Email plays a central role in several workflows in Meltwater. It is key to add approved senders when initially setting up your account to create more personalized outreach that comes from your email address rather than Meltwater’s.

This article will cover:

To add an approved sender, follow these steps:

Use your business email address to ensure that your target audience has context about who’s sending them information. We therefore strongly advise against using a private email domain (e.g. jane.doe@gmail.com) or using a general company email address (e.g. press@companyname.com)

If you haven’t received the verification email that’s generated through the approved sender setup flow, run through the following steps:

If the email got caught in your spam folder or you didn’t receive it at all, please share this allowlisting documentation with your IT department. It covers the steps they need to take to ensure optimal deliverability of emails sent from Meltwater.

Please reach out to our team via Live Chat within the Help button with any further questions.

Meltwater uses a third-party email delivery service for both Influencer outreach and analytics-enabled Newsletters. This helps us ensure optimal email deliverability, but you can take some steps to increase your individual email deliverability, such as allowlisting our IP addresses and setting up SPF and DKIM records.

When we talk about email deliverability we are referring to emails making it to the intended recipient and not ending up in their spam folders. When you send an email from Meltwater, we use email masking so that the email appears to come from you, rather than a general email address. This allows replies to be delivered directly to your inbox, but can introduce some intricacies if your organization has enhanced security features in place to prevent “spoofing”.

Email spoofing is the forgery of an email header so that the message appears to have originated from someone or somewhere other than the actual source as people are more likely to open an email when they think it has been sent by a legitimate source.

A validation process is required to improve email deliverability (i.e., minimize soft bounces). Meltwater enables validation by setting up SPF/DKIM records through our trusted email partner.

IP allowlisting is a method you can use to ensure that emails from a specific IP always reach their inbox. SPF and DKIM are security methods that are standardly used to combat spam issues. Setting up SPF and DKIM is considered good practice for promotional email sending as it ensures better deliverability to your recipient's inbox.

Similarly to how you would add a contact to your email address book, IP allowlisting allows you to add specific IP’s to your allowed sender's list. Doing this confirms that you will always receive emails from those allowed IP’s to your Inbox and not your spam folder. When you allowlist a Meltwater IP address, it ensures that emails from Meltwater, such as digest reports and newsletters, are delivered to your Inbox.

SPF is an email authentication standard that compares the email sender's actual IP with a list of IPs authorized to send emails for that domain. The authorized list is contained in the domain's DNS record.

The SPF records are used to fight spam as they tell the recipient server what IP addresses are validated to send from that domain. DKIM is also a DNS record that allows recipient hosts to validate the authenticity of the sending domain, by means of a digital signature.

Setting up SPF and DKIM records shows your email recipients that you are who you say you are.

You will find that if you keep your SPF and DKIM updated, you will have better deliverability to recipients. If you find that your emails often end up in spam folders or aren’t delivered, missing or outdated SPF/ DKIM records are often the culprit. Additionally, having SPF and DKIM records helps you build a good sending reputation on their domain.

There are three main steps to set up these records:

Details to send to your IT Specialist or manager of your email client:

Once your IT Specialist confirms both SPF and DKIM records have been successfully implemented, check the status within Meltwater. Please note it can take 24-48 hours to update.

Further recommendations:

Note: once your IT department has successfully completed their process, additional approved senders with the same email domain (@companyname.com) can be added without further involvement from your IT department.

Once setup of an Approved Sender is completed, you will immediately start benefiting from our email analytics that informs you of how recipients engage with your content. E.g. you will learn which reporters that are interested in your pitches, which in turn will help you plan follow-ups, and potentially rethink your targeting and messaging of future pitches to drive performance.

You're seeing a high bounce rate from your release

High bounce rates can be caused by a number of factors. Learn more about hard bounces and soft bounces below.

Soft bounces are often triggered by spam settings or security settings on the recipient’s email server. These security measures are put in place to prevent email spoofing. Soft bounces can be a good indication of message content quality and relevance.

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