If someone can send an email pretending to be you, your business is at risk. Phishing scams, domain spoofing, and spam emails can trick your customers and harm your sender reputation overnight.

This is why DMARC software is so important. By authenticating your emails and reporting unauthorized use of your domain, DMARC stops bad actors from exploiting your brand.

Below, we’ve rounded up six of the best DMARC tools, each with its own strength, to help you choose the right protection for your needs.

What is DMARC Software?

DMARC software helps you implement and manage the DMARC protocol without having to manually handle DNS records or read complex reports. These tools automate the process of monitoring who’s sending email on behalf of your domain, analyzing authentication results, and providing actionable insights.

Instead of working through XML reports from multiple inbox providers, DMARC software presents the data in dashboards, charts, and alerts, making it easier to spot unauthorized senders.

Many solutions also include SPF and DKIM alignment checks, guided policy setup, and enforcement recommendations to strengthen your email security over time.

Types of DMARC Software

Not all DMARC tools serve the same purpose. Some focus on continuous oversight, while others provide quick, on-demand checks. Knowing the difference can help you choose the right solution for your workflow.

DMARC Monitoring Tools

These run in the background, collecting DMARC reports from inbox providers and translating them into visual dashboards or alerts. They’re ideal for ongoing oversight, letting you track sending sources, detect new threats, and measure authentication performance over time.

DMARC Checkers

Designed for quick lookups, these tools verify if a domain has a valid DMARC record and whether it’s configured correctly. They’re useful for spot-checking your own domain or investigating suspicious senders. However, they don’t provide the ongoing tracking or analytics of full monitoring solutions.

Some platforms combine both capabilities, offering quick checks alongside long-term reporting and enforcement features. The best choice depends on whether you need continuous protection, quick diagnostics, or both.

How to Select the Best DMARC Software

Not every business has the same email security needs. Here are some key factors to consider:

Without further ado, let’s explore the best DMARC solutions out there.

Top DMARC Software by Use Case

1. Moosend DMARC Checker

best dmarc software

Moosend’s free DMARC Checker tool lets you instantly verify whether a domain has a valid DMARC record and if it’s properly configured. The tool is designed for quick lookups, making it easy to spot missing or misconfigured records that could leave your domain exposed.

Beyond DMARC, Moosend can conduct SPF and DKIM checks (with a Moosend account), allowing you to test the full chain of email authentication in one place. Since it’s web-based, there’s no setup required. You simply enter a domain and review the results.

Pros

Cons

Pricing

Moosend’s DMARC Checker is completely free to use. If you want to take advantage of the marketing features of the platform, paid plans start at $9/month.

2. EasyDMARC

easydmarc checker and monitoring tool

EasyDMARC is a comprehensive platform built for organizations that want full visibility and control over their email authentication. It goes beyond simple record lookups by providing dashboards, forensic reports, and tools to enforce DMARC policies across multiple domains.

There is also a handy integration with Cloudflare, allowing you to set up the DMARC record in a single click (if your domain’s DNS is managed in Cloudflare). Advanced features include BIMI record management, SPF flattening to simplify DNS records, and email source analysis that helps pinpoint unauthorized senders.

Pros

Cons

Pricing

EasyDMARC offers a free tier with basic functionality (1,000 monthly emails, 14-day data history, visualization of your XML file, etc.). It can be a great solution for small websites that do not require e-commerce features. Paid plans include more advanced features and tools and start at $44.99/month.

3. Dmarcian

dmarcian domain checker

Dmarcian is among the most trusted solutions, created by a co-author of the DMARC standard. The tool focuses on helping businesses understand, deploy, and maintain DMARC with step-by-step guidance.

The platform collects aggregate and forensic reports, translates them into accessible visuals, and provides actionable recommendations for moving from “monitor” to “reject” policies safely. It has a strong knowledge base and a smooth setup process, making it ideal for both personal and commercial use.

Since Dmarcian is a comprehensive tool, it may feel “intimidating” or advanced for beginners.

Pros

Cons

Pricing

Dmarcian offers a lengthy 30-day free trial. Paid plans start at $24/month (billed monthly).

4. PowerDMARC

powerdmarc dashboard

PowerDMARC is built for organizations that want deep visibility into how their domains are being used across the internet. It provides detailed reporting that breaks down every sending source, authentication status, and policy alignment in real time.

The platform supports not only DMARC but also related standards like SPF, DKIM, MTA-STS, and BIMI, making it a full-stack email authentication solution. It also comes with AI threat intelligence, which can detect phishing attempts and brand abuse early.

Pros

Cons

Pricing

The tool offers a 15-day free trial. Paid plans start at $8/month.

5. OnDMARC

red sift ondmarc monitoring tool

OnDMARC is designed to make DMARC adoption straightforward, even for businesses without in-depth technical expertise. One of its best features is the guided setup process that provides step-by-step recommendations on how to configure SPF, DKIM, and DMARC records correctly.

The platform automatically analyzes your email ecosystem, highlights misconfigurations, and suggests the safest next steps so you can move toward a strict enforcement policy with confidence.

OnDMARC also supports BIMI for displaying brand logos in inboxes, which acts as an additional layer of security for your business and reputation.

Pros

Cons

Pricing

OnDMARC offers a 14-day free trial. Paid plans start at $46/month, with pricing scaling based on the number of domains and features required.

6. Valimail

valimail dmarc software

Valimail is another worthy tool to consider if you want to automate DMARC enforcement. Instead of manually tweaking DNS records or digging through XML reports, the platform guides you through setup with clear instructions and handles much of the process in the background.

Its automation feature can automatically discover all the services sending email on your behalf and help you authorize or block them with a few clicks.

The polished and intuitive dashboard also shows you which sources are compliant and where enforcement gaps exist. For larger organizations, integrations with Microsoft 365, Google Workspace, and other major providers make rollout much smoother.

While smaller teams may find it more than they need, Valimail is one of the most efficient solutions for enterprises that want scale and minimal manual work.

Pros

Cons

Pricing

Valimail offers a free tier called Valimail Align, which covers basic DMARC alignment monitoring. For advanced automation and enforcement features, pricing is customized to meet the specific needs of each enterprise.

Improving Your Security with DMARC Software

Securing your domain with DMARC is essential for protecting your brand, your customers, and your sender reputation. Whether you select a free tool or commit to a more robust solution, the important step is getting started.

With DMARC in place, you’ll face fewer phishing attempts, build more trust in your emails, and strengthen the foundation of your digital communication.

Frequently Asked Questions (FAQs)

Here are some common questions around DMARC platforms.

1. What is DMARC?

DMARC is an email security standard that helps organizations protect their domains from being misused in phishing and spoofing attacks. It makes sure that only authorized senders can use your domain to send emails, while also giving you reports to see who is trying to send on your behalf.

2. What is SPF and DKIM?

SPF (Sender Policy Framework) and DKIM (DomainKeys Identified Mail) are two methods used to verify that an email really comes from the domain it claims. SPF checks whether the sending mail server is allowed to send emails for your domain, while DKIM adds a digital signature to prove that the message hasn’t been altered in transit. Together, they help prevent spammers and phishers from forging your emails and are key building blocks for DMARC.

3. What are the benefits of using DMARC software?

DMARC tools make it easier to protect your domain from phishing, spoofing, and unauthorized use. Instead of working through complex raw reports, it gives you clear dashboards and alerts to spot threats quickly. It also helps you enforce authentication policies safely, improve email deliverability, and maintain a strong sender reputation. In short, DMARC software saves time, reduces risk, and builds trust in your emails.

4. Is DMARC difficult to implement?

Setting up DMARC can be tricky if you do it manually, since it involves editing DNS records and interpreting raw XML reports. However, DMARC software makes the process much easier. Most tools guide you step by step, provide clear recommendations, and translate reports into dashboards you can actually understand. This way, even teams without deep technical expertise can roll out DMARC safely and move toward full enforcement.

5. Are there any free DMARC tools available?

Yes, several free DMARC tools can help you get started. Moosend’s Free DMARC Checker lets you instantly verify if a domain has a valid DMARC record and whether it’s properly configured. Another free option is EasyDMARC, which provides limited reporting for a single domain. While these tools are great for quick checks, businesses that need ongoing monitoring usually benefit from upgrading to a paid solution.

An email campaign consists of three core elements: the idea, execution, and the email marketing report.

The last part is essential for your strategy, as it provides a way to track and analyze performance, ultimately optimizing your future campaigns.

In this article, we’re going to cover what an email marketing report is, how to create one, and the core metrics you need to track.

What is an Email Marketing Report?

An email marketing report is a spreadsheet or comprehensive dashboard that shows the key metrics related to your emails. It provides a clear picture of how well your email marketing campaigns are performing, helping you measure success and optimize your strategies.

It can track various performance indicators like your open and click-through rates, and help you come up with actionable insights. For example, it might reveal that emails with personalized subject lines have higher open rates, or that campaigns sent on Tuesdays perform better than those sent on Fridays. These insights can help marketers and teams make data-driven decisions.

If you’re starting with email marketing reports, keep in mind that they can be basic, pointing to the key metrics of an email marketing campaign. Or they can be custom reports, with data like “Top 10 customers” or “Best performing day and time.”

Lastly, an email marketing report can help you compare performance with previous campaigns or email marketing statistics and industry benchmarks. This will put your performance into perspective and help you identify trends over time, such as improvements in engagement or declines in open rates.

The Importance of Creating Email Marketing Reports

Email marketing reports are not just numbers on a screen. They’re key tools that help optimize your email campaigns and align your messages with your overall business objectives.

Reports matter because they help:

Let’s dive into more detail and explore some common use cases.

Making data-driven decisions

Email marketing reports provide useful data and testable hypotheses, helping marketing teams refine even the most subtle elements, like the color of a CTA button, the sender name, or an underperforming segment.

For example, an eCommerce store noticed that its email metrics had dropped below the industry average. Using an email marketing report template, they discovered that emails sent early Monday mornings had the lowest engagement, while Thursday afternoons worked best for all segments except for the 20–25-year-old demographic.

This insight helped them shift their primary send time to Thursday afternoons, excluding the underperforming segment. Instead, this group received targeted offers on Saturdays.

Demonstrating ROI to stakeholders

Email marketing might be the channel with the highest ROI, but marketing teams still need to prove its value to stakeholders. This makes transparent email marketing reports essential, as they provide visual evidence that email marketing actions can deliver measurable results and actionable insights.

Here’s a common use case: An agency used email reports to attribute $150,000 in monthly revenue directly to email campaigns. The report highlighted growth in the client’s subscriber list size and conversion rates from email links.

Presenting this data to the client helped the agency justify the marketing strategy by showing how email campaigns contributed to overall marketing performance.

Spotting trends and opportunities

Email reports reveal behavioral trends and shifts in engagement that open the door to new strategies and improvements.

For example, a travel agency tracked device usage via email reports and saw a steady increase in mobile opens. At the same time, they saw an unsubscribe spike and recognized that there was a problem with their email templates. This trend led the agency to use an email platform with mobile-responsive email templates.

As a result, this pivot increased click-through rates, improved bookings from email traffic, and decreased unsubscribe rates.

Aligning with broader marketing goals

Email marketing doesn’t exist in isolation. For campaigns to give results, they must align with the company’s overarching business and marketing objectives. Email marketing reports ensure this alignment by offering clear data on how email interacts with other channels, supports company goals, and contributes to the broader marketing objectives of a brand or company.

For instance, a retail chain combined email report data with loyalty program insights. They discovered that high-value segments responded better to exclusive product announcements and early access offers. Integrating this data into their broader customer engagement strategy resulted in an increase in purchase frequency among this segment.

Which Marketing Metrics to Track

As marketers, we’re all familiar with open and click-through rates. But effective email marketing reports go beyond surface-level stats. They focus on metrics that drive meaningful insights and contribute to your bottom line.

Here are the key email metrics to track and include in your email marketing report.

1. Open rate

Definition: The percentage of delivered emails that were opened by recipients.

Open rates indicate how attention-grabbing your subject lines are, how well you targeted each segment, and whether your audience is interested enough to engage. Open rates alone don’t drive business results, but they’re an early indicator of potential engagement.

2. Click-through rate (CTR)

Definition: The percentage of recipients who clicked on at least one link in your email.

CTR shows actual engagement with your email content. High CTRs indicate your message is relevant, and your call-to-action (CTA) is effective. It’s directly tied to traffic generation and lead nurturing, depending on the case.

3. Deliverability rate

Definition: The percentage of sent emails that successfully reach recipients’ inboxes, as opposed to spam or bounces.

If your emails aren’t reaching the inbox, your content has no chance to be seen. Tracking email deliverability helps you spot issues with list hygiene, sender reputation, or spam filters.

4. Conversion rate

Definition: The percentage of recipients who complete a desired action (like signing up or completing a purchase) after clicking on a link.

Conversions reflect the direct revenue impact of your email campaigns. A high conversion rate signals that your email content resonates and creates a seamless path from click to action.

5. Unsubscribe rate

Definition: The percentage of recipients who opt out of future emails.

This metric reveals audience dissatisfaction. High unsubscribe rates could indicate irrelevant content, too frequent emails, or poor targeting.

6. Bounce rate (hard and soft)

Definition: The percentage of emails that couldn’t be delivered. Hard bounces are permanent (e.g., invalid email addresses), while soft bounces are temporary (e.g., full inboxes).

A high bounce rate hurts sender reputation and deliverability. Tracking bounces ensures your email list quality stays high, and your campaigns reach real recipients.

7. Spam complaint rate

Definition: The percentage of recipients who mark your email as spam.

High complaint rates damage your sender’s reputation and can lead to deliverability issues. It’s important to monitor this metric to avoid blacklisting and ensure compliance with email best practices.

8. Revenue per email

Definition: The total revenue generated divided by the number of emails sent.

This metric shows the financial impact of each email, making it easy to compare campaign performance and prioritize what drives results.

9. Return on investment (ROI)

Definition: The revenue generated from an email campaign, excluding the total cost of its production.

ROI tells you whether your email marketing is profitable. It’s a key metric for securing stakeholder buy-in and justifying investment.

10. Engagement per segment

Definition: Analysis of open, click, and conversion metrics across different audience segments.

Not all subscribers behave the same way. Tracking engagement per segment lets you tailor your content and improve your targeting.

11. Performance by device or/and email client

Definition: Comparison of engagement metrics based on the device and email client used.

Understanding device and client preferences ensures your emails are optimized for the platforms your audience prefers. Poor mobile or client performance can hinder engagement.

Individually, each metric offers valuable insights. Together, they provide a holistic view of your email performance. They help you identify technical issues, refine targeting, improve engagement, and demonstrate business impact.

How to Create an Email Marketing Report

Creating an effective email report isn’t just a task to check off. It’s your opportunity to make data-driven decisions, justify budgets, and optimize your marketing strategy.

However, some reports are helpful, and others are full of unnecessary details. Here’s how to create one that drives results.

Understand why you need an email marketing report

Before diving into charts and metrics, be clear on the report’s purpose. It should serve a specific goal, like performance analysis.

Build one that looks like this template:

transactional campaign report example

For this example, we have an eCommerce store that wants to measure the success of its latest transactional campaign. This email marketing report template shows all the core performance metrics for this campaign, including opens, clicks, unsubscribes, and bounces. They are essential if you want to know how successful your transactional campaign was.

After the metrics analysis comes the decision support: what should you test, optimize, or cut next? In our report, we can see that 66% of emails haven’t been opened. Perhaps the subject line doesn’t clearly indicate the transaction or is too bland altogether. This would be a hypothesis to test out and, later, optimize.

Another key purpose is stakeholder alignment. Your report shows the value of your campaign. This transactional email marketing report can be shared with team members as part of a brainstorming session for optimizing subject lines.

Lastly, your report supports strategic planning by showing how email performance contributes to broader marketing KPIs, such as customer retention, revenue growth, or conversion rates.

Building an email marketing report with Moosend

With email marketing tools like Moosend, you can choose between default report templates or fully customizable reports to match your needs.

To get started, log in to your account and click on “Campaign Reports.” As you can see below, each campaign comes with its own built-in reports:

basic campaign reports

Click on a campaign to view its dashboard, including key metrics and user actions.

campaign performance overview

More specifically, you can:

These built-in reports cover the basics. For deeper insights, head to “Custom Reports” in your dashboard and select the widgets that align with your specific goals.

For example, if you’re running a promotional campaign for your brand-new hotel, you can use a custom report to see which custom fields performed better, and target those contacts with an exclusive offer.

custom report widgets

Want more granular data? Use ”Top Recipients” to see who opened your email most often, or ”Top Links” to find the most popular destinations.

You can select a widget from the following categories:

Email Marketing Report Examples

As a marketer, you don’t need more dashboards, Excel sheets, or CSV files. You need clarity, which is what a well-structured email marketing report delivers.

Of course, well-structured can mean different things depending on your team’s goals. But there’s a rule of thumb. A good email marketing report goes beyond vanity metrics like open rates and focuses on data that drives real conversions.

Example A: eCommerce email marketing report

ecommerce email report

At a glance, this eCommerce brand report covers opens, clicks, and revenue, but it also goes deeper with metrics like product recommendations, latest orders, views, and revenue tracking.

What are the key takeaways of this report?

Example B: Transactional campaign report

transactional campaign report example

This transactional campaign is focused on shipping confirmation. While not sales-driven, transactional emails still offer valuable opportunities to build stronger customer relationships.

What are the takeaways from this report?

However, there is a unique finding. The CTR looks a bit off for a transactional campaign. A rate of 0% could mean that:

You can fix such issues by adding clear, bold CTAs like “Track Shipment” or “Explore related items.”

Example C: A/B test campaign report

Another action you could take would be to run an A/B test campaign. In Moosend’s platform, an A/B test campaign comes with its own report:

a/b testing campaign example

As you can see above, the A/B email marketing report shows comprehensive results split by opens and clicks.

If we scroll down a bit, we’ll see a full performance breakdown.

a/b test campaign full performance breakdown

Here are some key takeaways from this report:

Email Marketing Report Templates

Juggling multiple campaigns, keeping in mind industry benchmarks, and catering to various audiences comes with some pains. A well-structured email marketing report template can be a powerful ally.

Instead of building your report from scratch every time, use the following templates to standardize your process, save time, and ensure you’re tracking the metrics that matter.

Performance overview

Use the performance overview template to evaluate the success of a specific campaign. Review the clicks by hour, day, or month, and benchmark your results against industry averages:

performance overview

Tip: Use this email marketing report template after each campaign to quickly assess what worked and what didn’t. To make things more granular, add a widget that makes sense for your specific campaign’s needs, like ”Campaign Status,” that shows a donut chart with key metrics like opens and bounces, for easy visualization.

Track link clicks

This email report template shows you how your content performed; in other words, where your audience clicked the most and what stood out to them.

Tracking link clicks over specific time intervals can help uncover hidden content and activity trends.

track link clicks

Tip: Download your report as a PDF or a CSV file or use Excel to store your data. Create month-over-month reports to spot patterns in engagement and user behavior over time.

Track recipient activity

The “Track recipient activity” template gives you insights into how individual recipients interact with your email campaigns.

This way, you move beyond broad averages and understand audience behavior on a more granular level.

track recipient activity

Tip: Pair this campaign template with the ”Top 10 Products for a Specific Member” widget to target each customer with tailor-made offers.

Track activity by location

This email marketing report template can give you insights into your brand’s best-performing regions. Great for brands with a global audience, it helps localize content, timing, and offers.

track activity by location

Tip: Pin down key holidays by region and tailor special campaigns. For example, plan offers around Diwali if India is your best-performing location.

Bonus Tips to Improve Your Performance

Reading reports is one thing. Interpreting them and taking action is where the real value lies. Building Excel files and benchmarking against your industry are smart habits. But those alone won’t move the needle.

Here are some insider tips to better understand your reports and improve your performance.

Create behavioral segments

Demographics can’t help you on their own. Along with them, track:

Then, use these micro-segments to send targeted follow-ups that speak to actual behavior.

Evaluate performance across your email sequence

When evaluating automated sequences, look beyond the overall revenue or performance. Pay attention to how engagement changes throughout the flow. This can reveal important insights about audience behavior.

For example:

Tracking these patterns helps you optimize for retention, engagement, and ROI, not just total output.

Creating Better Email Marketing Reports

Email marketing reports are more than just data in an Excel file or a dashboard on your email marketing tool. They’re your trusted decision-making assistants. The key is not just to read data, but to interpret it and take action.

Track your performance month-over-month or year-over-year, and across different campaign types. Meaningful comparisons, along with benchmarks, will help you spot trends and improve your campaigns.

Remember, email marketing reports are the starting point, not the end. Use them to create a better strategy, have a smarter execution, and achieve better results.

Email might not be the newest channel, but for healthcare brands, it’s proving to be one of the most effective ways to reduce no-shows and keep patients engaged.

That’s because while your team is stuck on hold or buried in paperwork, a well-timed email can do the heavy lifting, delivering the right information without adding to the chaos. And we’re not talking about one-size-fits-all blasts. We mean appointment reminders that work, follow-ups that show you care, and wellness tips your audience looks forward to.

But that’s just the beginning of what email marketing can do for healthcare businesses.

In this guide, we’ll explore what healthcare email marketing is, its benefits, and how it differs from other industries. We’ll also walk through essential campaign types, real examples, and the tools that make it all possible.

The doctor is in… your inbox.

Deliver personalized patient communications with powerful email automation.

Try Moosend

What is Email Marketing for the Healthcare Industry?

Email marketing for healthcare is a way for medical professionals, clinics, hospitals, and health-related businesses to stay in touch with patients and clients through email.

Instead of relying only on phone calls or printed letters, healthcare providers can use email to quickly reach people with updates, health tips, or important alerts.

For example, a dental office might email patients to remind them of their upcoming appointment, while a clinic might send a newsletter about seasonal allergies or flu shots.

Benefits of Healthcare Email Marketing

Let’s say a group of patients came in for routine blood tests. In the past, they’d have to return to the clinic just to collect their results or wait for a phone call they might miss.

Now, clinics give patients the option to get an email the moment their results are ready. They can read it on their phone, forward it to another doctor, or save it and keep a digital record.

That’s just one example of how email marketing makes life easier for both patients and providers.

Apart from that, email can benefit your broader healthcare marketing strategy by:

Lastly, email is one of the most cost-effective ways to reach patients, offering a high return on investment and increased patient engagement.

How Healthcare Email Marketing Differs from Other Industries

While email marketing follows similar principles across various industries, such as eCommerce or B2B, healthcare email marketing comes with a unique set of needs and responsibilities.

If you want to get it right, you first need to get yourself familiar with them because this isn’t (only) about sending the right message to the right person.

Privacy matters more

Healthcare emails often involve personal health details or appointment information.

That means they need to follow strict privacy rules, such as HIPAA in the U.S. Unlike promotional emails, which can be full of flashy sales, healthcare emails must be trustworthy and confidential.

Even something as simple as a reminder email needs to be written and delivered in a way that protects patient information. Also, you can’t include personal diagnoses or private records unless you have the right tools and consent in place.

Trust over sales

In retail or B2B, the goal is usually to sell a product or service. In healthcare, the main goal is to establish trust. As patients want to feel supported, your emails should focus on being helpful, educational, and respectful.

If you do need to promote a new service or product, it’s better to highlight how it’ll help them reach their goals.

For example, present the benefits for the patient, such as how your product or service can improve their well-being, save time, or make care more accessible.

Reassuring and relevant content

Healthcare topics can be sensitive, emotional, or even scary for some people. Unlike sales email copy, healthcare emails should be supportive and easy to understand.

Imagine a patient receives an email with a subject line like “Important Notice About Your Condition.” Even if it’s a routine update, the wording could cause unnecessary stress.

That’s the kind of anxiety healthcare emails should avoid.

Different timing and triggers

Emails are often triggered by actions like signing up for a trial, abandoning a cart, or downloading a resource. In healthcare, though, timing is more personal and patient-centered.

For example, if a patient hasn’t scheduled their annual check-up, you might send a gentle reminder: “We noticed it’s been a while since your last visit. Let’s get you back on track.” Or after a visit, you could follow up with helpful next steps or recovery tips.

The goal is to stay helpful and relevant at every stage of the patient’s journey.

Accessibility and design requirements

Patients vary widely in age, ability, tech-savviness, and even their preferred method of reading information. That’s why healthcare emails need to be easy to read and navigate for everyone.

Small fonts, busy layouts, and hard-to-click buttons can frustrate or even exclude readers, especially older patients or those using assistive devices. A clean, mobile-friendly design with large text, clear headings, and simple calls to action (CTAs) makes a big difference.

The way healthcare organizations use email is changing fast. Now, it’s all about smarter, safer, and more inclusive communications, tailored to each patient. And, of course, artificial intelligence (AI) couldn’t be absent from the list.

Here are some of the trends you should keep in mind:

Types of Healthcare Email Marketing Campaigns with Examples

There are many ways to utilize email in healthcare, but certain campaign types are more crucial than others.

Let’s take a look at the most popular and effective types of emails that healthcare providers should prioritize. Also, each one includes a real-world example to show you how it works in practice.

1. Double opt-in confirmation email

A subscription confirmation email ensures that the person signing up genuinely wants to receive your emails, helping you stay compliant with privacy regulations like GDPR and HIPAA.

It also reduces fake signups, protects patient data, keeps your list free of spammers, and improves deliverability rates.

Here’s a simple example from Bayer.

Subject line: [Action Required] Confirm your subscription

healthcare email marketing

What works:

Always explain why confirmation is needed. This sets the tone for a transparent communication exchange going forward.

2. Thank you for subscribing

These emails are sent right after someone successfully gets access to your platform, portal, or newsletter content.

In healthcare, you can send this email after your new subscriber completes your newsletter signup process, regardless of being single or double opt-in.

Healthy Children delivers a personalized confirmation email to new subscribers right after they register.

Subject line: AAP Healthy Children Registration

Thank you for subscribing email

What works:

3. Welcome email message

A welcome email is your chance to make a strong first impression. Once a subscriber confirms their email or registers, this is the message that explains what they’ll get from staying connected with you.

Welcome emails differ from confirmations and thank-you messages, as they are meant to introduce your brand and set expectations.

Let’s see an example from P&G’s email newsletter.

Subject line: Welcome to P&G The Science Behind

Welcome email message by p&g

What works:

Tip: Use visual elements like P&G did, or short bullets to make benefits easy to digest.

4. Educational email campaigns

Educational content helps build long-term trust by providing existing and prospective patients, caregivers, or healthcare professionals with helpful information.

They position your brand as a reliable source of knowledge, helping you raise awareness, encourage healthier habits, and support informed decision-making.

You can send educational emails regularly or align them with health awareness events, product launches, webinars, or new research updates.

Pfizer sends a monthly newsletter called The Breakthrough to share how it drives change.

Subject line: Pfizer’s Impact, AI’s Future, Men’s Health & More

Educational email campaign by pfizer

What works:

5. Appointment confirmations

Another essential healthcare email marketing campaign you need is appointment confirmations.

These transactional messages offer patients peace of mind by allowing them to check their appointment details without needing to call you.

When set up right, they enhance professionalism and reliability without requiring additional administrative effort.

Let’s take a look at a simple appointment confirmation from doctoranytime.

Subject line: Confirmed appointment with Dr. Stefanou

Appointment confirmation by doctoranytime

What works:

6. Appointment reminders

Once a patient confirms an appointment, the next most important thing is making sure they actually show up. Appointment reminder emails are practical tools to reduce no-shows and improve care delivery.

These reminders are especially helpful when patients book days or weeks in advance and may forget. By sending a gentle nudge 24 to 48 hours before the visit, you keep your schedule on track and show patients you’re organized and thoughtful.

For instance, doctoranytime sends this clean, informative reminder email a day before the appointment.

Subject line: Appointment reminder with Dr. Stefanou on 11/02, 10:00AM

Appointment reminder by doctoranytime

What works:

7. Re-engagement campaigns

Even the best patients can become disengaged at times. That’s where re-engagement emails step in. These messages are designed to win back inactive subscribers or patients and remind them of the reasons they initially signed up.

Among other things, these emails are effective because they focus on results, showcase real outcomes, and provide a reason to return.

A great example comes from Parsley Health.

Subject line: The truth about Parsley Health

Re-engagement campaign by parsley health

Source

What works:

8. Order confirmations and updates

If your healthcare brand ships products, like supplements, prescriptions, or wellness kits, an order confirmation email reassures customers that their order has been received and is in good hands.

These messages should clearly list items, along with their quantities, so customers know exactly what to expect. They also include contact information in case there’s an issue with the order or delivery.

Here’s a healthcare email marketing campaign from Pharmacy295.

Subject line: Order confirmation from Pharmacy295

order confirmaion by pharmacy295

What works:

Tip: Add estimated delivery times or shipping updates to reduce support requests and improve customer satisfaction.

9. Preventive care emails and seasonal outreach

This healthcare email marketing campaign helps brands stay top of mind while positioning themselves as proactive wellness partners.

They provide practical health advice tailored to the time of year, assisting audiences to build healthy habits before issues arise.

For instance, you can send preventive care emails to inform your audience about their annual flu shots or how to handle spring allergies.

Here’s how Tiny Health approaches summer and gut health.

Subject line: What to do (and skip) this summer

Preventive care emails and seasonal outreach by tiny health

Source

What works:

Other healthcare email types to use

In addition to order confirmations and re-engagement emails, here are a few more email types that healthcare businesses can add to their strategy.

Healthcare Email Marketing Best Practices

Effective healthcare emails should be as helpful and reassuring as possible.

Below, let’s see some simple, effective best practices you can implement in your healthcare email marketing strategy to keep them valuable.

Keep your copy jargon-free

When writing healthcare emails, always aim for simplicity. Your subscribers don’t need medical degrees to understand your message. They need to know what to do next without having to search for complex terms on Google or call you.

Skip the heavy clinical language. Instead, explain things in simple terms that anyone can follow. For example, instead of “dermatological inflammation,” say “skin irritation.”

Plain language improves readability and ensures that every reader, whether they’re a busy parent, a patient with a chronic condition, or someone seeking answers, can take action with confidence.

Write valuable subject lines

A good healthcare email subject line should convey important information at first glance, especially in high-priority emails.

Let’s say you’re sending an appointment reminder. Instead of something vague like “Upcoming appointment,” opt for a straightforward and actionable copy line, as doctoranytime did: “Appointment reminder with Dr. Stefanou on 11/02 at 10:00 AM.”

This example works well because it includes all the necessary information. Even if the recipient doesn’t open the email, they’ll receive immediate value just from the subject line.

Whenever possible, write subject lines that answer the reader’s most immediate questions, like what this is, when it is happening, and why I should care.

Here are some healthcare subject line examples to get inspired:

Ensure HIPAA and privacy compliance

When sending emails that include patient health data, such as exam results, appointment details, or survey responses, privacy must come first.

For example, Papandreou Medical Services sets a good example by clearly stating that the email is confidential, intended only for the recipient, and that unauthorized sharing is prohibited.

HIPAA and privacy compliance by papanderou medical services

They also offer patients the option to opt out of future electronic communication and inform them of their rights under local data protection laws.

For your healthcare emails, especially those with personal data, be sure to:

This ensures your email communications meet the required standards.

Further reading: Check our email marketing for hospitals guide for more tips.

Segment by patient type

Sending osteoporosis updates to a 22-year-old or acne reminders to someone who booked a hearing test? That’s a quick way to lose trust. Patient-type segmentation helps you avoid that by keeping emails relevant and useful.

One smart way to start is with a topic-based newsletter signup form. Bayer, for instance, lets subscribers choose what they care about, such as Pharmaceuticals, Consumer Health, or Crop Science, so they only receive content that fits their interests from day one.

bayer Segment by patient type

Once someone starts interacting with your brand beyond receiving newsletters, you can refine their segment using data like appointment type (e.g., pediatrics, cardiology), exam results, test orders, or prescription history.

You can also set up a preference center to let subscribers and new patients update:

Always go beyond demographic segmentation to ensure your audience receives content tailored to their needs and preferences.

Focus on accessible and responsive design

Everyone should be able to read and interact with healthcare emails, regardless of device or ability.

One way to ensure this is by using pre-made responsive templates like the following, which are already designed with accessibility in mind.

They typically feature a clean, single-column layout, clear CTAs, and mobile-friendly formatting, saving you time while making your emails easy for all readers to engage with.

healthcare email template by moosend

Customize it

Now, to ensure a good level of accessibility for everyone:

Further reading: Take a look at our email accessibility guide for more tips.

Set up automated workflows for common touchpoints

When someone subscribes to your list, downloads a resource, or books an appointment, they expect a timely response. However, for many healthcare teams, manual follow-ups are simply not realistic.

Email automation, in this case, will let you streamline the process and ensure that your recipients receive the right communications at the right time. This will not only keep them engaged but also help them get answers the moment they need them.

welcome email automated workflow by moosend

Try this recipe

For example, you can use a welcome series to automatically send an email with helpful info or next steps after someone signs up for your newsletter.

You can even add more messages to your series to guide them through your services, introduce care providers, or share tips tailored to their health interests. This way, you’ll create a smoother patient experience from day one.

Have a consistent sending schedule

Timing matters more than ever in healthcare. That’s why you need a consistent email schedule.

Additionally, regarding the best day to send, Thursday and Tuesday generally yield the best results, while weekends tend to see lower engagement.

best day to send an email

That said, always test what works for your list and audience. Your best sending time may vary depending on the patient’s habits and the type of email you’re sending.

Monitor important metrics

To improve patient engagement, start by tracking key email marketing metrics like open rates, click-through rates, and email list growth.

These insights will help you understand what’s working and what needs improvement. Then, use A/B testing to compare subject lines, email content, or send times to optimize future campaigns.

By monitoring performance regularly and testing based on real data, you can send more relevant emails that drive better results.

Best Healthcare Email Marketing Tools

Not every email marketing platform is designed to meet the demands of the healthcare industry.

To ensure your patient communications are secure, here’s what a healthcare-friendly email marketing service should offer:

Moosend

healthcare email marketing platform moosend

Moosend is a healthcare-friendly email marketing tool suitable for online pharmacies, wellness providers, clinics, and private practices that seek powerful automation features without a steep learning curve.

The service has received a third-party attestation from EY confirming that it meets key HIPAA requirements for logical and physical security, operational resilience, incident management, and change management.

This means healthcare businesses can confidently use Moosend as part of their HIPAA-compliant infrastructure, especially for campaigns that don’t involve PHI, such as newsletters, appointment reminders, and wellness content.

Best features

Pricing

Moosend’s Pro plan starts at $9/month for 500 subscribers and includes all core features, such as unlimited email sends and an SMTP server. For more advanced or specific needs, the Custom plan allows you to create a personalized feature set that meets your goals. Larger healthcare businesses can also opt for the Enterprise plan.

You can also try Moosend for free by signing up for the 30-day trial.

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Constant Contact

constant contant email marketing tool

Constant Contact supports HIPAA-compliant use cases only if you sign their standard Business Associate Agreement (BAA).

While they won’t customize the agreement, once signed, it allows healthcare providers to use the platform in accordance with HIPAA requirements, as long as no sensitive PHI (such as mental health, substance abuse, or HIV data) is included.

This makes Constant Contact a viable option for non-sensitive healthcare communications, such as appointment reminders, general follow-ups, or wellness updates.

It also offers robust data protection, including encryption, role-based access controls, and multi-factor authentication, along with reliable list management and segmentation tools.

Best features

Pricing

Paid plans start at $12/month with the Lite plan, which supports 500 contacts and offers basic email and social tools. The Standard plan costs $35/month and includes automation features to help streamline communication. For those needing advanced segmentation, reporting, and marketing capabilities, the Premium plan is available at $80/month.

You can try the platform by signing up for the 14-day free trial.

Amazon SES

amazon ses healthcare email marketing tool

Amazon Simple Email Service (SES) is a cloud-based email platform that healthcare providers can use to send secure transactional and marketing emails at scale. As part of the Amazon Web Services (AWS) ecosystem, SES can be configured to support HIPAA compliance when used within a HIPAA-eligible AWS account and under a signed Business Associate Agreement (BAA).

It’s best suited for tech-savvy healthcare teams or developers who need a flexible, API-powered solution for sending appointment confirmations, lab notifications, or system alerts without relying on a traditional email marketing interface.

Best features

Pricing

Amazon SES follows a pay-as-you-go model. You pay $0.10 per 1,000 emails sent or received, plus $0.12 per GB of attachments. New AWS users can get up to 3,000 message charges free each month for 12 months and receive $200 in AWS Free Tier credits.

Healthcare Email Marketing Made Easy

A strong email marketing strategy for healthcare begins with understanding what patients need, which includes timely updates, helpful content, and clear communication.

Once your strategy is set, the tools you choose will shape the results. HIPAA-compliant email platforms give you the foundation to protect sensitive data without losing marketing power. Add in smart automation, secure list management, and segmentation, and you’ll be able to deliver the right message at the right time.

Ready to put it into action? Start with a free Moosend account and discover how simple and secure email marketing can be for your healthcare brand.

FAQs

Below, let’s answer some common questions regarding healthcare marketing.

1. What does HIPAA compliance entail?

HIPAA compliance entails adhering to a set of rules designed to protect patients’ health information. This includes keeping data secure, limiting access to sensitive information, and using systems and vendors that also meet HIPAA standards, especially for any platform that stores or transmits patient data.

2. What happens if you use a non-HIPAA-compliant email service to send messages with PHI?

If you send emails containing protected health information (PHI) through a platform that isn’t HIPAA-compliant, you risk serious legal and financial penalties. It also compromises patient privacy and can damage your organization’s reputation.

3. What types of healthcare emails can I send without including PHI?

You can safely send general wellness tips, office updates, event invitations, and promotional content, as long as they don’t reference specific patient information or conditions. Always avoid including names, treatment details, diagnoses, or appointment specifics unless you’re using a HIPAA-compliant provider.

4. What is a BAA?

A Business Associate Agreement (BAA) is a legal contract between a healthcare provider and a vendor that handles PHI on their behalf. It ensures the vendor meets HIPAA requirements for safeguarding sensitive health data.

5. Is Mailchimp HIPAA compliant?

No, Mailchimp does not currently support HIPAA-compliant use cases and won’t sign a BAA. It’s not a suitable option for sending emails that involve PHI.

6. What other marketing channels can I use along with emails?

To enhance your healthcare marketing strategy, consider integrating email campaigns with social media channels, such as Facebook, Instagram, or LinkedIn. This cross-channel approach helps increase visibility, boost brand awareness, and reach patients where they’re most active.

“Yeah, those were the days,” said the old lady with short, golden hair and a flowered skirt, smiling through the doorway. Holding a cup of tea, she had just reminisced about the good old days, gazing at the other characters in the room through her pink-tinted glasses.

Only for twenty seconds, until she was gently ushered back to her room. It was too early for her to appear.

That was Nostalgia, one of the emotion-characters in Pixar’s Inside Out 2. She had rushed into a teenager’s mind, only to be reminded that her time would come later in life.

The adult audience laughed knowingly. Because we’ve all felt it; that powerful, emotional mix of joy, longing, and comfort that comes with remembering the past.

And as a content marketer, I took notes.

More than a quick feeling

Form stronger bonds with email subscribers through nostalgic campaigns.

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What Is Nostalgia Marketing?

Nostalgia marketing refers to the use of familiar, fond memories from the past to create a strong emotional bond between a brand, product, service, or event and its target audience. Top brands like Coca-Cola and McDonald’s have tapped into this marketing strategy to connect with consumers.

According to recent studies, nostalgic triggers, such as retro packaging, can significantly influence consumer behavior. This sense of comfort and familiarity often resonates with audiences, leading to more positive brand evaluations. Marketers use these moments to boost customer loyalty, increase sales, and enhance brand awareness.

Nostalgic elements can be integrated across all marketing channels, both online and offline, depending on the brand’s goals and the audience’s demographics.

For example, if you’re targeting busy millennials, social media and email campaigns are great means to remind them of their carefree days. Meanwhile, Gen X might be more moved by a commercial featuring music from the ‘70s, aired during a favorite TV show.

Why Nostalgia Marketing Works in Emails

Now, let’s move to a channel we know well—emails. Is there room for nostalgic stimuli in busy inboxes? Of course, there is. Let’s admit it, this channel is rarely predictable, so a different email approach can quickly stand out, giving the brand that brought it to life an extra edge.

So, when used thoughtfully, nostalgia in emails can:

Whether you’re launching a ‘90s product like Nintendo or writing a “back in the day” message, nostalgia can help you boost your email performance, if you find its secret ingredient.

How to Use the Power of Nostalgia in Email Marketing Campaigns

Would everyone respond to a “Come on Barbie, let’s go party” campaign theme? Probably not. Crafting a successful nostalgia marketing strategy takes more than a catchy throwback. It requires brainstorming, audience insights, and thoughtful planning.

Here’s a step-by-step guide to create a resonant, nostalgic experience:

1. Know your audience’s golden era

To trigger feelings of nostalgia, you first need to understand your target audience inside and out. For instance, Gen Z might be moved by the Wii or Disney Channel originals like High School Musical, while millennials are more likely to connect with early social media like Myspace or tech throwbacks such as Game Boys.

To uncover your audience’s golden era, ask yourself:

You can also look for overlapping themes that spark positive memories across generations. For example, Polaroid cameras are embraced by both generations as a retro habit.

Where can you find that information? Use analytics and social listening tools to understand your target audience’s habits and interests. Keep an eye on current trends on TikTok and see what other brands are doing to get inspired.

2. Use visual elements that evoke the past

Your email should feel nostalgic at first glance. To achieve that, use retro-looking visuals, vintage color palettes, and grainy textures. You can also create GIFs that refer to different snapshots of the past or add old-school images based on the generation you’re targeting.

Here’s a nostalgic-themed email campaign from The Marigny announcing a collaboration with Molly Baz, a cooking influencer that mixes old and new harmoniously:

Subject line: Molly Baz x The Marigny = Drink What?🍷

nostalgia marketing example

To save time, use premade templates from popular email marketing services and tailor them to your needs using the drag-and-editor. You can easily include all your brand elements, including your logo, color palettes, and fonts.

Moosend editor with old-fashioned template

Try Moosend for free

3. Write copy that sparks memories

Words can create worlds—and in our case, evoke memories. Adjust your copy and messaging to fit the nostalgic theme through powerful storytelling that aligns with your email design.

Even small additions can work wonders. Add a slogan, jingle, or reference to shared experiences from the past to trigger positive emotions. You can also open your email with a nostalgic subject line, such as “This Email Smells Like Teen Spirit 🎸” or “20 Years Later… Still Your Favorite” to create a sense of connection and curiosity.

Your call to action will ultimately shape your copy. Don’t lose sight of the email’s purpose just to sound nostalgic. Always align your messaging with your audience, and make sure your nostalgic cues resonate with them. Otherwise, you risk confusing rather than engaging.

4. Build campaigns around nostalgic themes

Need a compass to guide your nostalgia marketing campaigns? You can lean on recurring nostalgic themes, such as back-to-school or anniversary emails. These are natural opportunities to connect with your audience without sounding forced.

You can create an email series like Throwback Thursdays and pair it with blasts from the past. This consistency will keep your subscribers engaged.

Plus, if you’re in eCommerce, you can combine this marketing tactic with promotions to boost sales. To promote brand loyalty, pair these campaigns with incentives such as discounts or early access to limited-edition products.

For example, a fashion brand could run a “Back to the ‘90s” campaign every Thursday in August, featuring retro-inspired pieces and a nostalgic playlist to match the vibe.

5. Highlight nostalgic product or content angles

Want to reintroduce beloved products from the past to your audience? Choose unique content marketing angles and narratives to guide your storytelling.

For example, use “then vs. now” stories to show how your products have evolved over time. This not only highlights innovation but also reinforces your brand’s history and longevity.

You can also share limited-edition throwback items that evoke a sense of nostalgia and serve as a shared legacy between your brand and your customers. Consider re-releasing popular classic items that long-time customers will appreciate, and new audiences will be excited to discover.

Check out this bold Mother’s Day campaign by Velocity: they re-engineered a classical 1971 model in pink to honor moms on this special day:

Subject line: A Pink Bronco for Mom? Now That’s a Power Move.

Velocity nostalgic email example

6. Segment your audience thoughtfully

Personalization is a key email marketing tactic that leads to higher conversion rates. If you want to target different audiences, instead of searching for a single narrative that will delight them all, send tailored content that resonates with each group.

You can easily implement this strategy using email marketing software with robust audience segmentation features. Define a clear goal for each email list you want to target and deliver visuals and copy that will truly move them.

Let’s imagine you want to create two different Super Bowl campaigns for older and younger audiences. For example, you can send Gen X and Boomers footage from top games from the 70s to 90s, and create a 2000s edition for millennials and Gen Z.

Can you think of an example that would apply to your industry?

7. Keep it authentic

Sometimes, if you don’t do enough preparation or misread your target audience’s needs or interests, you risk sounding irrelevant—or worse, cringe-worthy. Nostalgia works best when it’s genuine and successfully connects the past with the present.

So, avoid using forced references just because they’re trending again, especially if you haven’t found the right framework or context to deliver them. Instead, focus on shared experiences that spark emotion and align with your brand’s values. Otherwise, it might come across as a misguided rebranding attempt.

If you want to take a slower approach to this strategy, you can conduct A/B testing and compare nostalgic messaging with a more predictable email style or reach out to a small segment to see how they react.

Real-life Examples of Nostalgia Marketing in Emails

Let’s see a few inspiring nostalgic email campaigns from popular brands and why they work:

Taco Bell

Subject line: A craving for every decade 😍

Taco Bell email example

Taco Bell created a limited time menu for every decade from the ‘60s to the ‘00s to give customers a little taste of the past.

Why it works:

Duvin

Subject line: Built for Beachin’ 👕

Duvin nostalgia in email

Duvin is a fashion brand that blends modern copy with retro design to promote their beach line.

Why it works:

Netflix

Subject line: Booking confirmation: Stranger Things: The Official Store

Netflix retro email campaign

Netflix invited Stranger Things fans to a dedicated store to relive the 80s and feel like they’re a member of the series universe.

Why it works:

Athletic Brewing

Subject line: Campfire Nostalgia: Lodge Life fireside brew is back! 🔥

campfire nostalgia email by Athletic Brewing

Athletic Brewing re-released one of their brews and informed customers with this announcement email.

Why it works:

Blush

Subject line: Yuppies: The 80s Are Back in Style!

Yuppies style email example

The design brand Blush created a promotional campaign dedicated to the 80s.

Why it works:

From Nostalgia to Nowness

What makes you feel nostalgic at the moment? Is it the taste of an ice cream flavor, a video game you played when you were young, or a song you used to mumble from the back seat while your parents drove you on a road trip?

Whatever it is, remember that nostalgia is a bridge; it connects the past to the present in a way that feels both personal and universal. In nostalgia marketing, there are no gaps. Just moments waiting to be rediscovered and reimagined.

When done right, nostalgia doesn’t just remind people of who they were. It reminds them of who they are now, and why your brand still belongs in their story.

It happens to everyone. You mistype a link or move a page without updating the URL, and suddenly you’ve got a 404 error.

No big deal when you see it because you know how to fix it. But when a visitor runs into that same error? They’re probably hitting the back button and leaving your site for good.

In this post, we’ll walk through what 404 errors are, why they matter more than you might think, and how to fix them step by step.

What is a 404 Error?

A 404 error pops up when the page someone’s trying to visit can’t be found. Technically, it’s an HTTP status code that tells you “This page doesn’t exist.”

404 errors are considered client-side errors, meaning the browser couldn’t complete the request. However, they aren’t always the visitor’s fault. Sometimes, they happen due to poor site management, like broken links or deleted pages without proper redirects.

The way a 404 error is displayed depends on the website. For example, on Moosend’s website, users will see this message: “Moops! It seems that the page you are looking for has gone with the wind.”

404 error

Amazon’s 404 page says “SORRY, we couldn’t find that page,” while Flickr shows “This is not the page you’re looking for.”

Despite their different appearances, these all represent the same 404 error code.

Other common 4xx errors are:

Internal vs External 404 Errors 

When you’re auditing your site with tools like Screaming Frog and Ahrefs, you’ll usually see 404 errors split into two types: internal and external.

Between the two, internal 404s are the bigger issue, especially for SEO and user experience. They interrupt your site’s flow and make it harder for visitors (and search engines) to explore your content.

That said, external 404s aren’t great either. They can still frustrate readers since you’re linking to outdated or broken resources.

What Causes a 404 Error?

There are a few reasons someone might land on a 404 page, but the most common are:

While these two scenarios account for the majority of 404 errors, there are also less frequent technical causes, like:

If you’ve ruled out typos and deleted pages, it’s best to loop in a developer to deal with the technical issues.

The Importance of Fixing 404 Errors

A few broken links might not seem like a big deal. But they can quietly do a lot of damage to your website’s performance, both in search engines and in your users’ eyes.

Decreased SEO performance 

Search engines like Google rely on links to discover and rank your content. When those links lead to 404 errors, it disrupts the process and may prevent important pages from being indexed.

Too many broken links can signal poor site health, potentially leading to lower search rankings.

Higher bounce rates 

Internal links help users navigate your website and find relevant information. When they click on a broken link, they’re more likely to leave rather than backtrack.

This leads to higher bounce rates and shorter sessions.

Lost traffic and conversions 

If people can’t find what they’re looking for, they’re less likely to stick around, trust your brand, or come back.

That means fewer signups, purchases, or any other actions you’re aiming for.

How to Fix 404 Errors

Before investing time into fixing a 404 error, double-check it’s not something simple. Ask yourself:

If the 404 error persists, here are three ways to fix it:

  1. Remove the URL: This is a good option when the URL doesn’t serve a purpose anymore or is no longer relevant to the content.
  2. Replace the URL with a working alternative: For example, if a localized page like “example.com/uk” has been removed, consider replacing it with the general version “example.com” (as long as it delivers a similar experience or information).
  3. Update both the URL and the context: When pointing to outdated content or products and services that no longer exist, you’ll likely need to revise both the address and the copy around it for accuracy and clarity.

Tip: If you’ve deleted an internal page, make sure to add a 301 redirect pointing to a relevant live page. Even if you remove all internal links to the deleted resource, external websites may still link to it. And you can’t control those. Also, users will get a 404 error if they’ve bookmarked the now-deleted page. Redirects ensure visitors and search engines reach a useful page instead of hitting a dead end.

How to Identify 404 Errors

Fixing 404 errors as you find them is great. But doing regular audits to catch them all is even better. Here’s how to track broken links and keep your site in good shape.

Step 1: Detect 404s

For this guide, we’ll use Screaming Frog, which is free for the first 500 URLs. But pretty much any tool that can crawl a website and return 404 links will do.

How to fix 404 errors - screamingfrog

Then, click on any 404 URL and open the “Inlinks” tab at the bottom panel to see which pages link to it and what anchor text is used.

You can choose to check for internal errors, external errors, or both.

screamingfrog platform location, error and anchor

Note: You can usually ignore 403s as they occur due to websites blocking bots. Unless you have a reason to investigate further, focus on the confirmed 404s.

Step 2: Log the errors in a spreadsheet

Keep track of every broken link and every fix you make, especially when collaborating with multiple team members, like SEOs, editors, and developers.

Create a spreadsheet with at least these columns:

404 error log

To extract data from Screaming Frog:

That gives you a clear list of what needs fixing and who’s doing what.

screamingfrog data extraction

Step 3: Apply the fixes

Now that you’ve identified and logged the broken links, start applying one of the three actions:

Make sure to document the changes in your spreadsheet to maintain visibility across your team.

Keeping Your Website Clean and User-Friendly

404 errors hurt your SEO and frustrate your website visitors.

With regular audits, using tools like Screaming Frog, and some team coordination, you can stay ahead of them and keep your site running smoothly.

FAQs

Let’s take a look at some common questions about 404 errors.

1. What’s the difference between errors 404 and 410?

Both 404 and 410 indicate that the page you requested isn’t available. However, they have different intents. 404 means the page can’t be found, but it might still exist or return in the future. Maybe it was deleted, moved without a redirect, or the URL was misspelled.  410, on the other hand, means the page is deleted on purpose and will remain deleted forever.

2. Are 404s bad for SEO?

Yes, 404s can negatively impact your SEO performance, especially when they involve internal links. Search engine crawlers use links to navigate your website, understand its structure, and index your content. Broken links disrupt this process and can weaken your SEO performance.

404s won’t necessarily prevent bots from crawling your site, especially if you also have sitemaps in place. But too many broken links signal poor site quality. This means that you could lose search rankings and user trust. Plus, when visitors run into 404s, they’re less likely to explore other pages, which can further hurt traffic and engagement.

3. How do I fix 404 errors?

You can identify 404 errors with an SEO tool like ScreamingFrog, which scans your site and lists all broken links. Once found, you can delete or replace the broken links. Make sure to redirect deleted pages with a 301 redirect to a relevant page using a tool like Yoast.

You can also use Google Search Console to monitor internal 404 errors. However, it won’t show where those broken links appear on your site or the anchor text associated with them. It’s most helpful if you plan to add 301 redirects to each URL, rather than cleaning up link placements.

4. What is a soft 404?

A soft 404 means your page is returning a normal (200 OK) status code, but the page doesn’t actually exist. In other words, your server tells search engines that there is a page there, even though there isn’t. This can confuse search engines and lead to poor indexing behavior. Even if Google eventually flags the page as a soft 404, it still treats it as a thin, low-quality page, which doesn’t reflect well on your site. That’s why you should fix soft 404s just like normal 404s and improve the page with meaningful content.

With third-party data phasing out, marketers are turning to sources they can control. And while zero-party data vs first-party data often sounds like a debate, both help you understand your customers.

Think of the Friends scene where Rachel hands Ross “18 pages, back and forth,” explaining what she needs to get back together after their breakup.

That’s zero-party data: voluntarily shared information and terms. But Ross barely skims it, choosing instead to respond based on Rachel’s past behavior and what he thinks he knows about her.

That’s a challenge brands face, too. First-party data tells you how your audience behaves. It’s incomplete on its own, though. When customers willingly share zero-party data, it’s better not to ignore it.

In this guide, we’ll break down the difference between zero-party and first-party data, why zero-party deserves more attention, and how proper data collection leads to more targeted emails and stronger customer relationships.

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Zero-Party Data vs First-Party Data: Differences and Examples

Zero-party data is information that customers willingly share with you. It’s an intentional action, often in exchange for something they value, like a small incentive or the promise of personalized emails and offers.

Imagine a food blogger inviting users to sign up for an online culinary workshop. In the form, they’re asked to enter their cooking experience and favorite cuisine. Once they sign up, they’ll get a welcome email with a free recipe collection tailored to their taste.

Other kinds of zero-party data include:

First-party data, on the other hand, is information collected passively while customers interact with your brand. In this case, permission is implicit. Plus, there’s no (immediate) reward, unlike incentivized zero-party data.

Let’s say a visitor browses beginner photography courses on an online learning platform. They select a course titled “Photography Basics,” click on the signup button, but don’t complete the form. Although they didn’t share more, the intention is clear.

Here are the most common sources of first-party data:

The Case for Prioritizing Zero-Party and First-Party Data

With spammy practices and phishing attempts on the rise, consumers are more protective of their data. Intrusive tactics like third-party cookies are no longer an option, which means marketers can’t rely on others for audience information.

Enter zero-party and first-party data. While different in nature, they’re both reliable insights that help you understand your customers and send emails that resonate.

In the case of first-party data, you have digital footprints that showcase your audience’s preferences. But while they might know you’re tracking their behavior, they don’t directly say what they want or control which data you collect.

Whereas in zero-party data collection, everything is explicit. Customers know you’re gathering their data, for what purpose, and (hopefully) how you’ll use it. You hand over control, so they decide what to tell you. As a result, you get accurate and up-to-date information to use in future emails.

Business-wise, you might prioritize zero-party data due to privacy concerns. However, it’s not just about compliance. It’s mostly about putting your customer first. And that’s how you build trust and long-term engagement.

Think about lead magnets: they’re not just incentive swaps for contact details. They initiate conversations built on value, consent, and mutual interest.

Recent research shows that these are the top factors influencing brand preference:

zero-party data vs first-party data

Source

Zero-party data helps you meet these expectations when handled properly. To make that happen, let’s see how you can put data into action and create one-of-a-kind emails that “make customers feel like VIPs.”

How to Collect Zero-Party Data the Right Way

Far from being a privacy-friendly replacement for cookies, zero-party data is an ongoing opportunity to turn emails into dialogues and personalization tools. Here’s how:

Focus on essential data first, and build gradually

Some marketers fear that relying on zero-party vs. first-party data means knowing less. But what you do know matters more.

Consumers are willing to offer brands direct feedback on their needs when it feels relevant, not intrusive. That’s why it’s important to be strategic about when, how, and why you request information.

Start by collecting only the data you need to improve their immediate experience. For example, when someone creates an account, ask about the goals they want to achieve with your product or service.

A meditation platform might offer goal-based options during account creation (e.g., reducing stress or sleeping better). That way, they can guide users to the most relevant features or content instead of putting everyone through a one-size-fits-all onboarding.

So, always prioritize the kind of information that serves a clear, timely purpose. Each data request should feel like a helpful step forward, not a trade-off.

Starting small helps you build trust over time. You might think: “What if I need more data?” Well, you should think of zero-party data collection as a progressive process instead of a set-it-and-forget-it strategy.

As you keep addressing their pain points, your customers become more open to sharing deeper insights.

For example, it makes sense for a cosmetic brand to ask for a customer’s birthday during email signup so they can send birthday offers.

Just like e.l.f. Cosmetics does on their website:

account creation form on e.l.f. cosmetics website

The brand starts by asking for the visitor’s birthday and then uses loyalty program interactions to learn more about their skin type, favorite products, and routine. This gentle approach allows them to send personalized product recommendations down the line.

Treat every email as a conversation starter

Every email campaign you send is a useful touchpoint, a chance to learn something new about your audience. It doesn’t have to be a formal survey, quiz, or review request after a purchase.

Even your weekly newsletter could serve as a zero-party data collection opportunity.

Let’s say you run a productivity app and send a weekly newsletter with short, actionable tips. In one of them, you offer tips on how to stay productive while working remotely. At the bottom of the email, you add a one-click poll: “Was this helpful?”

Based on the answers, you create a segment of contacts interested in remote work focus strategies—the ones who answered “yes” to the poll. Building on that interest, you can schedule an email series with content around home office routines or distraction blockers.

When you treat every email as a potential feedback loop, you engage in a dynamic dialogue rather than just broadcasting information. This interaction helps you stay up to date with your audience’s evolving needs in real time.

email campaign by Herman Miller prompting readers to enter a giveaway

Herman Miller did a wonderful job in this email. The feedback request sounds more like a friendly invite to “keep the conversation going” than a business message. To encourage recipients to share more about themselves, they invited them to enter their giveaway for one of the brand’s top-selling products.

Create meaningful email preference centers

Having an email preference center in your email footer is an excellent alternative to a plain unsubscribe link. However, it’s more than just a retention tool.

Email preference centers serve as mini personalization engines, helping you serve subscribers better by delivering content and offers that match their interests.

Here’s what you can learn:

Email preference center data is a great example of zero-party data at work. You give recipients the option to adjust their preferences whenever they want, keeping your data up to date. On the other hand, they get control over what they want to share. Which makes them more likely to stick around and stay engaged.

Let’s take the example of a pet care company. Subscribers use their email preference center to express interest in grooming products. This one data point unlocks various content ideas that resonate, ranging from care routine guides to short videos showing grooming techniques.

But here’s the key: honor their choices. For example, if a recipient opted for weekly newsletters, don’t send them daily emails. Respect builds trust, and trust builds retention.

Volkswagen's email preference center where readers choose press release types and frequency

Adding topic preferences to an email preference center is a standard practice. Volkswagen takes it a step further by offering subscribers the option to receive press releases as soon as they’re published. And fresh content sells fast.

Want to offer this kind of control to your recipients? You can build an email preference center with Moosend and allow them to choose what they want to hear about, and when.

Add interactivity (and fun) to data collection

Interactivity has been on marketers’ radar for some time. The difference is that today consumers have higher expectations.

It’s not that users don’t like quizzes anymore; but they want them to be actually fun, not feel like work. If your questions sound like a newsletter signup form or a feedback survey, you’ll lose their attention fast.

Instead, focus on turning preference-sharing into a fun experience. One that feels like a game they play without leaving their inbox.

For instance, you can use interactive quizzes to:

With interactive quizzes incorporated into your emails, you gather immediate feedback on their interests, and they get personalized recommendations or even a bit of insight about themselves. Win-win.

Besides tailored results, you can also offer them exclusive content, early access to new products or services, or small discounts in return for their participation.

three-step email quiz by Harry's delivering the ideal shower scent

 

Harry’s email invites subscribers to find their ideal shower scent through a three-step quiz. The questions are simple (e.g., “How do you spend your ideal Saturday morning?”) and tied to a specific scent profile.

The brand turns the quiz results into a tailored product recommendation to prompt the subscriber to buy. And if they don’t take the quiz, Harry’s lets them browse for themselves.

Engage your loyalty program members

Offering customers loyalty points is an effective way to drive repeat purchases. But that’s not their sole purpose.

You can also reward customers for other valuable actions, like leaving a review, submitting a star rating, or updating their profile. Loyalty programs are prime opportunities for zero-party data collection.

For example, provide bonus points when they update their contact information so you’ll always know how and where to reach them.

Or offer personalized rewards like a free product bundle they’ll love after they vote on potential new releases. This is an easy way to gather zero-party insights on product preferences while also guiding product development.

Sephora’s Beauty Insider is designed to deepen customer relationships through rewards and personalized product and content suggestions.

Sephora Insider email with popular product recommendations

To improve their loyalty members’ experience, the brand asks them to rate products and share their preferences. In return, Insiders get perks and points. This way, Sephora turns every interaction into a data point while providing immediate value.

Take the simple approach

You don’t always have to go in-depth when asking for zero-party data. After all, long-form customer surveys, open-ended questions, or interactive quizzes might not be every recipient’s cup of tea.

In fact, the more straightforward the process, the more likely recipients are to complete it.

Therefore, you should offer options to share feedback in small, natural ways. Here are some micro-interaction examples that users can make without leaving your email:

This kind of real-time, minimum-friction zero-party data collection feels like a small checkpoint that doesn’t interrupt the email experience.

We all know that Netflix delivers recommendations based on our browsing and viewing history. But just because users watch something doesn’t mean they’re loving it.

So, they sent a focused and simple email to ask them directly using the one-click rating tactic while highlighting that they need it to further personalize the recipient’s experience.

email by Netflix with rate options for Locke & Key TV show

Don’t incentivize everything

Incentives are great. And they work. However, if you tie every feedback request and data interaction to a reward, it could backfire. It might bring back unreliable data, too, since some users could rush through the process. Or disengage after they get what they want.

Zero-party data works more effectively when your audience trusts you with it because they know you’ll use it to improve:

So, the real incentive shouldn’t be the coupon code or the free product sample. It should be a mutually beneficial relationship that both parties are invested in. You can also use altruistic motivation, reminding readers that their input will help their peers get the most out of your products or services.

Here’s how Smoosh uses product development to incentivize subscribers to complete the survey. They throw in a reward, but it’s clear that lots of users would be happy to be part of the decision-making process either way.

Smoosh's email survey on next soap scents

Think of AI as a tool, not a replacement

AI is a powerful ally for brands that want to gather both zero-party data and first-party data, helping them collect and analyze audience insights faster and more efficiently.

Below you’ll find a few ways to incorporate AI technology into this process:

But AI shouldn’t be the one dictating the process, just the tool to enhance it. You should never skip the human factor. You can use AI in email marketing, letting it create a campaign based on your prompts, subscriber data, and intended tone of voice.

However, human marketers are the ones feeding it with unique prompts. More importantly, AI usually doesn’t come up with a creative idea the way the human brain does. Plus, it’s no substitute for real-life communication, e.g., during a customer support call.

So, use AI to help you in what it does best: streamlining tasks and freeing up time, so you can focus on brainstorming, adding context, and building connections.

How to Use Zero-Party Data in your Emails

After collecting zero-party data, it’s time to use it to create personalized campaigns that drive engagement.

Revisit existing data before asking for more

Before you ask subscribers to tell you anything new, start by listening to what they’ve already shared or done. For instance, you may already know their preferred communication channels or what topics they search for on your blog or social media.

Analyze these insights to identify potential gaps or additional information you may need. By knowing what information you’re missing, you’ll know what to ask next.

Let’s say you used a quiz on your website to learn where your audience stands on product sustainability. A visitor selects “buying eco-friendly products” as a top priority.

You can take the conversation one step further by sending an email survey with a targeted question like: “Which eco-friendly practice matters the most?” And let them select between packaging, materials, and production process.

With this focused follow-up strategy, you’re not asking blindly. You let existing data guide your next question. On top of that, you respect your subscribers’ time while increasing your chances of getting responses.

Match data to specific outcomes

Zero-party data gives you a free pass to your recipients’ minds. However, when they specify their buying habits in a survey, like choosing summer sales over winter ones, they do it so you can later deliver timely promotions based on this insight.

So, if you asked for the recipient’s birthday but never sent a birthday email with a discount or just warm wishes, chances are that recipients will think twice before sharing more.

Apparently, that’s not an uncommon practice since 51% of consumers feel that businesses don’t use their personal information in their favor.

But when they see their feedback turning into tailored content, product or service suggestions, or specific email cadence, it tells them you’re actively listening.

Therefore, you should regularly review incoming data to act on your audience’s changing preferences. Then, use them to optimize your marketing strategies, offerings, and overall customer experience.

Use zero-party data to create dynamic content

One of the main benefits of zero-party data is that they go beyond basic demographics when collected strategically. These are premium insights, revealing things like your audience’s true motivations or goals.

As such, they’re perfect for creating dynamic content. With this tactic, you can build highly personalized content blocks that change automatically to match the recipient’s shared interests.

For example, a travel company could use a preference center to ask customers about their preferred vacation type, e.g., adventure, relaxation, or culture. Then, the brand uses the information to add dynamic content blocks to their next campaign promoting a new travel guide series.

A visitor who selected “adventure” will receive hiking trail recommendations whereas those opting for relaxation will see guides for spa getaways. For those who love cultural vacations, the corresponding section will display heritage tours.

Dynamic content is a goldmine for real-time and personalized product, service, or content recommendations. Subscribers share what they need, and you turn it into one-to-one, valuable messages.

Which Features Do You Need for Zero-Party Data Collection?

To prompt subscribers to share their personal details, you need more than a well-guided zero-party data collection strategy. You need the tools that will support that strategy and deliver the desired results. Here’s your checklist:

Email marketing platform

You can’t personalize your emails without a reliable email marketing automation platform. These tools usually include features for smooth and safe data collection and management. So, here’s what to look for:

Survey tool

User-friendly survey tools help you collect valuable feedback. This kind of software makes it easy to build spot-on surveys in a few clicks.

Most tools like Typeform and SurveyMonkey allow you to use pre-built templates and add branded elements like your logo, colors, and fonts. Or you can create your own form by selecting from various question types.

And it’s not just plain surveys. Most tools allow you to create questionnaires, interactive quizzes, and video surveys.

Plus, some survey solutions offer third-party integrations, so users can sync responses to their existing tools for secure and smooth data management.

AI chatbots

AI-powered chatbots collect and analyze data in real time during user interactions. Simulating human-like conversations, they engage with visitors to understand their preferences, challenges, and purchase history.

Based on this information, they provide users with personalized recommendations or solutions to their pain points. Plus, they can handle a large volume of conversations that would take much more time if managed by a customer service representative.

Most AI chatbots also offer seamless integration with existing tools like CRMs. But you have to ensure they come with customization options, too. That way, every interaction will align with your communication style, tone, and unique objectives.

Some of the most popular options are HubSpot’s Chatbot Builder (which is also free) and Zendesk AI.

Zero-Party Data: Where Trust Meets Results

As we’re moving toward a cookie-less world, zero-party and first-party data are essential currencies—especially when combined.

Zero-party data, in particular, transforms email marketing: building personalized experiences, increasing engagement, fostering conversations. But its impact depends on your ability to collect zero-party data effectively and put it into action.

Moosend offers you all the necessary tools under one roof: beautiful signup form and landing page templates, audience management, dynamic content, and an email preference center feature.

Plus, integration with third-party platforms to enhance data collection using surveys and quizzes. And AI-powered features to segment and target your audience effectively.

If you want to explore the potential of zero-party data, create a Moosend account and turn every email into a meaningful, two-way conversation.

FAQs

Let’s check the answers to zero-party vs party-data common questions:

1. What’s the difference between zero-party and first-party data?

Zero-party data is information that customers intentionally share with a brand. For example, survey responses, email preferences, or answers to a quiz. First-party data is information you collect by monitoring user behaviors, such as purchase history or email engagement. While it’s still owned by the brand, it’s inferred rather than directly stated.

2. How are second-party and third-party data different from zero- and first-party data?

Second-party data is information that brands acquire from others through a direct partnership. For example, a hotel chain might share its loyalty data with an airline for collaboration purposes. Third-party data is collected from various sources and sold by data providers. This type of data is about to demise due to increasing privacy regulations, making zero- and first-party strategies dominant.

3. What challenges could brand face during zero-party data collection?

The main challenge for marketers is the volume of data collected since it comes from users engaged with tools like quizzes, forms, surveys, and preference centers. Plus, there’s also the issue of trust. If you ask for personal information, do it only to deliver relevant email content in return.

 

It’s hard to resist a good, refreshing glass of beer. And there’s a specific time of the year when it steals the spotlight: Oktoberfest.

What began in 1810 as a wedding celebration in Bavaria has grown into the world’s most popular beer event. Held mainly in Munich, where it first took place, Oktoberfest is also celebrated in cities across the U.S., Canada, Australia, Brazil, and Europe.

The festivities usually start in mid-September and end on the first Sunday of October. Many businesses, especially those offering Oktoberfest-themed products or services like breweries or restaurants, take advantage of the festival to promote their goods.

If you’re one of them, this guide to Oktoberfest email marketing has you covered. Discover practical tips, inspiring examples, ready-made subject lines, and copy templates to save time.

For the love of beer

Target Oktoberfest enthusiasts with festive email campaigns.

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Oktoberfest Email Marketing Best Practices

Ready to kick off your Oktoberfest email marketing strategy? Once you’ve added it to your holiday marketing calendar, follow these steps to make it count.

1. Create an Oktoberfest-themed email

Oktoberfest celebrations are full of beer, food, and good vibes. Your promotional emails should reflect that festive spirit with themed elements.

For example, enhance the email design with Bavarian colors, like blue and white. Include Oktoberfest visuals such as beer glasses, pretzels, or people wearing traditional clothing like lederhosen.

Also, sprinkle in words related to the festival, such as Prost, Bavarian, and of course, beer. To add a more traditional touch, include a few German words such as Lederhosen, Dirndl (attire for men and women) or Wiesn, which is the local name for the festival.

Finally, if you’re promoting an event, share a few details to set expectations. Live music performances or photos of beer tents can make your emails more engaging. To save time, choose a ready-made HTML template from your email marketing or design software and customize it based on your needs.

Moosend email templates

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2. Segment your audience

Will everyone on your email list be interested in Oktoberfest? Probably not, just like other celebrations such as Mother’s Day or Halloween. To avoid boring or confusing your audience, target specific segments that would be interested in your Oktoberfest initiatives.

For instance, you can focus on beer lovers, event enthusiasts, or people who’ve previously interacted with Oktoberfest-related content. You can also use location-based criteria to target people living close to your physical store or event venue. Avoid sending beer-related emails to people who might be under the legal drinking age.

If you run seasonal campaigns for an e-commerce business, it’s worth offering a preference center during the signup process. This allows subscribers to choose which celebrations they’re interested in. Also, make it easy for them to opt out from specific campaigns, or unsubscribe altogether, through clear, accessible buttons.

3. Offer limited-time promotions

Since Oktoberfest lasts between 16 to 18 days, time-sensitive offers and campaigns are a great fit. But how can you do this without sounding pushy?

First, you can include a few urgency cues in the subject line and email copy. Words and phrases like “Now,” “Limited time,” and “A few days left” next to a clock or hourglass emoji can create that effect.

Design-wise, countdown timers are great additions, especially if the expiration date for your Oktoberfest initiative is getting closer. Most email marketing services let you easily add and customize them inside their editors.

However, use this tactic in moderation, otherwise your content may feel spammy. And if you run a campaign throughout Oktoberfest, keep urgency only for the last emails.

4. Include a clear CTA

Subscribers should grasp within a few reads what your Oktoberfest email is about. Is it a flash sale or an event email inviting them to your next beer festival? Create a clear call to action and communicate it with readers through relevant content.

The CTA button should stand out from the rest of the text. Make it pop out using a bright or complementary color. As for the copy, you can either add urgency through “Shop” or “Register Now,” or action-oriented phrases that flow well with the rest of the copy.

If you’re looking for something more fun, use the Oktoberfest theme and drive more click-through rates with options like:

5. Add value through content

Apart from a call to action, your Oktoberfest campaign should reflect your value proposition.

To get it right, step into your recipients’ shoes and ask yourself: What do they need around Oktoberfest? What will reassure them that your offers will cover their needs? Mention the key benefits and assets to get them on board.

For example, if you’re sending an event invitation, explain what makes your event special. That could be your selective Bavarian buffet, the children’s fun fair, or the bands that will perform live music.

As for e-commerce, reassure leaders about the quality of your products. Add images or social proof like testimonials and star ratings to show what others think of your brand.

6. Build automated workflows

A single email won’t usually bring the results you’re longing for. People are busy and might skip an email they’re genuinely interested in because of email fatigue or other pressure factors.

Instead, set up an email sequence with more emails to target subscribers at different times. For example, you can plan an announcement email, a follow-up, a few days later, and a last call close to your events or sale’s expiration date.

Most email marketing software lets you easily craft those workflows with premade recipes, following a simple if/then logic. You can also use these platforms to trigger abandoned cart email series. Consider adding your special Oktoberfest initiatives temporarily to them to gain more traction.

abandoned cart email workflow

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Compelling Oktoberfest Email Marketing Campaign Examples

Draw inspiration from these Oktoberfest emails before your craft yours:

Red Bull

Subject line: Oktoberfest is calling! 🏒🥨

Red Bull Oktoberfest email example

Red Bull München, the professional ice hockey team owned by the energy drink company, launched an exclusive jersey for Oktoberfest.

Why it works:

Happy Socks

Subject line: Celebrate Oktoberfest in Style! 🍺

Happy Socks Oktoberfest email

Happy Socks created a dedicated Octoberfest-themed sock line to attract festival enthusiasts.

Why it works:

Death Wish Coffee

Subject line: Rolling Bones & Getting Tanked

Death Wish Coffee email example

Death Wish Coffee reinvented one of their main products and invited customers to serve their beer in one of their huge mugs.

Why it works:

The Hotel Emma

Subject line: Supper Special: Emma’s Oktoberfest Dinner

Hotel Emma seasonal email

The Hotel Emma promoted their Oktoberfest menu, inviting subscribers to order on specific days.

Why it works:

Oktoberfest Subject Line Suggestions

The subject line plays a key role in conversions. If you succeed in transferring the value of your email at first sight, you’ll get more open rates from people interested in Oktoberfest campaigns.

Here are some examples for more inspiration:

Looking for the best subject line for your email? Use an AI writer to get suggestions based on your industry. You can also try A/B testing to the one that resonates with your target audience.

Premade Oktoberfest Email Templates

Save time with these ready-to-use email Oktoberfest templates. Customize them using your brand tone and tailor the copy to the email intent.

Oktoberfest sales email template

Subject line: Raise Your Stein to Big Savings! 🍺

It’s that time of the year and Oktoberfest deals are finally here!

Claim exclusive discounts on your favorite products. Stock up for the season or treat yourself to [Discount].

Use the code [Code Number] at checkout to get the discount before [Date].

Don’t miss out. These deals are going fast, just like the beer at Oktoberfest. Prost🍺

CTA: Shop The Sale

Oktoberfest event email template

Subject line: 🍻 You’re Invited: Our Oktoberfest Is Brewing

We’re throwing our Oktoberfest event and we’re happy to share that you’re on our guest list!

Join us to enjoy the traditional fare, Bavarian food and music, and of course, plenty of beer.

📍 [Venue Name]

📆[Date]

⌚ [Time]

Sing up until [Expiration Day] and get ready to raise a glass with us!

CTA: RSVP today

Oktoberfest giveaway email template

Subject line: Win a trip to Oktoberfest! 🍻

It’s time to raise a glass to the world’s largest beer festival! We’re celebrating Oktoberfest by giving you a chance to win an all-expenses-paid trip for two to Munich, Germany!

To enter, simply [explain the entry method, e.g., “follow us on Instagram and tag a friend,” “sign up for our newsletter”].

Prizes include:

✈️Round-trip airfare and accommodations for two

🎫Tickets to the official Oktoberfest grounds

🍺A $50 gift card for traditional Bavarian beer

Don’t miss out on this incredible opportunity to experience the best of German culture, food, and, of course, beer. Prost!

CTA: Enter today

Prost To Successful Oktoberfest Campaigns

Mark your email calendar and create a unique Oktoberfest campaign that is hard to forget. Plus, share this initiative on other offline and online channels, such as social media, to gain more traction.

And don’t forget to have fun in the process. Such emails leave plenty of room for creativity. Brainstorm with your team to find the best idea for your audience.

FAQs

Here are the answers to some frequently asked questions regarding our topic.

1. What is the history of Oktoberfest?

Oktoberfest began in 1810 as a public celebration of the royal wedding, featuring horse races and festivities. It evolved into a global beer festival, where people get to enjoy beer, live music, and Bavarian food.

2. How can you successfully promote Oktoberfest?

You can combine different tactics, both online and offline, based on your target audience. For example, if you’re organizing a festival, you can send invitations via email, run relevant social media posts, and share pamphlets to inform the locals.

3. How can you create an engaging Oktoberfest-themed email?

Blend Oktoberfest-related visual elements and copy to put recipients into the right mindset, with emphasis on the subject line. You can also add urgency and social proof to make them more appealing.

Writing emails shouldn’t take all day. But between staring at a blank screen and second-guessing every word, it often does.

That’s where AI steps in, and yes, we’re talking about everyone’s favorite writing assistant: ChatGPT.

With the right prompt, you can create an email in a few minutes. But if you want it to perform, you need a process that’ll help you craft messages that sound natural, feel on-brand, and get clicks, without starting from scratch every time.

In this guide, we’ll see how to use ChatGPT to write emails, the benefits of using an AI writing assistant, and helpful prompts for various occasions.

Disclaimer: While we’re using ChatGPT in this guide, you can follow a similar process with other AI writing tools like Copilot, Perplexity, or Gemini. The key is knowing how to guide the AI effectively.

The Benefits of Using ChatGPT to Write Emails

While you might think the main benefit of using ChatGPT is doing things faster, it’s really about working smarter.

When used effectively, you can organize your ideas, brainstorm, and refine your final draft. But the value doesn’t stop there. There’s more ChatGPT can do to support your email copywriting process.

Break through writer’s block

Sometimes, the hardest part of writing an email is just getting started. You know what you’re offering, who it’s for, and what you want to say, but the words don’t come.

ChatGPT can help you brainstorm even if you have only a few bullet points, turning your rough ideas into a first draft that you can shape and improve.

For example, let’s say you’re launching a new feature that allows users to schedule recurring invoices. You know the basics, but you’re unsure how to start your email.

You could start with something like: “We’ve just added a recurring invoice feature to help you save time on repeat billing.” Then give ChatGPT a prompt like: “Turn this into an email for current users. Keep it short, clear, and helpful.”

From there, it’ll generate a draft that captures your main message. It may not be perfect, but it’s a good starting point to build upon.

how to write emails with chatgpt

Adapt tone and style for different audiences

Not every email addresses the same audience. One day, you’re writing to loyal customers, while the next, it’s cold leads who’ve never heard of you. The core message might stay the same, but the tone should shift depending on who you’re talking to.

ChatGPT can adjust the tone of your text to suit your needs. For example, if your first draft sounds too formal for a younger audience segment, you can try a prompt like: “Make this sound more casual and friendly.” This way, you’ll get a new version that feels more in tune with them.

And if it still doesn’t hit the mark, you can go back and forth until it does without rewriting it from scratch every time.

Brainstorm subject lines, CTAs, and their variations

Aside from writing your email body, ChatGPT can also help you come up with subject lines and calls to action (CTAs), two key elements that can make or break your email.

The AI tool can suggest new ideas, improve what you already have, and offer quick variations to help you find the best.

For example, after writing your email, you can use a prompt like: “Give me 5 subject line ideas that create excitement and encourage clicks,” or “Suggest alternative CTAs that sound more friendly and less pushy than ‘Buy now.’”

It’s an easy way to explore different ideas and find something that aligns with your message and audience.

Polish and proofread content before sending

Once your draft is done, it’s easy to miss small mistakes or spots that could flow better.

ChatGPT can act as your editing tool to refine your writing quickly. For instance, you can ask it to proofread your email, fix awkward phrasing, or make things more concise.

You’ll get a smoother version that sounds polished and professional without spending extra time editing it line by line.

Repurpose existing content

If you’ve already created a blog post, feature update, or landing page, ChatGPT can help you repurpose your content into a well-structured email.

Just drop in the content and prompt something like: “Turn this blog post into a short email announcing the new feature to users.”

ChatGPT will extract the key points, adjust the tone, and refine everything into something suitable for an email campaign.

This saves time, keeps your messaging consistent across channels, and makes sure you’re getting more value out of the content you’ve already created.

Translate or localize your emails

If you’re reaching customers in different countries, ChatGPT can help you quickly translate or localize your emails.

It’s a great starting point when you need fast translations or want to adjust your message for a new market.

That said, it’s always a good idea to have a native speaker review the final version. ChatGPT can get you close, but a quick check will ensure your message sounds natural and culturally accurate.

Writing an Email with ChatGPT: Step-by-Step

If you want better emails, you need the right prompts, and that’s where the C.R.E.A.T.E. Framework comes in.

This process will let you guide ChatGPT step by step, ensuring you don’t receive generic text that requires extensive editing.

To show you how it works, let’s consider the scenario of launching a new summer skincare collection for an eCommerce brand. The goal will be to announce the latest products and get customers excited to shop.

1. Give ChatGPT context

The first step to get more relevant results is to provide ChatGPT with context. This means assigning it a role or “character,” so it knows who it’s writing as.

For example, when you tell ChatGPT it’s an email marketer for a skincare brand, it can better match your tone, audience, and goal.

Now, begin by clearly setting the context. Describe the role ChatGPT should take on, the type of email you’re writing, your brand, and your audience.

Here’s a simple prompt to do it.

Prompt: You’re an email marketer for an eCommerce skincare brand. Write a product launch email for our new summer collection. The audience includes returning customers and email subscribers. The tone should be fresh, fun, and designed to build excitement around the new products.

And here’s the output:

chatgpt output with context for product launch email

Tip: ChatGPT often writes in a very neutral or slightly formal tone by default. If you want something more playful or brand-specific (like using emojis, puns, or bold phrases), make sure to include that tone in your prompt.

2. Personalize your output

You got your first draft, now it’s time to add more details to personalize your email. The more information you give ChatGPT, the better the results.

To enhance your draft, provide the tool with the following details:

Here’s a simple prompt to personalize your promotional email.

Prompt: Customize the email above to include our brand name, Glam & Go, and mention that it’s for the Summer Skincare Drop. It features a Vitamin C serum, hydrating mist, and SPF moisturizer, launching on July 15. The CTA should invite people to shop the collection. Include a subject line and preview text.

Here’s the new output:

customized output for product launch email

Tip: Ask ChatGPT not to use em dashes in the copy. They’re often associated with AI-generated text and can feel unnatural to readers. If your goal is to make emails feel human and easy to read, keeping punctuation simple helps your message blend in naturally with your brand voice.

3. Adjust the tone

With all the necessary details added, you now need to focus on the tone of your email. You can ask ChatGPT to adjust it to reflect your brand’s personality and your target audience.

Prompt 1: Rewrite this in a more casual tone, like you’re talking to loyal customers who love summer skincare.

how to use chatgpt to write emails with a playful tone

Don’t stop at just one version, though. Try asking ChatGPT to rewrite it in different tones, such as playful, Gen Z-friendly, or even short and punchy, like a text.

To see how the AI writing tool can adapt tone and style, here’s a prompt asking for a more luxurious version of the same email, along with its output.

Prompt 2: Rewrite the email in a more luxurious and elevated tone for our VIP customers.

adjust email copy tone with chatgpt to luxurious

Tip: If you want ChatGPT to match your brand’s voice better, try adding a short sample of your usual tone or writing style in the prompt.

4. Test subject line variations

Your email subject line is what decides whether someone opens your email or skips right past it.

You can ask ChatGPT to generate subject line ideas based on your email content or write your own and have it refine them. From there, you can request variations, such as with emojis or urgency, or tweak the tone to match your audience and style.

Creation prompt: Write a subject line that is clear, catchy, and encourages customers to open the email. Make it feel fresh and seasonal. Include emojis.

subject line creation prompt output

Now you can select the one you like and ask ChatGPT to rewrite it in different styles or formats to fit your audience.

Variation prompt: Give me 5 variations of this subject line, “Say hello to your best summer skin yet,” with different tones. Try playful, elegant, emoji-friendly, urgent, short, and punchy.

subject line variation prompt output

Tip: Keep subject lines short, clear, and focused on value. If you’re using emojis, stick to one or two as too many can feel spammy or turn off your audience. Less is more when it comes to inbox appeal.

5. Optimize your CTAs

Crafting a compelling CTA is key to converting interest into action.

Begin with a clear prompt tailored to your offer, asking ChatGPT to adjust the tone, urgency, or format to align with your campaign goals.

Creation prompt: Write a CTA for our limited-edition summer skincare collection. Make it clear, action-driven, and add a sense of urgency.

cta creation prompt output

Also, if you have already created your own CTAs, you can ask ChatGPT for variations.

Variation prompt: Give me 5 CTA variations with different tones.

cta variation prompt output

Tip: Like your subject lines, good CTAs need to be action-driven and specific. For instance, “Start your free trial” works better than a vague “Click here.” They should also create a sense of urgency or highlight a benefit, like “Get 20% off today” or “Book your spot now.”

6. Polish and proofread the final version

After you have followed all the above steps and added your personal touches, you can ask ChatGPT to help refine everything.

Among other things, ask it to catch grammatical mistakes, improve clarity, and polish your copy so it reads smoothly.

Prompt: Polish the final version of my email. [Insert your draft here]. Check for grammar, clarity, and flow. Make it clear, concise, and easy to read, while maintaining the friendly tone.

proofread chatgpt output

Checklist before you hit send:

Tip: If you still feel like it needs further polishing, ask ChatGPT to simplify the language, e.g., “Rewrite this to a 6th grade reading level.”

7. Ask for color palette suggestions or design ideas

Your email body, subject line, and CTA might be ready, but there’s one more piece to consider: the design.

ChatGPT can help you brainstorm email design ideas, from layout suggestions to color palettes that fit your product and brand.

For example, since we’re launching a summer skincare collection, we can ask for visuals that are fresh and vibrant,

Prompt: Suggest a color palette and design direction for my email promoting our Summer Skincare Drop. I want it to feel fresh and vibrant.

chatgpt color and font suggestions

Tip: To get results that match your brand, include your brand’s colors and fonts in the prompt. You can also ask ChatGPT to suggest complementary shades or font pairings that keep the design feeling fresh without straying off-brand.

8. Visualize your emails

Now that your email copy is polished and your design ideas are in place, it’s time to bring it all together. A visual mockup helps you (and your team) see how everything fits, from header to CTA.

Prompt: Create a mockup of my email using this: [final version of your email copy].

Here’s an example of how our Glam & Go summer email might look:

chatgpt create an email campaign mockup

Only use examples like this to get inspired, not as your final version. AI-generated images contain minor and major design flaws, including typos (SPE instead of SPF), misaligned text, uneven spacing, and off-brand elements that aren’t suitable for your actual email.

Instead, think of it as a blueprint you can hand off to your design team. When they provide you with high-quality visuals, you can then start working on your email design.

Most email tools also offer responsive templates you can easily customize with your:

Moosend, for example, gives you access to a wide range of pre-designed templates that you can drag, drop, and adjust according to your needs.

Plus, its built-in AI email marketing tools, such as the AI Writer, will help you optimize your content directly in the editor, so you don’t have to switch back and forth between ChatGPT and your email platform.

moosend email newsletter templates

Try the templates

With everything in place, you’re now ready to create your next email marketing campaign.

Prompts for Different Types of Emails [with Output]

Different emails require different tones, goals, and structures, and ChatGPT can help you address them all.

Below are simple, ready-to-use prompts for common email types to help you move from idea to send faster. Don’t forget to further personalize them to get more relevant input.

Before you use them: To get the most out of these prompts, make sure to include your brand details when you use them, including your brand name, website URL, tone of voice, and target audience.

Here’s a reusable prompt template based on the C.R.E.A.T.E framework you can copy and adjust each time.

Base prompt: You’re an email marketer for [Brand Name], a [type of business] with a [tone/style] voice. The website is [yourwebsite.com] and the audience includes [describe your audience].

You can add this before any of the prompt examples below to get results that match your brand faster and with less back-and-forth editing.

ChatGPT prompt for welcome emails

Instead of just saying “welcome,” give ChatGPT the right context to craft a message that sets expectations and reflects your brand. Add details like your tone, what new subscribers can expect, and any unique brand touches you want included.

Prompt: Write a welcome email for new subscribers. Thank them for joining, introduce the brand briefly, and offer a first-time discount code.

chatgpt output for welcome email

Further reading: Check out these welcome email examples from real brands to get inspired.

ChatGPT prompt for re-engagement email

It’s usually easier to write to someone who already wants to hear from you. But when it comes to winning back inactive subscribers, you might need a little extra help. To improve your chances, use your prompt to include what they’ve missed, why they should come back, and the kind of offer or message that feels worth their attention.

Prompt: Write a re-engagement email for inactive customers. Remind them of the benefits of [your product/service] and include a 10% off code to encourage them to come back.

chatgpt output for winback email

Further reading: Discover more re-engagement campaigns in our dedicated blog post.

ChatGPT prompt for abandoned cart reminders

Abandoned cart emails work best when they’re timely and helpful. In your prompt, include what was left behind, any urgency or discount you want to add, and the tone you’d like ChatGPT to use, such as friendly, playful, or straight to the point.

Prompt: Write a cart abandonment email for a customer who left a product in their cart. Keep the tone warm and helpful and include a CTA to return to the checkout page.

chatgpt output for abandoned cart email

Additional resources:

ChatGPT prompt for onboarding new customers

Help new customers get started with confidence. In your prompt, include what they should do first, what makes your product or service valuable, and the tone you want to use. For example, you can go for supportive, enthusiastic, or simple and clear.

Prompt: Write an onboarding email for new [customer/users]. Help them get started with setting up their first [task]. Keep it [tone].

chatgpt output for onboarding email

Further reading: For more onboarding email examples, take a look at our guide.

ChatGPT prompt for subscription renewals

For renewal or upgrade emails, clarity is key. Use your prompt to include the renewal date, plan details, and any benefits of upgrading.

Prompt: Write a membership renewal reminder for my customers. Encourage them to renew their subscription and consider upgrading to the Pro plan by highlighting premium features and offering a limited-time discount.

chatgpt output for subscription renewal

ChatGPT prompt for cancellation emails

Leave a good impression even if they’re leaving. You can thank them, offer help, and ask for feedback.

Prompt: Write a cancellation confirmation email for [your brand]. Keep the tone understanding and friendly. Include a link for feedback and an invitation to return anytime.

chatgpt output for cancellation emails

Further reading: Discover more cancellation email examples in our guide.

ChatGPT prompt for limited-time sales

Sales don’t last forever, and your email should reflect that. In your prompt, include the discount, end date, and any standout product categories. If you want ChatGPT to add urgency without sounding pushy, make sure to mention the tone you’re going for.

Prompt: Write a promotional email for a 3-day summer sale. Highlight 20% off sitewide. Keep the tone upbeat and add urgency to shop before it ends.

ChatGPT prompt for events

Let subscribers join your online and offline events with a simple email. Use your prompt to include the event name, date, location (or link), and what makes it worth joining. You can also ask ChatGPT to help you highlight key speakers, sessions, or perks.

Prompt: Write an event invitation email for [event name]. Highlight the date, key benefits (like pro tips and live demos), and include a clear CTA to register. Keep the tone informative and add urgency by noting limited spots.

chatgpt output for event emails

ChatGPT prompt for feedback emails

Asking for feedback shows you care and helps you improve. In your prompt, include what kind of feedback you’re looking for, whether it’s about a product, service, or overall experience. You can also link to a short survey to make it easy for subscribers to respond.

Prompt: Write a post-purchase feedback email for my customers who recently [performed action/general feedback]. Thank them warmly, ask for a quick review, and include a link to leave feedback. Maintain a friendly and appreciative tone and acknowledge how their input contributes to the improvement of future products.

chatgpt output for feedback emails

Using ChatGPT to Write Smarter Emails

ChatGPT won’t write your emails for you, but it can make the whole process easier.

The key isn’t just asking it to “write an email,” but guiding it with clear prompts, refining what you get, and shaping the output to fit your voice. With the right process in place, it’ll save you time without costing you quality.

And once your copy is ready, tools like Moosend will let you bring it to life with easy-to-customize templates. Just sign up for a free account and see how you can combine smart copy with effortless design.

FAQs

Let’s take a look at some common questions regarding ChatGPT.

1. Is ChatGPT free?

Yes, ChatGPT offers a free plan that anyone can use. There’s also a paid version called ChatGPT Plus, which gives access to advanced features and the latest GPT model.

2. How to use ChatGPT?

To use ChatGPT, visit chat.openai.com, create an account, and begin typing your questions or prompts. It works like a chat, where you ask a question and it responds in real time.

3. Do I need both ChatGPT Plus and an email marketing tool to write better emails?

You can get started with the free version of ChatGPT, but if you’re serious about using it in your email workflow, upgrading to ChatGPT Plus is worth it. It gives you access to the latest model, which generates higher-quality copy with better tone and structure. That said, you’ll still need a separate email marketing tool to design and send your campaigns, meaning two different tools (and costs). An alternative is to use a platform like Moosend, which includes built-in AI Writers. That way, you can write, refine, and send emails all in one without switching tools or paying extra.

4. Is ChatGPT safe?

ChatGPT is designed with safety in mind and follows strict content guidelines. However, like any AI tool, it’s important to avoid sharing sensitive personal information. Use it responsibly, and if something doesn’t feel right, report it.

5. Is ChatGPT content plagiarism-free?

ChatGPT generates original content based on patterns in the data it was trained on. It doesn’t copy from sources, but it’s always a good idea to review the content and use a plagiarism checker if you’re publishing or submitting the text professionally.

Email deliverability is one of the most important factors in email marketing success. If your emails aren’t landing in the inbox, your email marketing isn’t working. And with stricter spam filters, evolving ISP rules, and tighter sender reputation thresholds, you need the right infrastructure and the right tools.

Email deliverability depends on multiple factors: domain authentication (SPF, DKIM, DMARC), IP reputation, bounce rates, engagement metrics, and spam scores. If any part of this system fails, your message gets filtered or blocked entirely.

This guide breaks down the best email deliverability tools, including both:

If your campaigns are underperforming and you suspect deliverability is the issue, this is where to start.

Top Email Deliverability Tools

Below, you’ll find our curated list of tools. The list includes pricing and deliverability data from trusted third-party tests, where available.

Note: Deliverability scores in this guide come from third-party testing tools like EmailToolTester and user benchmarks, which simulate inbox placement through seed testing. While these provide valuable insights, actual results may vary depending on your audience, content, and sending practices. For best results, pair these tools with your own inbox monitoring and ongoing list management.

All-in-one email marketing platforms

Here are some of the best email solutions with high deliverability scores.

Key Features Deliverability Score Pricing
Moosend Strong sender reputation controls, advanced segmentation, and built-in spam testing 90.1% $9/month, 30-day free trial
Constant Contact Dedicated IP address for full control over sender reputation 91.7% $12/month, 30-day free trial
Mailchimp DKIM and SPF setup assistance, engagement-based list targeting 89.5% $13/month, free plan for 500 contacts
Brevo Basic deliverability dashboard, supports SPF, DKIM, and DMARC 88.3% $9/month, free plan for 300 emails/day
MailerLite Built-in tool for scrubbing inactive subscribers, SPF, DKIM, and DMARC record setup 89.8% $10/month, free plan for 1,000 subscribers
ActiveCampaign Domain verification and campaign preview 94.2% $15/month, 14-day free trial
Omnisend Bounce management and spam complaint tracking, SPF, DKIM, and DMARC setup 75.1% $16/month; free plan of 250 contacts and 500 email sends/month
Kit (formerly ConvertKit) Deliverability reports, sending domains verification 91.3% (as of January 2023) $29/month; free plan for 1,000 subscribers
GetResponse Strict anti-spam policies, auto-removes inactive email addresses 90.9% $16/month, free 30-day trial
MailJet Sending domain authentication, supports SPF, DKIM & DMARC 88.0% $17/month, free plan for 6,000 emails/month

Dedicated deliverability, testing & monitoring tools

Here, you can find some dedicated options for more thorough testing and monitoring.

Key Features Best For Pricing
Moosend DMARC Checker DMARC record validation, domain authentication set up Protecting sender reputation and passing ISP filters Free tool
GlockApps Inbox placement testing, blacklist monitoring, and spam filter diagnostics Domain and IP reputation monitoring $59/month, free plan (with limitations)
Mailreach Email warm-up service that mimics real engagement to build sender reputation Inbox placement monitoring and domain scoring $25/month/inbox
InboxAlly Email warmup service Behavioral signals that train inbox providers like opens, replies, and bookmarks $149/month
MailGenius Holistic spam score with detailed reports that feature actionable breakdowns Quick deliverability audits $10/month, free plan for 1,000 subscribers
Mailtrap Checks headers, spam triggers, and authentication setup Simulating email sending for testing without hitting real inboxes $15/month for the email sending plan, free plan
Postmark Transactional email API with industry-leading deliverability Separate sending infrastructure from marketing emails Transactional email API with industry-leading deliverability
MXToolbox Full suite for DNS, SMTP diagnostics, blacklist monitoring, SPF/DKIM/DMARC validation Powerful diagnostic lookups $129/month, free tools
ZeroBounce Email list validation, email server testing, inbox placement testing, DMARC monitoring Maintaining a clean email list and protecting sender’s reputation $18/month, free deliverability toolkit

How We Chose These Tools

For this list, we focused on platforms and tools that actively help marketers reach the inbox. Here’s the criteria we used to evaluate the best email deliverability tools.

Infrastructure and reputation

We prioritized tools with consistently high inbox placement across major providers like Gmail, Outlook, and Yahoo, as well as dedicated IP options, authenticated sending domains (SPF, DKIM, DMARC), and proactive reputation management.

Real-time monitoring and alerts

Since email deliverability isn’t static, we looked for tools that offer real-time monitoring, blacklist notifications, and inbox placement alerts. These features are especially valuable for senders running cold email or high-volume campaigns where sudden drops can severely impact performance.

Email testing features

Platforms that provide comprehensive email testing tools, including spam score analysis, authentication checks, and preview rendering, are a core part of the list. These functions help identify issues before hitting “send,” reducing the risk of poor delivery.

Integrations and automation

Platforms that integrate with CRMs, eCommerce systems, and analytics tools help streamline campaign workflows and maintain list quality. We also valued automation features that support warm-up sequences, engagement filtering, and list hygiene.

Ease of use and pricing transparency

Deliverability tools don’t need to be overly complex. We favored platforms with clear documentation and transparent pricing models. The tools featured in this article are well-known for their ease of setup and user-friendly dashboards. Finally, the transparent pricing models can help users pick the right plan.

Email Marketing Platforms with Great Deliverability Scores

When you’re running newsletters, eCommerce campaigns, or cold email campaigns, hitting the inbox is everything. The tools below were handpicked for their ability to support reliable sending, flag potential issues early, and improve overall deliverability. Whether you’re looking for a full-service platform or a specialized testing tool, these options are built to help your emails reach their destination.

The following tools stand out not just for their marketing features, but for their consistent deliverability performance, warm-up protocols, and sender reputation safeguards. Each one balances usability, scalability, and reliability with measurable email success.

1. Moosend

best email deliverability tools

Pricing: Starts at $9/month, offers a free 30-day trial (Sign up here)

Moosend is one of the most reliable platforms when it comes to deliverability in email marketing. With a consistent 90.1% inbox placement rate, it offers advanced sender reputation tools at a fraction of the price of its competitors.

Moosend provides native support for DMARC, SPF, and DKIM, and includes a free DMARC checker to help users verify domain authentication before they even hit send. It also supports list cleaning, spam testing, and bounce tracking, helping marketers maintain healthy sender scores.

Moosend also offers bot prevention by filtering out automated actions with 98% accuracy, making it a high-performing email deliverability tool that supports clean, trustworthy engagement data. The platform is also certified by the Certified Senders Alliance (CSA) and is a member of M3AAWG.

Apart from the deliverability features, Moosend comes with a flexible automation workflow builder, real-time analytics, a clean UI, and ready-made email templates geared toward fast campaign launches.

Moosend is ideal for businesses that need a powerful all-in-one solution that can help you craft campaigns and work your way out of the most common deliverability issues, such as ill-timed messages or non-custom domains.

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Cons

2. Constant Contact

constant contact homepage

Pricing: Starts at $12/month, 30-day free trial is available

Constant Contact is an email marketing platform with consistently high deliverability rates. It averages 91.7% inbox placement, thanks to its dedicated IP options, feedback loop monitoring, and rigorous bounce management system.

Constant Contact is suitable for small to mid-sized businesses that want deliverability peace of mind without building from scratch. While it doesn’t give you deeply customizable DNS authentication tools, it provides guided domain verification and keeps your sender reputation clean with built-in spam complaint tracking.

Couple the above with its no-code email editor and reliable automation workflow engine, and you get a dependable choice for steady email performance. It’s a great choice for SMBs and event marketers that want built-in event management and deliverability options.

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3. Mailchimp

mailchimp email deliverability tool

Pricing: Paid plans start at $13/month, free for up to 500 contacts

Mailchimp offers basic deliverability protection, with a deliverability score of 89.5% and strong infrastructure backing from Intuit.

It guides users through SPF and DKIM setup, verifies custom sending domains, and automatically manages bounce handling to keep lists healthy.

Unlike some of its main competitors, Mailchimp lacks advanced spam testing and detailed reputation insights. Mailchimp users—especially those using shared IP—don’t get access to granular data about IP/domain reputation, blocklists, or detailed bounce reason codes, according to more technical senders.

However, the email platform makes up for these limitations with clean opt-in processes and powerful audience segmentation, which reduces engagement-based filtering. It’s ideal for startups, creators, or eCommerce stores that want reliable delivery and growth-focused automation tools in a single platform.

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4. Brevo

brevo homepage

Pricing: Paid plans start at $9/month. Free plan for up to 300 emails/day.

Brevo offers a unified platform for marketing automation and transactional email, appealing to tech-savvy teams who want multichannel outreach through email, SMS, and WhatsApp from one dashboard. According to some users, its interface can feel clunky for complex workflows. However, Brevo makes up for it by providing strong value through integration, automation, and compliance.

With an 88.3% deliverability rate, Brevo supports dedicated IPs, manual DKIM setup, and full authentication (SPF, DKIM, DMARC), as well as message-level logs for transactional email. It also prioritizes GDPR compliance, making it ideal for privacy-focused or EU-based businesses.

Though lighter on analytics, Brevo balances functionality and control, especially for teams seeking efficiency without juggling multiple tools.

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5. MailerLite 

mailerlite email tool homepage

Pricing: Free for up to 1,000 subscribers. aid plans start at $10/month.

MailerLite is a favorite among content creators, coaches, and consultants. According to EmailToolTester’s January 2024 report, its 89.8% inbox placement rate shows the platform’s commitment to sender reputation and email hygiene.

Behind that performance is a clean infrastructure that enforces anti-spam policies and encourages best practices like domain authentication. MailerLite offers native tools to help users configure SPF and DKIM, and although DMARC setup is more manual, helpful guidance is available.

Keeping lists healthy is also baked into the platform. It features automatic bounce suppression, engagement-based segmentation, and workflows to help you identify and prune inactive subscribers. Paired with its intuitive interface and affordable pricing, MailerLite is an excellent choice for solo marketers who want their messages to land in the inbox without using complex tools.

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6. ActiveCampaign 

activecampaign homepage

Pricing: Paid plans start at $15/month, includes a 14-day free trial.

ActiveCampaign stands out for its powerful automation capabilities. With a strong emphasis on sender reputation and deliverability, the email tool boasts a score of 94.2%.

The platform includes domain authentication (SPF, DKIM, DMARC), with clear setup instructions. It also uses verified domains to send emails and protect the sender’s reputation.

Its advanced contact engagement tracking (opens, clicks, site visits, email replies), and preview tools that come in the form of inbox previews and testing features for potential spam triggers help avoid common mistakes before sending, according to users.

Its combination of sophisticated automations, strong deliverability through dedicated IPs, and engagement segmentation makes it particularly strong for businesses that want to combine automation workflows with a serious approach to inbox placement.

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7. Omnisend

omnisend-email deliverability tools

Pricing: Free for up to 250 contacts and 500 email sends/month. Paid plans start at $16/month.

Omnisend is a favorite among online stores for its dedicated eCommerce automation tools. However, its deliverability score of 75.1% shows room for improvement compared to its competitors.

That said, it includes several helpful tools such as bounce management and spam complaint tracking. Users can set up SPF/DKIM/DMARC to authenticate their domain, which gives them control over their sender reputation. The setup is manually done and not guided by a built-in wizard.

While these features offer basic reputation controls, user forums report that it doesn’t offer in-depth reputation analytics or advanced deliverability diagnostics compared to other platforms.

It’s a useful tool for eCommerce-focused teams that want targeted campaigns with some deliverability support, although high-volume senders may need to monitor performance closely.

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8. Kit (formerly ConvertKit) 

kit homepage

Pricing: Free for up to 10,000 subscribers. Paid plans start at $29/month.

Kit’s, a tool particularly favored by creators, reported a solid deliverability score of 91.3% as of January 2023. However, according to EmailToolTester, limitations with setting up subdomains and DMARC didn’t allow for a January 2024 deliverability score report.

Its focus on clean, text-based emails and high email marketing engagement means it naturally avoids many spam flags.

Kit also offers domain verification through SPF and DKIM setup to authenticate sender domains. It also provides basic deliverability reporting for open rates, bounce rates, and complaint tracking, giving users transparency and control.

The above, along with its simplicity and creator-friendly design, make it especially useful for newsletters and simple campaign flows for smaller creator businesses, for whom personalization and trust-building are key.

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9. GetResponse

getresponse homepage

Pricing: Plans start at $16/month, includes a 30-day free trial.

GetResponse is known for its strong automation features, including workflows, segmentation, and personalization. It enforces anti-spam policies and monitors sending behavior to protect sender reputation and maintain a deliverability score of 89.7%.

GetResponse also offers list hygiene with automated bounce handling and unsubscribe management, to keep lists clean. Its engagement-based segmentation tools allow users to filter inactive contacts and improve deliverability.

At the same time, SPF and DKIM configuration is supported and well-documented, helping protect sender domains and improve inbox placement. However, DMARC configuration requires manual DNS setup outside of the platform, which is a drawback.

GetResponse can handle routine deliverability concerns automatically. However, active monitoring and manual checks are recommended occasionally, especially for high-volume senders. Its proactive tools make it a great option for teams that want a mostly automated approach to deliverability.

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10. MailJet

mailjet homepage

Pricing: Paid plans start at $17/month, free for up to 6,000 emails/month.

MailJet offers both marketing and transactional email sending capabilities within a single platform. With a deliverability score of 88.0%, this platform is another good email marketing option. Paired with Mailgun for transactional sending, it offers a complete solution for various email needs.

The platform supports SPR, DKIM, and DMARC authentication protocols, and sending domain verification is required and supported.

Its feature set is more utilitarian, with fewer marketing-oriented features. Instead, it focuses more on reliability and functionality. According to user reviews, it’s mainly preferred by developers and teams who need a solid transactional and marketing email management platform.

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Best Dedicated Deliverability Tools

Dedicated email deliverability tools give you the diagnostics and insights that platforms alone can’t. These solutions include email testing tools or specialize in spam score analysis, inbox placement tracking, and authentication checks, which are crucial for fine-tuning campaigns and protecting your sender reputation. These tools are your second line of defense after a strong ESP.

11. Moosend’s DMARC Checker

moosend's dmarc checker

Pricing: Free

DMARC checking and validation are a key part of a broader email authentication strategy.

Moosend’s Free DMARC Checker is a no-frills, reliable tool designed to help senders validate their DMARC records. This is essential for authenticating domains and protecting sender reputation by preventing unauthorized use of the domain in phishing or spoofing.

By confirming the correctness of DMARC policies and verifying that SPF and DKIM align with them, this tool supports better inbox placement, as proper alignment helps ISPs trust your emails.

12. GlockApps

glockapps homepage

Pricing: Free plan available. Paid plans start at $59/month.

GlockApps is a powerful all-in-one deliverability testing suite that includes inbox placement testing, spam filter diagnostics, and tracking IP/domain reputation on major blacklists (blacklist monitoring).

It allows users to send test emails to a wide range of real email addresses across popular ISPs (Gmail, Outlook, etc), to track inbox and spam folder placement. This “inbox testing” gives senders a granular view of how emails perform, allowing them to diagnose deliverability issues before sending emails to their entire list.

13. Mailreach

mailreach homepage

Pricing: Prices start at $25/month/inbox.

Mailreach is preferred by professionals who want to optimize their cold outreach campaigns.

It specializes in email warm-up, gradually increasing email volume and engagement to build a positive sender reputation. This is essential for new or dormant email domains looking to improve their deliverability.

The tool utilizes automated processes to generate realistic engagement signals, such as opens and replies, from its network. These behaviors help mailbox providers recognize sending activity as trustworthy, reducing the likelihood of a campaign being sent to the spam folder.

14. InboxAlly

inboxally email deliverability tools

Pricing: Paid plans start at $149/month.

InboxAlly is an advanced inbox placement tool that helps boost deliverability by using real user interactions on your emails, like opens, bookmarks, replies, etc. This sends positive behavioral signals to mailbox providers, improving sender reputation and inbox placement.

The behavioral engagement InboxAlly generates is particularly valuable for cold outreach or new domains, where establishing trust with ISPs is challenging. It helps improve sender reputation and, thus, deliverability for high-volume marketers who need a tool to combine with their cold email software.

15. MailGenius 

mailgenius homepage

Pricing: Free version available. Paid plans start at $10/month.

MailGenius is a lightweight, easy-to-use email testing tool that audits your messages for spam triggers and authentication issues. It provides a simple interface to scan emails for common spam triggers, check SPF, DKIM, and DMARC authentication setup, and review header issues. The tool is designed for quick diagnostics rather than deep, ongoing monitoring.

While it doesn’t test actual inbox placement, MailGenius is great for fast pre-send checkups. It helps you catch potential issues with content or configuration before your emails go out.

16. MailTrap

mailtrap homepage

Pricing: Free plan available. Paid plans start at $15/month.

Mailtrap provides a virtual inbox where developers can send test emails without reaching real users. This is ideal for staging, formatting checks, and reviewing headers and content safely.

Mailtrap is widely used in QA and development environments to verify email templates and debug SMTP issues. It offers basic spam score analysis and email validation, which can help reduce issues when emails go live.

As a virtual inbox tool, Mailtrap doesn’t offer full deliverability or spam filter testing options, like the other tools mentioned on the list.

17. Postmark

postmark homepage

Pricing: Free trial available. Starts at $15/month.

Postmark is purpose-built for transactional email and achieves industry-leading deliverability by keeping its transactional infrastructure separate from bulk marketing campaigns. This helps preserve IP reputation and ensures faster, more reliable delivery.

Postmark emphasizes fast delivery times, which is a significant selling point for mission-critical messages, such as password resets and account verifications. This makes it one of the top choices for developers and product teams.

18. MXToolbox

mx toolbox homepage

Pricing: Limited free version. Paid plans start at $129/month.

According to users, MXToolbox is widely recognized for its extensive suite of domain and email diagnostic tools. It’s used by IT teams and email professionals to troubleshoot and monitor DNS, email authentication, and IP/domain reputation. While it doesn’t offer predictive inbox placement testing like other tools on this list, it’s among the most feature-rich infrastructure diagnostic tools.

From DNS lookups and blacklist checks to SPF, DKIM, and DMARC validation, it provides technical teams with deep insight into what might be hindering email deliverability behind the scenes.

19. ZeroBounce

zerobounce homepage

Pricing: A free toolkit is available. Paid plans start at $18/month.

ZeroBounce is a robust deliverability toolkit and email validation service designed to maintain clean lists and high inbox placement. It combines email list validation with deliverability tools, such as warm-up, DMARC monitoring, and inbox placement testing, to enhance email hygiene and improve sender reputation.

Beyond list cleaning, it provides inbox placement tracking, spam trap detection, and DMARC monitoring.

Ready to Boost Deliverability with the Right Tools?

Even the most beautiful campaigns are of no use if they end up in the spam folder. That’s why choosing the right email deliverability tool—whether standalone or part of an all-in-one platform—is essential for sending your message straight to the inbox.

Deliverability isn’t just a technical box to check. It’s your ticket to better engagement, higher open rates, and ultimately, more conversions.

Sign up for Moosend and start landing in the inbox every time.

Frequently Asked Questions

Below, you’ll find some common questions about email deliverability.

1. What is an email deliverability tool?

An email deliverability tool helps you monitor, test, and improve your chances of campaigns reaching the recipient’s inbox instead of being flagged as spam. These tools often include features like inbox placement testing, spam score analysis, domain authentication checks, and sender reputation monitoring. Some are standalone platforms, while others are built into all-in-one email marketing software.

2. How do I improve my email deliverability?

Improving email deliverability requires a multi-pronged approach. You need to authenticate your domain with SPF, DKIM, and DMARC records. Don’t forget to maintain clean lists by regularly removing bounces, inactive users, and role-based addresses. Use email testing tools to scan for spam trigger words, poor formatting, or blacklisted IPs. Segment your audience to send more relevant content and improve engagement rates. Lastly, warm up new domains/IPs slowly before sending large volumes.

3. What affects deliverability rates the most?

Several key factors influence whether your email lands in the inbox or spam folder: