Email Record Hygiene: 5 Tricks to Keep Your Lists Squeaky Clear

Email list hygiene is like normal hygiene—it should be a regular part of your routine. Growing your subscriber list is a critical element of a strong email marketing program. But it’s equally important to complement those efforts with regular email list cleaning.

No one wants to lose subscribers, but unengaged recipients can hurt your email program. If many recipients delete your emails without opening them or, even worse, mark them as spam, this could signal to inbox providers that you’re sending unwanted content. This, in turn, could impact your deliverability.

That’s why email list hygiene is vital to a healthy email program. This post will explain how to keep your email lists squeaky clean.

What is email list cleaning?

Email list cleaning, also known as scrubbing, is the process of removing inactive, bounced, and other unengaged email addresses from your list. This ensures that you only send emails to people who want to read them. Proper email list hygiene will help you:

You may be worried about seeing your subscriber list shrink, but it’s better to have slightly fewer subscribers than to have unengaged recipients.

Email list hygiene: How to clean an email list

Now let’s get into the nitty gritty of when and how to clean an email list. Use these 5 tips to keep your lists fresh.

1. Define how often you need to clean up your list

How frequently you scrub your email list will depend on certain aspects of your program. Generally, we recommend cleaning your list every six months. But larger email programs (100,000+ subscribers) may benefit from more frequent list cleaning, while smaller ones (under 1,000 subscribers) may not require the same level of rigor.

Regularly reviewing your engagement metrics will give you a clear picture of how healthy your list is overall, and this can help you decide how often you need to address list cleaning.

Whatever frequency you choose, stick to your cadence. However, you can revisit your cleaning frequency each year and determine if you need to change your approach.

bonus tip: Don’t purchase lists from third-party vendors…or anybody ever. While you may reap some immediate, short-term benefits, the majority of the addresses on these lists won’t earn you much value. And you may even find yourself on a denylist as a result.

Recipients from a purchased list are more likely to hit the spam button because they never signed up for your email program. This will only hurt your sender reputation. For more reasons why you should never Purchase an email list and some tips on how to grow your list organically, check out 3 Reasons You Shouldn’t Buy Email Lists.

2. Remove role accounts

Role accounts are e-mail addresses that represent a group or alias—think @support, @info, etc. These emails do not represent individuals, and, as a result, no one checks these inboxes very often. So if you have role accounts on your lists, engagement from these will typically be low.

Because these types of accounts are shared, different people who check them will have different levels of engagement with your emails. For example, say there’s an employee who regularly checks the alias inbox and reads your emails but they leave the organization. Whoever steps into that role next might not find your messages valuable, and they may decide to mark your emails as spam.

Per tip: The Twilio SendGrid Email Validation API can check for role emails and automatically remove them from your list.

3. Remove bounced and invalid emails

bounces Refer to emails that don’t get delivered because the email address is invalid. This could be because the recipient typed it incorrectly when they subscribed to the email list, or it’s a company email address that no longer exists.

You don’t want to continuously send emails to invalid addresses because this can negatively impact your metrics, especially your delivery rates. Experts recommend that you keep yours bounce rate under 0.5%. Anything above that could hurt your sender reputation.

Most email service providers (ESPs) automatically remove hard bounces after two failed attempts to deliver emails. But in some cases, invalid email addresses are harder to identify.

The Twilio SendGrid Email Validation API helps reduce hard bounces by showing you the email addresses that are likely to cause these. You can then keep an eye on these addresses and remove them from your list if the emails bounce.

4. Address unengaged recipients

Unengaged recipients can sting the most to remove. But don’t take low engagement personally. Think of how many emails you’ve signed up for but never get around to opening and reading!

Although providing an unsubscribe link in your emails is required (by law and by all reputable ESPs), a lot of times, people may not get around to unsubscribing. If a few months go by and a recipient hasn’t opened any of your emails, it’s time to address the issue.

First, try a re-engagement campaign to gauge their interest in receiving your communications. This type of campaign gives recipients the opportunity to update their email preferences. In the best case scenario, the recipient says they still want to hear from, but maybe less frequently. Or maybe they decide to unsubscribe. Either way, it will help your email list.

Some recipients may not respond to your re-engagement campaign. This is your sign that it’s time to remove them from your list. It may hurt to see them go, but it’s for the benefit of your email program. Inbox providers look at engagement metrics such as opens to determine delivery. If they see that you keep emailing unengaged recipients, this could impact your sender reputation.

5. Confirm email subscriptions

There are several ways to confirm email addresses upon signup. We recommend providing a double opt in method because it’s the best way to ensure that the subscriber truly wants your emails.

Double opt-in signup requires the subscriber to enter their email address on your signup form and then confirm that they meant to do so, usually through a confirmation email containing a link that they need to follow to finish registration.

This method demands a little more work on the user’s end, but it’s worth it for both the sender and recipient because it helps keep invalid email addresses off your list and reduces the chances of the recipient getting unwanted emails.

Keep your email lists clean with Twilio SendGrid

Cleaning your email lists on a regular basis will improve your engagement metrics, sender reputation, and deliverability rates. And Twilio SendGrid makes the process easier with list management tools that help you track engagement and ensure you send emails that recipients want.

We take email list hygiene seriously.

If you’re ready to dive into more delivery best practices, download our free Email Deliverability Guide. It contains everything you need to know about sender reputation, user experience, privacy and compliance, and more.