23.8 Email Compliance & Best Practices Summary

(Recap - See Chapter 6 for full details)

Key requirements and best practices for sending emails via Close Master:

  1. Authentication (SPF, DKIM, DMARC - MANDATORY): Set up and verify a Dedicated Sending Domain (Settings → Email Services). Essential for deliverability and required by major providers (Google/Yahoo).
  2. Use Authenticated Domain: Send from an email address associated with your verified sending domain (e.g., yourname@youragency.com or yourname@mail.youragency.com), not free domains (@gmail.com).
  3. Consent (Opt-In): Obtain explicit permission before sending marketing emails. Use unchecked checkboxes on forms. Keep records of consent. Never buy lists.
  4. Clear Unsubscribe Link (MANDATORY): Include a clear, easy-to-use, working unsubscribe link in the footer of all marketing/bulk emails ({{unsubscribe_link}} merge tag). Honor unsubscribes immediately (DND usually automated).
  5. Identify Sender: Use a clear, recognizable From Name and your legitimate From Email address.
  6. Physical Address (MANDATORY): Include your valid brokerage physical address in the email footer ({{location.full_address}}).
  7. List Hygiene: Regularly validate email lists, remove hard bounces immediately, and prune unengaged subscribers to protect your sender reputation.
  8. Valuable Content: Focus on providing relevant content (property alerts, market info, tips). Avoid spammy tactics, misleading subjects, excessive images, or broken links. Ensure mobile-friendliness.
  9. Sending Practices: Warm up new sending domains gradually. Maintain consistent sending volume. Monitor your sender reputation using tools like Google Postmaster Tools. Keep spam complaint rates extremely low (<0.1%).