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How do I prevent emails to applicants from ending up in the spam folder?

Updated

DIRECTORY OF CONTENTS

There are several ways to ensure the delivery of your emails to applicants and prevent them from ending up in the spam mailbox.

Content of your emails

Some contents of emails can lead to them being categorised as spam by the recipient's mailbox.

This includes:

  • Spam triggers: Special words in the subject, content or signature.
    Search the internet for trigger words for spam. These include, for example: Bonus, congratulations, personal details
  • Elements: attachments, atypical formatting or logos.

Try to avoid such content. 

If your emails are repeatedly classified as spam by the applicants and the other measures described here are not successful, please check whether you achieve better results without logos, attachments and the like.

Technical measures

If you are using a d.vinci domain as a system URL, you do not need to implement the following technical measures. We set an SPF entry and ensure that the signature is encrypted via DKIM on our servers.
Example for d.vinci domains: kundenname.dvinci-hr.com, kundenname.dvinci.de or kundenname.dvinci-easy.com

You use an own domain?

In order to ensure that the emails from your d.vinci system to applicants do not end up in spam, your email sender address must be verified in the first step. There are currently two common procedures for this.

SPF record check (Sender Policy Framework) 

SPF was developed to avoid spam and prevent the falsification of the sender address of an email.
Your IT department sets up an SPF entry. Normally, this is already done when you set up your own domain.
A check can be carried out, for example, on this external page www.spf-record.de (redirection to external page).

In order for us to be able to send on behalf of the customer, the following entry is required in the SPF: include:_spf.dvinci-hr.com
 
If this is not the case, the SPF entry should be set up. People who do this need access to the DNS record of your domain.

Your colleagues in IT know how to do this.

DKIM-Record-Check (DomainKeys Identified Mail) 

DKIM was developed to support the prevention of spam and phishing. DKIM is an identification protocol to ensure the authenticity of email senders.

First of all, please check whether a DKIM entry exists using a DKIM record check (there are various checkers for this on the Internet). If this is not the case, please create a DKIM entry.

Create DKIM entry

Proceed as follows

  1. Write us an email.
    Content
    • Domain for which the DNS record is to be created.
    • Contact details of a contact person from your IT department who can set a DNS entry for the domain you are using.
  2. We prepare the DKIM entry for the DNS (Domain Name System, a kind of digital telephone book) and send it to your contact person by email.
  3. You make the entry in the DNS and let us know that it has been made.
  4. We test the entry and finalise the configuration in the d.vinci system (DMARC policy set to "reject")
  5. We will inform you about the successful activation or contact you again if, contrary to expectations, something did not work out.

Settings in the applicant's email inbox

If your emails continue to end up in the applicant's spam mailbox despite the content and technical measures taken, they may need to take action. The best way to do this is to call them and explain the challenge to them.

This may be the cause for the applicants

  • Spam marking: Applicants may have mistakenly marked your sender as spam. Only they can undo this.

  • Tolerance filter: The sensitivity of the tolerance filter in the applicants' mailboxes can vary. Only the applicants themselves can make adjustments here.

    Tip

    • There are various providers where you can have your sender email address verified and your content checked for deliverability. It is best to search the Internet for "Email Checker" or "Mail tester".  
      The check should be carried out regularly, as settings and triggers often change.
       

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