2024-06-11 4:01 pm
2024-06-12 8:47 am
2024-06-12 8:53 am

Best Practices to Send Out Bulk Emails

Are you looking for a way to send emails to many users simultaneously? Then explore this ultimate guide and learn the best practices to send out bulk emails using specialized tools and get the answers to the following questions:

We’ll summarize the article’s key points and give you straightforward answers to the topic’s most common questions!

After reading this game-changing roadmap to success and mastering this crucial email marketing technique, you’ll know exactly how to run a successful bulk email campaign, stay compliant with data privacy laws, and maximize ROI.

What Does Bulk Email Mean?

Bulk email means sending a message to many recipients at once. Marketers often use this technique to simplify communication with customers and subscribers and save time. Mass message distribution requires special tools designed to help automate the process, tailor content for different groups of recipients, track open and click-through rates, and manage the email list.

Efficient automation systems and seamless integration with other marketing tools can simplify bulk email messaging and significantly increase the efficiency of email marketing campaigns.

Bulk emails are used for different purposes, from quickly spreading the news about changes in privacy policy or terms of service to contacting multiple prospects as one and promoting a new product.

Selecting the right software is crucial for further enhancing your email campaigns. Discover the top 5 cold email software solutions that can help streamline your sales and marketing outreach.

Why Should You Send Mass Emails?

Whether you’re a marketer, plan to distribute important announcements to a group of people, want to advertise your new product or service, or need to simplify your sales strategies, sending mass emails will be handy and rewarding.

In this part, we’ll discuss the 5 greatest benefits of bulk emails, from cost-efficiency to valuable insights to help you build new strategies and meet your audience.

1. Cost-Effectiveness of Bulk Email Campaigns

One of the main advantages of mass email campaigns is cost efficiency. You can’t compare the cost of email marketing with some traditional advertising methods, such as television commercials or radio advertising. Regardless of size and the industry, any company can benefit from email marketing since most platforms have affordable costs aligned with the number of emails sent or the list size. 

Email marketing's return on investment (ROI) can be very high since even small campaigns can bring in many customers and make a lot of profit. Businesses looking to maximize ROI with relatively small investments should consider bulk email marketing, as bulk emails can speed up and simplify the process. 

However, great success comes only after acquiring accurate contacts, informed list segmentation, top-notch content, personalized messages aligned with recipients' interests and needs, and deep analytics that allow marketers to redevelop their strategies for maximal results. That’s why the chosen tool can make a big difference.

2. Wide Reach and Scalability

As your organization grows, your need for high-quality communication with your customers and subscribers will increase, too. The capacity to engage with a large audience across many demographics in one go is ideal for businesses ranging from start-ups to large enterprises. They can distribute messages to hundreds, thousands, and even millions of subscribers at the same time. 

It is very easy to adjust your email marketing plans according to your growth scale and plans. The expenses won’t be much higher after your list grows, which leads to high effectiveness and increased ROI. Mass emails are always cost-effective, regardless of the company size and the number of people you’re reaching.

3. Time Efficiency in Communication

One of the biggest benefits of bulk email is time efficiency, as it can instantly spread information to a large audience. Bulk emails allow a company to minimize the time spent on communication chores. Instead of having multiple meetings, manually sending hundreds of emails, and hiring many people, a bulk email allows you to distribute information to a large client base or employees in no time. 

There are situations when saving time is essential, such as product launches, privacy updates, urgent announcements, and other time-sensitive information. Bulk emails can be scheduled to send a message to all the recipients simultaneously, and all you need to do is write a single message. So, these services don’t just save time; they help maintain message accuracy and make sure all recipients get the message according to a previously set time.

4. Personalization and Targeted Messaging

Do you want to boost the engagement and conversion rates? Reaching many people at the same time gives you materials for data analysis and list segmentation. Dividing your audience into different groups based on their previous behavior, preferences, interests, company size, geographic location, or other criteria allows you to tailor message content according to each group’s characteristics.

For example, people who have previously bought your products or services can get a special discount on your new product, while those who’ve never clicked on your link might need a more attention-grabbing subject line or an incentive. If someone likes to buy electronic devices, you can give those people more content related to smartphones and new technologies. People will simply get more relevant messages, which is a great way to increase engagement and conversions.

Alongside targeted bulk emails, cold emailing can be a powerful tool to reach potential new customers. Learn more about what cold emailing is and how to execute it correctly to complement your bulk email strategies.

5. Measurable Results and Analytics

Bulk emailing is an effective tool for reaching large audiences, but that’s not all. Producing measurable results and detailed analytics can greatly improve future marketing strategies. Recipients’ reactions to messages are precious sources of information for sharpening email marketing strategies, list segmentation, and future success.

Four major parameters for shaping email marketing campaigns are open, click-through, bounce, and conversion rates. Let’s define these four metrics:

  • Open Rate: The percentage of email recipients who open the message.
  • Click-Through Rate: The percentage of email recipients who follow the link inside the message.
  • Bounce Rate: The percentage of emails that failed to reach their intended recipients' inboxes.
  • Conversion Rate: the percentage of people who click on an email link and complete the intended action.

These metrics are key elements for analytics and strategy refinement and major indicators of positive email marketing results. If the subject line was attention-grabbing enough to get people to open the email and if the content was interesting enough to make them click on a provided link, then the email was successful.

A/B testing can be beneficial in creating messages that work better for certain groups or segments. Marketers can compare different versions of emails and pick those that performed better for particular segments. Constant strategy development and personalized content adjustments are important for increasing open, click-through, and conversion rates.

Average Cost Per Email When You Send in Bulk

The cost per email when you send in bulk depends on the following factors:

  1. The service provider
  2. The number of emails
  3. The campaign’s overall complexity
  4. Additional features

Here are the insights into different pricing models and some examples from popular bulk email providers.

Subscription-Based Pricing Model

Most email service providers (ESPs) offer subscription plans. Users pay a certain amount each month, depending on how many emails they plan to send. Monthly subscriptions include automation, segmentation, analytics, and other features.

Lower Cost for Large Quantities

The cost per email drops the more emails you want to send. That’s how the price can be as low as $0.0001 for very high numbers of emails, such as one million. Companies who frequently send many emails will find this pricing model very useful.

Pay-as-You-Go Pricing Model

This pricing model allows businesses to purchase email credits without subscriptions and commitments. It is perfect for companies that don’t want to limit the number of emails they send and those who send them occasionally. 

Enterprise-Level Pricing Model

Enterprise solutions suit large corporations with demanding needs such as extensive tracking, automation, and customized assistance. They usually include a rich service offering and a custom price, starting from about $2,000 per month and going way up for large organizations.

How to Send Emails in Bulk

Emailing a large group of people is easy, but you must thoroughly prepare your messages to provoke engagement and boost conversions. That’s why we created this step-by-step guide to help you plan and execute your bulk email campaign. Here are 13 essential steps to master sending bulk emails.

1. Craft the Perfect Subject Line

Clear and compelling subject lines are crucial for increasing open rates since they can trigger the recipient’s curiosity and make them open the email. Create the perfect subject line every time by following these tips:

  • Use action-oriented words like “claim,” “explore,” “gain,” “experience,” “join,” “secure,” learn,” “unlock,” etc.
  • Keep it between six and ten words (not too long).
  • Personalize it by including the recipient’s name or other details.
  • Use some words that create urgency, such as “limited offer,” “don’t miss,” etc., but avoid too dramatic phrases we often see in spam messages.
  • Make it clear what the receiver will get from your company.
  • Try out several subject lines in an A/B test to find out which one gets the most clicks.
  • Avoid spam trigger words like “cash,” “get for free,” “buy now,” “click here,” guaranteed results,” “win,” etc.

Remember that the subject line is the first impression you make and is thus very important in reaching high open rates. Follow these guidelines and implement bulk email analytics to craft perfect subject lines for each segment of your list. They should spark interest in people, making them open your emails.

2. Create Engaging Content

Engaging content is important because it strengthens connections with your subscribers, boosts your brand image, and makes your audience interested, leading to higher open rates and conversions. Your custom-tailored content captures the receiver’s attention, builds interest, inspires people to take the intended action, and establishes strong relationships. 

Your engaging content can lead to more conversions, a better chance of being shared among people, and lower bounce rates because people will recognize you as a trusted and relevant source.

Here’s how to create engaging content for your bulk emails:

  • Bring a new value with each email, whether solutions to your subscribers’ problems, special discounts, exclusive offers, or information tailored to the targeted group’s interests and behaviors.
  • Use data about your recipient’s behavior and engagement to segment your list into different groups. You can group contacts by demographics, interests, previous interactions with your emails, or other criteria.
  • Create different content for each group.
  • To build trust and familiarity, keep your writing style aligned with your brand voice.
  • Consider implementing interesting visuals like images, videos, or graphics to make your content easy to consume.
  • The mobile-responsive design will increase engagement from people who prefer to open emails on their smartphones.
  • Create engaging and visually appealing layouts to capture receivers’ attention.
  • Use user-friendly email templates for your brand consistency and better user experience.
  • Provide effective call-to-action elements that are spam-free.

You’ll reach thousands of people instantly, so make sure you have something to give them. Consistent and relevant messaging will increase the chance for conversions. Try to convince them to take the intended action by creating content that fits their interests, behavior, and shopping habits.

3. Build an Email List

Accurate and up-to-date email lists are the foundation of successful email marketing projects, so make sure your emails are correct and deliverable. Staying compliant with data privacy laws is necessary when building your list. Only include those contacts who willingly submit their email addresses and provide a visible unsubscribe link with every email you send. You can make your list in many ways, such as the following:

  • Website opt-in forms
  • Social media sign-up buttons
  • Webinars or online events
  • Contests or giveaways
  • Website pop-ups or slide-in forms
  • Offering content upgrades or lead magnets
  • Networking events 
  • In-store or point-of-sale sign-up forms
  • Email sign-up at checkout on your e-commerce site
  • Referral programs 

The fastest and safest way to get an industry-relevant email list with deliverable addresses is to visit Bookyourdata and buy a verified email list. The platform guarantees 97% accuracy in B2B prospecting and offers flexible payment methods that allow you to pay as you go, avoiding commitments and subscriptions. Every list is 100% compliant with data privacy laws and regulations, such as GDPR and CCPA.


4. Optimize Your Contact List

Email verification is another crucial action to keep your email contacts accurate and deliverable. Regular list cleaning will lower bounce rates and protect the sender’s reputation by eliminating unwanted addresses in the following ways:

  • Verifying domain validity.
  • Identifying disposable email addresses.
  • Filtering out role-based addresses.
  • Removing duplicates.
  • Checking DNS records.
  • Confirming mailbox activity.
  • Flagging potential spam traps.
  • Assessing email address risk.

Some of the best email verifiers are Bookyourdata, Hunter, ZeroBounce, NeverBounce, and BriteVerify.

Maintaining a clean email list is essential for high deliverability. Learn how a bulk email verifier works and how to choose the best one to ensure your email lists are up-to-date and effective.

5. Personalize and Segment Your Email List

As mentioned, targeted audience segmentation is one of the most potent engagement-boosting techniques. Dividing your email list into multiple small groups according to group members’ engagement levels, habits, interests, or demographics allows you a personalized content delivery that can significantly enhance engagement, including open, click-through, and conversion rates.

Here’s why you should segment your email list and apply personalized messaging:

  • Email list segmentation allows you to personalize content for each group. Sending more relevant emails to recipients increases their value, which can increase engagement and conversions.
  • Emails that are relevant and tailored to the recipient's interests are much less likely to be marked as spam. 
  • Increased open and click-through rates are a common outcome of segmented email marketing.
  • You can monitor the success of various groups and modify your approach based on valuable data, such as the content types that are received well by certain demographics.
  • Segmenting helps you to provide a better user experience by tailoring content to the unique needs of each audience segment.
  • You can implement behavioral targeting strategies by segmenting subscribers based on their purchase history, browsing activity, and interaction with earlier messages. 
  • Trigger-based emails, sent automatically in response to specified actions or behaviors, help receivers purchase or complete wanted actions.

By segmenting your email list, you can give your subscribers more specific, relevant, and personal material. This technique will help you provide better customer support and have more conversions and fewer bounces.

6. Schedule Your Campaign

Optimized sending times give you several benefits, including the following:

  • Pre-scheduling emails save a lot of time.
  • You can choose specific hours and periods to increase the possibility of higher engagement.
  • Consistency in delivering messages will help develop trust and possibly increase brand awareness.
  • You can compare engagement during different sending times and choose the best period for your future messages.

The best time to schedule emails depends on many factors, including your local culture, industry, and different segments of your audience. However, these are general tips that work well in most cases:

  • It’s better to send emails in the middle of the week and avoid Mondays and Fridays because people might be too busy or distracted. Weekends are only good for B2C messages, while B2B emails should be sent only on weekdays.
  • The best time of day to send an email is between 8 a.m. and 10 a.m. since people usually check their inboxes first thing in the morning. Another good period is between 1 p.m. and 3 p.m. because lunchtime is another convenient time to check the mailbox.
  • List segmentation based on geographic location might be useful when scheduling your emails. Time zones are important factors to consider.
  • To be sure that these tips work in your industry and with your audiences, conduct A/B testing to measure their effectiveness and adjust your strategy based on the results.
  • Email automation tools allow you to set the best time for your emails based on your recipients’ habits and past behavior. 

Your schedule can have a big influence on getting strong click-through rates. These tips might not work during holidays or significant local events. Remember to monitor your email campaign performance and use analytics to improve your strategies.

7. Track User Behavior

Tracking user behavior comes with many benefits, including the following:

  • You can see which content type performs best and use that information for future strategies.
  • Tracking your subscribers' open rates, click-through rates, and interaction patterns can help you better target their interests in future communications.
  • Insights into your users’ behavior will help you produce more personalized content with the potential to lower spam and bounces and increase engagement.
  • Triggered automation based on user behavior allows marketers to target subscribers when they visit a certain page or take another action. 

Track user behavior to understand your audience better. Use comprehensive audience data for analytics, segmentation, and content strategy to boost engagement and maximize results.

8. Keep It Short, Crisp, and Free of Fluff

Communication in email marketing should be straightforward and concise. People’s attention spans are getting shorter, and if you don’t go straight to the point, you won’t get your recipient’s attention, and you’ll lose a chance to deliver a message. Here are several practical advice for better content creation:

  • Go straight to the point and deliver the most important information first.
  • Use simple words and avoid industry-specific vocabulary or jargon.
  • Keep your paragraphs under four sentences to make them more readable.
  • Always use active voice (“you can download” instead of “it can be downloaded”)
  • Use numbered and bulletin points to address key points.
  • Your email must have a visible call to action.
  • Proofread your message and delete all unnecessary words or sentences.
  • A clear and concise communication style will open the door for higher open rates in future messaging.

After the attention-grabbing subject line, every sentence should bring value and offer solutions. Simple, short, and easy-to-read emails have a much better chance to keep your reader’s attention, offering something valuable in a compact, coherent way. Tailored content based on recipient behavior is the key to fruitful communication and more conversions.

9. Offer Exclusive Discounts and Deals

There are many ways to wake up your sleepy audience and boost conversions. Discounts and special deals are some of the most efficient ones. These are 3 crucial tips to increase conversions:

  1. Segment your audience according to purchase history, preferences, and demographics to make your offers as personal as possible. Make your users feel special and appreciated by offering something they really need or like. Use their names and mention their previous purchase or other interactions with your company.
  2. Promote urgency without big words that can sound spammy and fake. Instead of saying, “Hurry up and buy,” you can simply limit the number of coupons or include an end date in your message. Your receivers should feel they can get something valuable, not like you’re trying to sell them something quickly.
  3. To create a feeling of exclusivity and loyalty, make sure your readers know that only subscribers can receive the offer. Your CTA can remind your users that the deal is only for them if you say, “Claim your exclusive discount now” or “Get the gift for loyal subscribers.”

Don’t forget a follow-up email. It should arrive a few days before the promotion ends to remind subscribers they might miss the opportunity if they don’t hurry up.

10. Maximize Email Deliverability

To maximize email deliverability, have low bounce rates, and avoid spam, you should do 3 things:

  1. Always keep your email list clean.

The best way to regularly clean your list and get rid of fake and inactive addresses is to use email verifiers such as Bookyourdata, Hunter, and ZeroBounce. Bookyourdata, for example, has a built-in real-time verification system, which means you can buy an entire email list knowing that your contact information is verified and ready for cold emails.

Bookyourdata has robust prospects who are ready to buy today
  1. Avoid spammy language in your emails.

Several spam filter avoidance techniques will help you stay out of a spam folder. You shouldn’t use words that sound like spam, such as “free cash,” “hurry up and buy,” “claim your prize before it’s too late,” etc. Also, an aggressive tone with many exclamation marks or all capitals will make your content look like typical spam. To avoid spam complaints and damaged sender reputation, use simple language and avoid strong words that promote urgency and “unbelievable offer.”

  1. Use reputable email service providers (ESPs).

Some of the best tools on the market, like Mailchimp, have tools that manage deliverability and maintain good relationships with internet service providers. You’ll have insights into reliable deliverability rates, bounces, and spam. These tools can simplify your efforts to maximize deliverability and keep your reputation.

11. Comply with Email Regulations

You must comply with email regulations to avoid legal repercussions and respect subscribers' rights. While there are many regulations in different countries and regions, it is important to understand and comply with laws like CAN-SPAM, CCPA, and GDPR:

  • CAN-SPAM Act in the United States regulates email marketing. To comply with this act, provide an easy way for subscribers to opt out of receiving messages. Once a person decides to unsubscribe, they should be quickly removed from the email list.
  • Under the California Consumer Privacy Act (CCPA), customers have the right to be informed about data transactions and have the option not to have their data sold. It affects companies that collect data from the residents of California (USA).
  • Every company doing business with people in the European Union must comply with the General Data Protection Regulation (GDPR). Businesses that want to use their data must have their explicit consent. Data owners must know how to access and delete their information and what the information will be used for.

GDPR compliance and ethical practices help you build trust with your subscribers and customers, building a positive brand reputation. Comprehensive data security measures will keep subscribers’ information safe, which is another way to preserve their trust.

12. Conduct A/B Testing

A/B testing is a simple process where you compare two emails to see which version performs better. Marketers implement strategic A/B testing methodologies to increase engagement, improve communication with customers, and boost return on investment.

Here’s how to do A/B testing:

  1. Choose which part of an email you want to test (layout, CTA, or subject line)
  2. Write two emails, each with a different chosen part.
  3. Send both emails, each to half of your audience.
  4. Measure engagement with both emails.
  5. See which version had more clicks and use the results to create future campaigns.

The process is simple but rewarding, allowing marketers to sharpen their strategies with valuable information.

13. Measure Performance & Analytics

Regular performance analytics will help you constantly improve your email marketing results. There are 6 crucial performance metrics in bulk email marketing that can be analyzed for future optimizations and strategies:

  1. Open Rate: The percentage of receivers who opened the email
  2. Click-Through Rate: The percentage of subscribers who clicked on the provided link.
  3. Conversion Rate: The percentage of recipients who completed the process (subscribed, bought something, or did something the sender suggested)
  4. Bounce Rate: The percentage of undelivered emails
  5. Return on Investment (ROI): Financial gain compared to investment costs
  6. Unsubscribe Rate: The percentage of people who unsubscribed from receiving emails

These six indicators can tell a lot about your campaign and help you build better and more informed strategies in the future. A detailed analysis of the recipient feedback will help you understand your customers and improve future content personalization. Continuous campaign improvement processes will improve results with every new bulk email campaign.

Sending Bulk Emails: The Article’s Main Points

  • Bulk email is sending a message to many recipients at once. Email automation tools make this process easy and time-saving.
  • This affordable marketing method can bring considerable benefits for both startups and long-rooted corporations.
  • Sending emails to many people doesn't have to cost a fortune, and it’s easy to expand communications as your company grows.
  • Segmentation and personalized content can improve engagement and conversions while lowering spam and bounces.
  • Compliance with relevant data protection laws is essential and can save you from legal consequences and a bad reputation.
  • To build future bulk email strategies, it’s important to monitor performance metrics like open, click-through, conversion, bounce, unsubscribe rates, and ROI.
  • Email verification tools help marketers maintain their email lists and databases, keeping them full of valid and deliverable emails.

Frequently Asked Questions

Now that you know everything about maximizing the results of your bulk email campaign, it’s time to get simple and precise answers to 3 frequently asked questions.

What is the Email Mass Limit?

An email mass limit is the highest number of emails sent during a bulk email marketing campaign. Email marketing platforms set this limit to control server load and comply with anti-spam laws. Those limitations depend on the user’s subscription plan, and we’ll cover email mass limits with different platforms’ most expensive plans.

  • Mailchimp’s Premium package allows sending 150,000 emails per month.
  • Constant Contacts allows 24x your number of contacts per month with their most robust subscription plan.
  • Brevo (ex Sendinblue) allows customized usage and sub-account management.
  • GetResponse offers unlimited email with its Enterprise offer.
  • Campaign Monitor allows unlimited emails with their Premier package.

When Should I Send Mass Emails?

The best time to send emails to companies is on weekdays, ideally on Tuesday, Wednesday, and Thursday, avoiding busy times. Do it from 8 to 10 in the morning or during lunchtime in the afternoon (1 to 3 p.m.) because those are times when people usually check their mailboxes. These rules might not work in all cultures and industries, so test them and see if you can come up with a more successful email-sending schedule for your company.

The rules are quite the opposite if you send emails to consumers. Weekends are the best times for sending bulk emails, especially Saturday mornings when people have time to check their inboxes in peace.

What is the Mass Email Response Rate?

The mass email response rate is the percentage of receivers who respond to bulk emails by taking the required action, such as opening an email, clicking on the links, and becoming subscribers or customers. The response rate is usually between 1% and 5%, depending on the industry and campaign strategy. For example, non-profit organizations and retail sector companies have higher response rates than the average businesses.

Many factors influence mass email response rates, including segmentation, personalization, list hygiene, content quality, and timing.

Final Thoughts on Sending Bulk Emails

Strategic insights, such as the best times to send emails, how to personalize them for each subscriber group, and how to comply with email regulations and data privacy laws, can help businesses significantly improve the effectiveness of their communication. Consistently improving your approach requires using A/B testing and regularly analyzing performance metrics.

Use one of the best email marketing platforms to keep your email list clean and deliverable. Bookyourdata delivers 97% accuracy in B2B lead generation, allowing you to purchase highly targeted email lists using a flexible pay-as-you-go model. Advanced filters allow you to browse contacts from 200+ countries, various industries, management levels, job functions, and job titles. Get 10 free leads without a credit card now, and build a solid foundation for your bulk email campaign.



Share with the community.
Back to Top