How can we help you?

Email Best Practices

Email deliverability is an incredibly complex problem but the impact is simple -- your users and candidates need to receive your messages to keep your hiring goals on track! Below we've outlined some frequent pitfalls and possible solutions to help ensure your messages have the best shot of reaching their intended recipients.

 

1. Check your email verification

Messages sent through Greenhouse may seem like they are coming from your normal email address, but they are actually sent on behalf of one of our third-party mail servers. When you first sign up for Greenhouse, the From: field will list your email address, but the Sender: field -- where the email is actually coming from -- will list the mail server instead. Since spammers have been known to use a similar method to imitate legitimate email addresses, sometimes mail providers will start to mark these messages as spam or block them altogether.

Luckily, you can verify your domain to let mail providers know that your company has given us permission to send on your behalf, which should drastically improve your overall deliverability rate. Nearly 100% of companies without verified domains will report issues with missing messages at some point, so we'd suggest working with your IT team to get things verified sooner rather than later.

2. Check your spammyness score

Certain sites allow you to send a test email to check the overall health of your domain to see whether past behavior has negatively impacted your deliverability. If you're concerned about things going to spam, try a site like this!

3. Create a new email domain for recruiting

If outgoing emails to candidates are getting caught by spam filters due to the overall health of your company's domain, consider asking your IT team to create a separate email domain for users on the recruiting team (ie. user@companyrecruiting.com or user@companycareers.com). After the new domain is created, please contact www.greenhouse.io/asksupport or your account manager to ensure that the new email domain gets verified and is added to your Greenhouse account! 

4. Allowlist our mail providers' IPs to help internal deliverability

If your users aren't receiving automated emails, @mentions, or other messages sent through Greenhouse, consider asking your IT team to allowlist our mail providers' IP addresses

5. Add an email signature

Did you know you can add an email signature to your Greenhouse profile, then include it in your email templates so it's always readily available? Not only does it help give context to your role in the company and jazz up your templates, but emails with professional signatures are less likely to be flagged as spam!

6. Create longer templates

Short emails, especially ones that include links, are more likely to be flagged as spam. If you're sending out the same types of messages over and over (like the Candidate Availability Request Message), consider adding a little more content to that template to hopefully avoid getting flagged.

7. Add specific content in the body and subject

Sending many identical messages all at once could increase your chance of being flagged as spam, so using the tokens for candidate name and other specific information might help improve deliverability over time.

8. Avoid Spam words

Some words are spammier than others, so make sure the verbiage you're including in your emails doesn't contain too many of these types of words

9. Keep your emails targeted and specific

Your email deliverability score can be negatively impacted over time if too many of your sent messages are flagged as spam — and candidates are more likely to mark a message as spam if it is not directly relevant to them. To ensure you are sending only personal, pertinent emails to your candidates and prospects, we encourage you to use the bulk email feature sparingly, and to email individual candidates directly when possible.

For situations where your team prefers to send a bulk email, Greenhouse Recruiting caps each bulk message at 10,000 recipients. Click here to learn more.

10. Remove or update invalid candidate email addresses

If you receive a bounce back email indicating a message could not be delivered due to an invalid address, etc, remove the email address from the candidate's profile. Contact the candidate through an alternative method to request an updated email address.

Continuing to send messages to an invalid email address can hurt your email deliverability score, making your messages appear suspicious to candidate email providers. This increases the possibility that email providers will automatically flag messages from your domain as spam.

11. Provide candidates an unsubscribe option

If candidates want to be removed from your mailing list and don't see a clear opt-out process, they might mark your messages as spam. Avoid this potential damage to your email deliverability score by letting candidates know how they can be removed from future messages. Below, we've provided an example of language you might consider adding to your email templates:

If you no longer wish to receive messages from COMPANY, please contact us at EXAMPLE@EXAMPLE.COM and request to be removed from our mailing list. Be sure to confirm the email address we should remove from our system.

Your team can then check the Do Not Email option on the profiles of candidates who requested to opt out. This action prevents users from inadvertently emailing these candidates through Greenhouse Recruiting.