Ever wondered why some of your emails land in spam while others reach the inbox? It all comes down to something called sender reputation. Think of it like a credit score for your email domain - just like banks use your credit score to decide if they should give you a loan, email providers like Microsoft and Google use your sender reputation to decide if your emails should go to the inbox or spam folder.
Understanding Microsoft's Spam Confidence Level (SCL)
Microsoft uses a specific scoring system called the Spam Confidence Level (SCL) to evaluate your emails. Like a credit score, lower numbers are better:
When your score is between 0-4, you're golden. Your emails are likely landing right in the inbox, just like having a credit score above 700 means banks trust you.
If your score hits 5-6, you're in the danger zone. Some of your emails might be going to spam - think of this like your credit score dropping into the 600s. Time to take action.
A score of 7-9 means you're in trouble. Most or all of your emails are probably going to spam, like having a credit score in the 400s. You need immediate action to rebuild trust.
You can improve your score in two key ways:
Getting positive engagement from recipients (replies, forwards, moving emails to inbox)
Following email best practices (proper authentication, consistent sending patterns, quality content)
How to Check Your Score
Want to know where you stand? Here's how to check your SCL score:
Send an email to any Microsoft email address (@outlook.com, @hotmail.com)
Have the recipient open your email
Click the three dots (...) at the top
Select "View" → "View message details"
Look for "X-Microsoft-Antispam" and find the "SCL=" number
The Fast Fix: The 14-Day Reset
If you discover your emails are going to spam, here's the fastest way to improve:
Completely stop sending campaign emails
Switch to warmup mode only
Set reply rate to 45%
Wait 7-14 days
Start sending campaigns again slowly
Think of this like a credit score "reset" - it gives Microsoft time to see that people actually want and engage with your emails.
Building and Maintaining a Strong Sender Reputation
Just like building good credit, building a good sender reputation requires consistent good practices. Here's your complete guide:
Write Like a Human
Your emails should sound like they're coming from a real person, not a marketing machine. This means:
Writing conversationally.
Using natural language instead of sales jargon
Including personal touches beyond just the recipient's name
Keeping things short and focused - 2-3 paragraphs maximum
Avoiding ALL CAPS and excessive punctuation!!!
Master Your Sending Patterns
Smart sending patterns are crucial for good deliverability:
Keep total daily emails under 60 per account
Split between 30 warmup emails and 30 campaign emails
Space out your sends throughout the day
Wait 2-5 days between follow-ups to the same person
Warm up new email accounts for at least 2 weeks
Start with 10 warmup emails daily, increasing gradually
Focus on Quality Lists
Your email list quality is like your credit history - it matters a lot:
Always verify email addresses before sending
Remove bounced emails immediately
Clean out non-engaging contacts every 30-60 days
Never buy email lists - build your own
Focus on business email addresses, avoid personal ones
Remove role-based emails (info@, sales@, etc.)
Technical Best Practices
Get these technical elements right:
Disable open tracking for better deliverability
Use custom tracking domains if you must track opens
Keep your sending infrastructure consistent
Skip images and fancy formatting - plain text looks more personal
Campaign Management
Smart campaign management helps maintain good reputation:
Start new campaigns slowly and ramp up gradually
Monitor reply rates (aim for 2%+ minimum)
Track and investigate any spam complaints
A/B test subject lines and content
Honor unsubscribe requests immediately
Stop sequences for anyone who asks
When to Take Action
If your emails are consistently going to spam even after following these practices for two weeks:
Implement the 14-day reset immediately
Review all your sending practices
Clean your email list thoroughly
Consider using a new sending domain if issues persist
Need Help?
Building and maintaining a good sender reputation isn't always easy, but it's crucial for email success. If you're stuck or need personalized guidance, don't hesitate to reach out to our support team. We're here to help get your emails back to the inbox where they belong.Remember: There are no real shortcuts to good deliverability, but following these guidelines consistently will help ensure your emails reach their intended destination.
Pro Tip: Keep an eye on your engagement metrics. If your reply rates drop below 2%, it's time to review and adjust your practices before your reputation takes a hit.