Recruiters rely on email to reach potential candidates and clients. But there’s a problem—spam filters hate cold emails. If you don’t do things right, your messages will never even reach the inbox.
So, how do you avoid spam filters and make sure your emails actually get read? Let’s break it down.
Why Recruiters Struggle With Spam Filters
Spam filters are designed to block unwanted emails. And let’s be honest—cold emails often look like spam. Think about it:
✅ Sent in bulk
✅ Sent to people who weren’t expecting them
✅ Often include sales-like language
✅ Can be ignored or marked as spam if recipients don’t recognise the sender
Recruiters aren’t spammers, but email filters don’t know that. The good news? There are ways to avoid looking like a spammer while still reaching the right people.
Step 1: Make Sure Your Domain is Set Up Properly
Before you even send an email, your domain needs the right settings. Without them, email providers will assume you’re a fraudster.
Check that you have:
- SPF (Sender Policy Framework) – Tells email servers which services can send emails on your behalf.
- DKIM (DomainKeys Identified Mail) – Adds a digital signature to prove your emails are really from you.
- DMARC (Domain-based Message Authentication, Reporting & Conformance) – Tells email providers what to do with emails that fail SPF/DKIM checks.
Without these, your emails are much more likely to be flagged as spam.
Step 2: Avoid Spam Trigger Words
Spam filters scan emails for common spam phrases. If your message looks like a sales pitch, it’s more likely to be blocked.
Words to Avoid:
🚫 “Exclusive offer”
🚫 “Risk-free”
🚫 “Guaranteed income”
🚫 “Act now!”
🚫 “Congratulations!”
Instead of sounding salesy, write in a natural and professional way.
✅ Good Example:
“Hi [Name], I came across your profile and thought you’d be a great fit for a role I’m hiring for. Would you be open to a quick chat?”
❌ Bad Example:
“Exciting job opportunity! LIMITED TIME ONLY! Apply now to secure your spot!”
See the difference? One feels personal, the other screams spam.
Step 3: Personalise Every Email
Spam filters hate copy-paste emails. If you send the same message to 1,000 people, email providers will assume you’re a bot.
To avoid this:
✔ Use the recipient’s name
✔ Mention something specific about them (e.g., their job, skills, or company)
✔ Avoid sending emails too fast—space them out instead of blasting all at once
Tools like mail merge can help personalise messages while still keeping them efficient.
Step 4: Warm Up Your Email Sending
If you suddenly send hundreds of emails from a new email address, spam filters will notice. Instead, warm up your email account gradually:
📌 Week 1: Send 10-20 emails per day
📌 Week 2: Increase to 50-100 emails per day
📌 Week 3+: Slowly scale up, but monitor engagement
This signals to email providers that you’re a legit sender, not a spammer.
Top tip: Can’t get the volume naturally? Consider using automated warmup tools like Lemwarm, Warmy or Warmup Inbox
Step 5: Encourage Engagement
Spam filters don’t just check how many emails you send—they also watch how people interact with them.
🔹 If people open, reply, and forward your emails → Good reputation
🔹 If people delete without reading or mark as spam → Bad reputation
To improve engagement:
✔ Keep your emails short and to the point
✔ Ask clear questions to encourage replies
✔ Don’t send too many follow-ups (2-3 max)
Step 6: Use a Professional Email Address
I know this is Step 6, but are you really sending from @gmail.com or @outlook.com? Big mistake. Believe it are not, some recruiters have done this as their own domain reputation has been tanked!
Recruiters should always send from a custom domain (e.g., yourname@yourcompany.com). Free email addresses look unprofessional and are more likely to be blocked.
Final Thoughts
Avoiding spam filters isn’t about tricking the system—it’s about proving you’re a trusted sender.
✅ Set up your domain correctly
✅ Avoid spammy language
✅ Personalise emails
✅ Send emails gradually
✅ Get real engagement
Follow these steps, and your emails will have a much better chance of landing in inboxes—where they belong.
Want more tips on email deliverability for recruiters? Check out our other guides! 🚀
