Writing emails that do not raise suspicion of being spam

Writing SPAM-free emails doesn't require a lot of effort, but it helps ensure recipients that your messages come across as professional and appropriate. Here are some tips that can help you do just that:

Appropriate subject line: Avoid suspicious or lurid subject lines, as these could be interpreted as spam or a phishing attempt. Keep the subject line concise and describe the content of the email briefly and precisely.

Use your work email address: This will ensure that your message is given a serious overall impression by your name and that of the university. Avoid e-mail addresses that could appear unprofessional or suspicious, e.g. private addresses or those without a clear name. This reduces the likelihood of your emails being categorised as SPAM.

Adapt the tone and style: Make sure your email has an appropriate and professional tone. Avoid spelling mistakes and use clear and precise language. Excessive use of capital letters, exclamation marks or emoticons should also be avoided as these could be seen as inappropriate or suspicious. Also avoid words or phrases that can be interpreted as SPAM signs by appropriate "SPAM checkers", such as exaggerated promises, financial offers or questionable content.

Do not use suspicious-looking attachments: If you use attachments in your email, make sure they are relevant and secure. Suspicious file formats or unexpected attachments can also be recognised as a potential threat by automated scanning systems. If possible, avoid using attachments and instead provide links to files or information.

Avoid suspicious language or content: Use neutral language and avoid potentially suspicious or offensive content. Be careful with the use of technical terms or acronyms that may not be understandable to the recipient. Tailor the content of your email to the recipient and stick closely to the subject of the message.

Be polite and respectful: Avoid offensive or derogatory remarks and make sure your message is clear and understandable. Address the recipient's questions or concerns in a factual manner.

Opt-out option: Give recipients the opportunity to unsubscribe from your e-mail distribution list. Make sure your emails include a prominent link or instructions on how to unsubscribe and honour unsubscribe requests promptly.

Review your email before sending: Read your email thoroughly before you send it. Look for errors, ambiguous wording or content that looks suspicious. Check spelling and grammar to make sure your message looks professional and understandable.

Remember that the context and the recipient of your email also play a role. Take this background into account and adapt your message accordingly.