Throughout my endeavors, I have been plagued with the dilemma of constructing a newsletter that can reach subscribed users while doing it properly. However, I lack the knowledge on how to do so effectively.



My primary concern is how this process is executed on conventional shared hosting sites that have constraints when sending out emails such as limitations on the number of sendings per hour or at a time. For instance, Masterhost imposes a strict rule of no more than 25 emails sent simultaneously and no more than 200 emails sent every hour. Is it necessary to set up a queue for mailing through the database and send them out in 25 portions, limited to only four times per hour, via cron? Or perhaps, there are readily available scripts that will simplify this task significantly. Also, how can one monitor the success of sending-delivery and identify rejected mail servers?

Most importantly, I seek a solution to avoid being flagged as spam. Although a person signs themselves up with confirmation, nothing stops them from labeling it as spam. As a result, another "knock" on the mailing list must be averted.

For sending 400,000 daily emails containing new offers to the client base, I followed these steps:

I acquired a server with an extensive unlimited channel and a dedicated IP and registered a separate domain.

Next, I added entries to TXT PRT, specifying trusted IP addresses for both the domain and the reverse zone to ensure that the server IP address would be generated.

Then, I utilized Exim as a messenger, replacing Sendmail.

After initiating the email delivery process, I closely monitored the Exim logs and promptly deleted non-existent accounts from the database.

Furthermore, If the email content is clean and appropriate(by not being categorized as spam), the complaint rate will remain negligible (unless a large number of people submit complaints). However, if you don't send emails to individuals who haven't requested them, there shouldn't be any cause for complaints.

You can also keep track of the success rate of non-delivery delivery through the mail server logs in the same location as all rejection blocking information. Moreover, the mail system will provide advice on what to do if the message is declined due to spam.

To facilitate our service, I utilize mail accounts from Google App (however, these are not mass mailing lists, but just notifications for specific events).

It's essential to note that Google permits a quota of 500 emails per day from one email account in the free version. Nevertheless, I have surpassed this restriction by registering various logins such as notification@host.com, notification1@host.com, notification2@host.com, etc - I sort through them if there is an issue.

Presently, mass sending through the internal mail service of a hosting provider is nearly impossible and often limited.

Ideally, installing a local script (mailing program) on the hosting platform will be necessary; however, it must be coordinated with an external smtp server. To clarify, the mailing list must be sent to an external mail server, and a script handles letter formation, storage, subscriber management, and transferring letters to the external mail server. The external mail server manages the delivery of approved email sending.

Using this method, limitations on mail server capabilities or restrictions imposed by your hosting provider will no longer be an issue (as long as you have enough mail server power and experience in mailing).

You may configure or maintain the mail server yourself, or you can hire a specialized professional or rent a pre-existing mail server to handle the task.

To execute mass mailing campaigns, a server is required, which can be either a virtual or dedicated one. The crucial factor is that it allows email sending features and provides for SSL certificate and dedicated IP connection.

For the following procedures, we shall utilize Fozzy and ISPmanager (the fastest and most budget-friendly option) as the control panel.

One of the limitations to consider is the number of emails that can be sent per hour; this applies to all emails, including service ones, in addition to spam complaints.

On average, virtual hosting allows 100-300 emails per hour, with Fozzy's limit set at 100 emails without account verification. After verification, we negotiated 500 emails per hour with a possible increase to 1000 per hour in three months - provided there are no complaints from recipients.

To open a server for mailing lists, you'll need a domain name, virtual hosting, rental of a dedicated IP, SSL certificate, and a package of dоcuments. Technical support could assist with setting up the server if you lack technical skills.

Optionally, consider choosing ISPmanager for the control panel since the instructions will be formed based on its use.

Software installation requires SAAS services, your own solution, or built-in CMS functionality. In this case, MailWizz will be utilized, which is the most popular and functional script based on Yii implemented on the Australian CodeCanyon marketplace.

The cost of MailWizz's license is $41, with a total cost of $51.18 inclusive of VAT. To install, create an FTP account in the root of the site and upload the system files. Create a database and add relevant information during the software installation process, allowing for file recording rights.

Adding CRON records to the scheduler is necessary, although the dоcumentation shows how it works in the software.

The system has two interfaces, one for backend working with general configuration and administration and another for the customer working with direct mailings on behalf of the user.

To address your concerns, it's important to approach newsletter distribution with a well-structured plan that encompasses technical considerations, best practices for deliverability, and subscriber engagement strategies.

When faced with limitations on the number of emails that can be sent per hour or at a time, implementing a queuing system is crucial. This involves storing outgoing emails in a database and then sending them out in smaller batches at regular intervals to comply with the hosting site's restrictions. Setting up a cron job to manage the timing of these batches can ensure adherence to the hourly limits imposed by the hosting provider while also preventing server overload.

In addition to manual queuing, there are various ready-to-use scripts and tools designed specifically for managing newsletter distribution within the limitations of shared hosting. These tools often come with features for automated scheduling, queuing, and tracking the success of email deliveries. By leveraging such solutions, you can streamline the technical aspects of sending newsletters, allowing you to focus on creating engaging content for your audience.

Tracking the success of email deliveries and identifying rejected mail servers can be achieved through comprehensive email analytics platforms. These tools provide insights into key metrics such as open rates, click-through rates, bounce rates, and spam complaints. They also flag bounced or rejected emails, enabling you to take proactive measures to maintain a clean and responsive email list.
To mitigate the risk of being flagged as spam, it's essential to prioritize permission-based email marketing practices. Implementing a double opt-in confirmation process ensures that subscribers have explicitly consented to receiving your newsletters. Furthermore, providing clear options for subscribers to manage their preferences and easily unsubscribe if they choose to do so can help maintain a positive sender reputation.

Regularly reviewing and cleaning your email list is critical for maintaining deliverability and engagement. Removing inactive or disengaged subscribers not only improves the quality of your recipient list but also reduces the likelihood of your emails being marked as spam.

Why not leverage a service like Mailchimp or ConvertKit? They're designed for this, and they handle deliverability challenges better than any DIY method. Monitoring success rates becomes effortless with their dashboards.
And let's face it, if users are flagging your emails as spam, it's not just about the technicalities, it's about the content. You need to ensure your newsletters are genuinely valuable to your audience to avoid the spam folder.