Complete Email Deliverability Audit
Diagnostic framework to identify and resolve deliverability issues affecting inbox placement rates.
Conduct a technical and strategic email deliverability audit, identifying factors harming inbox delivery and creating a prioritized correction plan.
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Prompt objective
Conduct a technical and strategic email deliverability audit, identifying factors harming inbox delivery and creating a prioritized correction plan.
Real use case
TechRecruit, a tech recruitment platform, noticed their open rate dropped from 32% to 14% over 4 months. Investigation revealed 40% of Gmail emails are landing in spam. The team doesn't know if it's a technical or content issue.
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Prompt
Conduct a complete deliverability audit for [COMPANY NAME], sending [NUMBER] emails/month via [PLATFORM: RD Station/Mailchimp/ActiveCampaign/HubSpot/Mautic]. Context: - Sending domain: [DOMAIN] - IP: [DEDICATED/SHARED] - Current open rate: [PERCENTAGE]% - Bounce rate: [PERCENTAGE]% - Spam complaint rate: [PERCENTAGE]% - List size: [NUMBER] contacts - Sending frequency: [FREQUENCY] **1) Authentication Audit (DNS):** Verify and recommend configuration for: - **SPF**: Current record vs. recommended - Correct include for [PLATFORM] - 10 DNS lookups limit - **DKIM**: Properly configured signature - Selector and public key - Key rotation (if applicable) - **DMARC**: Current policy vs. recommended - Progression: none → quarantine → reject - RUA/RUF reports configured - **BIMI**: Verified logo in email (optional, differentiator) For each item, provide: Status (OK/Issue/Missing) + Corrective action + Priority level. **2) Domain and IP Reputation:** - Verification tools: Google Postmaster Tools, Sender Score, Talos Intelligence - Blacklist checklist (Spamhaus, Barracuda, SORBS) - Reputation by provider (Gmail, Outlook, Yahoo) - Recovery actions if reputation is low **3) List Quality:** - Acceptable hard bounce rate (<2%) vs. current - Recommended hygiene frequency - Verification tools (Neverbounce, ZeroBounce, SafetyMails) - Opt-in policy (single vs. double opt-in) - Spamtrap presence (how to identify and remove) - Sunset policy for inactive contacts **4) Content and Engagement:** - Text/image ratio (minimum 60/40) - Words and patterns that trigger spam filters in Portuguese and English - Ideal email size (< 102KB to avoid Gmail clipping) - Links: quantity, shorteners (avoid), consistent domain - Clean HTML: No external CSS, no JavaScript, no forms - Alt text on all images **5) Sending Practices:** - Volume consistency (don't send 50k after weeks of inactivity) - Warmup schedule for new IP/domain - Engagement-based segmentation (send to engaged first) - Ideal vs. current frequency - Peak vs. off-peak send times **6) Prioritized Action Plan:** - Quick fixes (implement today): [LIST] - Technical improvements (1-2 weeks): [LIST] - Long-term strategies (1-3 months): [LIST] - Weekly monitoring metrics - Inbox placement rate target in 90 days **7) Ongoing Monitoring Dashboard:** - Weekly deliverability KPIs - Automated alerts (when to act) - Free vs. paid tool recommendations
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- 1Replace the key placeholders first: COMPANY NAME, NUMBER, PLATFORM: RD Station/Mailchimp/ActiveCampaign/HubSpot/Mautic, DOMAIN.
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