI helps with this!

3

Clean Your List

Remove invalid email addresses and people who haven't engaged in a long time. High bounce rates hurt reputation.

4

Include an Unsubscribe Link

SendMergeMail automatically adds an unsubscribe footer. Don't remove it - it's legally required in many countries.

5

Balance Text and Images

Don't send image-only emails. Include meaningful text content alongside any images.

Unsubscribe Management

SendMergeMail automatically handles unsubscribes for you:

  • Automatic footer: We add a small unsubscribe link to your emails
  • One-click unsubscribe: Recipients can easily opt out
  • Automatic blocking: We prevent you from emailing unsubscribed addresses
  • Cross-campaign protection: Unsubscribes apply to all your future campaigns

Pro tip: Never remove someone from your sheet just because they unsubscribed. Our system automatically skips them, keeping your data intact.

What Happens If...

...I hit Gmail's daily limit?

Gmail will temporarily block outgoing emails for up to 24 hours. SendMergeMail will show an error message. Wait and try again the next day.

...my emails go to spam?

Review your subject line and content for spam triggers. Consider sending a smaller test batch first. If the problem persists, your sender reputation may need time to recover.

...I get a lot of bounces?

Clean your email list by removing invalid addresses. High bounce rates (>5%) can damage your sender reputation. Consider using an email verification service for large lists.

...someone marks my email as spam?

Spam complaints hurt your reputation more than anything else. Only email people who expect to hear from you. If you're getting complaints, reconsider your list source.

Need Help?

Having deliverability issues? Contact us at support@sendmergemail.com and we'll help troubleshoot.