Is Your Email List Hurting Sales? Fix It with an Email Checker!

Struggling to make the most out of your email marketing efforts? You’re not alone. Research reveals that over 20% of marketing emails never reach their intended inbox due to invalid addresses and other list issues.

That’s a huge chunk of missed opportunities! But don’t worry—an email checker can transform your campaigns by cleaning up your email list, improving deliverability, and protecting your sender reputation.

Whether you're battling high bounce rates or poor engagement after multiple emails, this guide will show you exactly how to fix these issues and make your email campaigns a success.

What is an Email Checker?

An email checker or email tester is a tool that helps you check if an email address is a valid address. It ensures the email is real and can receive messages. This tool can prevent issues like bounced emails or emails going to the spam folder. It checks things like the domain name, mail server, and syntax. Using an email checker improves your sender reputation and helps your emails reach the right inbox.

Understanding How Email Checker Tools Work

Email verification tools are designed to check the validity and deliverability of email addresses. They are vital for businesses and individuals who rely on email communication, especially in email marketing. Here’s how these email validation service tools generally work:

1. Syntax Check: The first step is to verify the syntax of the email address. The tool checks whether the email follows the standard format (username@domain.com). It looks for common errors like missing "@" symbols, incorrect domain formats, and illegal characters.
2. Domain Verification: The tool checks if the email’s domain (the part after the '@') is valid and active. This involves ensuring that the domain is properly registered and functioning. If the domain doesn't exist or is incorrectly spelled, the email address is flagged as invalid.
3. MX Records Check: The tool verifies the Mail Exchange (MX) records of the domain. MX records are DNS records that specify the mail server responsible for receiving email on behalf of the domain. If MX records are not found, it means the domain isn’t configured to receive emails, making the email address invalid.
4. SMTP Verification: Some email verification tools go a step further by performing Simple Mail Transfer Protocol (SMTP) verification. The tool pings the email server without sending an actual email, asking the server whether it recognizes the email address. If the server acknowledges the existence of the email address, it is marked as valid.
5. Catch-All Domain Check: The tool checks if the domain is a catch-all domain, which is set up to accept emails sent to any random email address under that domain. Such domains are risky as they accept all emails, valid or not.
6. Disposable Email Address Detection: The tool scans for disposable email addresses. These are temporary email addresses often used to register on websites without providing a primary email address. Such addresses are not useful for long-term communication.
7. Checking for Frequent Complainers and Spam Traps: Advanced tools may also check for email addresses that are known for marking emails as spam or those used as spam traps by email service providers. These are risky addresses to have on your list.
8. Final Report: After the verification process, the tool provides a report, categorizing each email address as valid, invalid, risky, etc. This report helps users clean up their email lists by removing or correcting invalid or risky addresses.

Importance of Valid Email Addresses

Imagine sending out a well-crafted email only to have it bounce back. This is where the significance of valid email addresses comes into play. For businesses, the implications are even more substantial:

• Bounce Rate Reduction: Each email sent to an invalid address is a missed opportunity. Verifying emails reduces bounce rates, ensuring your messages reach their intended recipients.
• Sender Reputation Maintenance: Your sender reputation, which influences how ISPs perceive your credibility, is positively impacted by sending emails to verified addresses. This practice helps ensure that your emails are delivered to the inbox instead of being diverted to the spam folder.
• Resource Optimization: Time and effort invested in emails should yield results. Verifying addresses ensures your efforts aren't wasted on non-existent or inactive emails. A key aspect of email verification is identifying disposable email addresses and invalid addresses.
• Enhanced Engagement and ROI: Valid email addresses lead to better engagement. When your emails reach real people, the potential for interaction and conversion increases, boosting your overall ROI.

How to Verify Email Addresses Without Sending an Email

Checking if an email address is valid without sending an email involves several methods that can effectively determine the accuracy and validity of an email. Here's how you can do it:

1. Verify the Syntax of the Email Address

A valid email address typically consists of a username, followed by the "@" symbol, and then the domain name

Valid Email Address✅: Harsh@Alore.io
Invalid Email Address❌: Harsh.Alore.io

2. Hover Over an Email Address

In Gmail:

Go to New message → Add the email address in the recipient area → Hover your mouse over the email address

If the email address is valid, you should get the leads’ full name and image!

In Google Sheets:

Add the email address to the cell → Hover your mouse over the email address

If the email address is valid, you should get the leads’ full name and image

3. Search the Address on Google to Verify

Conducting a quick Google search or checking on social media platforms can reveal if the email address is active and legitimately used elsewhere.

4. Use Free Email Verification Service

Leveraging a free email checker tool or free email verifier or service is an effective way to validate email addresses. These tools perform various checks, including syntax verification, domain validation, and even checking against lists of known disposable email addresses.

They can quickly analyze an email address to determine its validity, making them especially useful for bulk email verification tasks in email marketing campaigns.

Here’s the list of reliable email checker tools to perform a valid email check:

These tools provide a limited number of searches for free with their free account options

• Hunter.io: Known for its ability to find and verify email addresses. Offers a limited number of free searches per month.
• NeverBounce: Provides email verification services with a certain number of free verifications upon signing up.
• ZeroBounce: Offers a free trial with a limited number of email validations.
• MailTester.com: A simple tool for quickly checking if an email address is valid or not. Limited to individual checks rather than bulk verification.
• EmailListVerify: Offers a free trial that allows you to verify a limited number of email addresses.

5. Check the Age of the Email Domain

Domains that have been established for a longer period are often more trustworthy. You can use domain age checker tools available online to verify the age of a domain.

You can check the age of a domain using a domain checker tool like Small SEO Tools

This approach is particularly effective in distinguishing between established domains associated with valid email addresses and newly created domains that might be used for spam or temporary purposes, thereby reducing the likelihood of spam complaints

6. Use the Password Recovery Method

Have you encountered a situation where you attempt to retrieve an old email address, only to be told by your free email address provider that it can't be located?

The big three email services—Google, Yahoo, and Microsoft—employ a straightforward email checker during account recovery. This free tool is useful not only for password recovery but also for confirming the accuracy of email addresses inputted into your sign-up forms.

This checker is particularly handy for addresses ending in @gmail.com, @yahoo.com, or @outlook.com. You can also verify an email address by visiting the respective recovery website and entering the email you wish to check:

• Google Account Recovery
• Microsoft Account Password Reset
• Yahoo Account Recovery

However, using this method to determine if an email is valid might not always yield the expected outcome and can be time-consuming.

7. Perform DNS Lookup for Mail Server

DNS, short for Domain Name System, acts like a directory that links domain names to their corresponding IP addresses. When you enter a URL in your browser, it triggers a DNS lookup to connect your computer to the email server hosting the website. For instance, entering www.google.com in your browser leads to a DNS lookup that locates the IP address 74.125.137.99, allowing your computer to connect to Google’s email server and access the requested webpage.

This process can also be applied to verify email addresses without sending emails to email servers. You only need the domain name from the email address (for example, ‘@examplecompanyname’).

Conducting a DNS lookup on this domain should reveal at least one MX (Mail Exchange) record, indicating an active email service on their mail server. Therefore, emails addressed to this domain are likely to be delivered, suggesting that the email address is valid.

How to Check if an Email Address Exists Already

Here are simple steps to check if an email address exists without sending an email:

1. Verify Syntax
   • Check if the email address follows the correct format, like name@example.com.
   • Look for errors like missing @ or incorrect domain spelling.
2. Check the Domain
   • Use a domain checker tool to confirm the domain (e.g., example.com) is valid and active.
   • If the domain doesn’t exist, the email address is invalid.
3. Perform an MX Records Check
   • Use DNS lookup tools to verify the domain has Mail Exchange (MX) records.
   • MX records show the domain is configured to receive emails.
4. Use an Email Verification Tool
   • Tools like NeverBounce or ZeroBounce can instantly verify if an email address is valid.
   • These tools check the email server without sending an email.
5. Perform SMTP Verification
   • Use advanced tools to connect to the email server through SMTP.
   • The server will confirm if the email address exists without delivering a message.
6. Hover Over the Email Address
   • In Gmail or Google Sheets, hover over the email address.
   • If it’s valid, the person’s name or profile may appear.
7. Search Online
   • Run a quick Google search for the email address.
   • Check if it’s associated with profiles on social media or professional platforms

How to Check the Validity of Email Addresses in Bulk

Checking the validity of email addresses in bulk, especially for large email lists, is a task that requires specialized tools and services.

These tools use various techniques to verify whether an email address is valid and capable of receiving messages. Here's how you can check email addresses in bulk:

1. Use Email Verification Services

These services can process large lists of email addresses and verify each one for validity.

They typically check for syntax correctness, domain existence, MX records, and even conduct SMTP checks to ensure the mailbox exists.

2. API Integration

For ongoing email verification api and of customer data, some businesses integrate email verification APIs directly into their systems.

This allows for real-time verification as email addresses are entered or collected, particularly useful for sign-ups, subscriptions, or ongoing list maintenance.

3. Cleaning Your Email List Regularly

Regularly clean your email list using these services to remove invalid, inactive, or fake email addresses. This practice helps maintain a high-quality email list, leading to better engagement and lower bounce rates.

4. Automate List Segmentation

Advanced tools can automatically segment your list based on the validity of the email addresses, making it easier to manage and target your communication.

5. Reporting and Analysis

After the verification process, these tools typically provide a report detailing the status of each email address, which can be invaluable for understanding the health of your email list.

What Are Email Bounce Rates?

Email bounce rates indicate the proportion of email messages that fail to reach recipients' inboxes and instead are 'bounced back' or returned to the sender.

This metric is significant in email communication as it provides insight into the effectiveness and health of your email list and your email delivery strategy.

There are two main types of email bounces:

Soft Bounces

This is a temporary delivery issue. It could be due to the email marketer recipient’s mailbox being full, the email server being down or the mail servers being temporarily unavailable, or the email message being too large. Soft bounces might resolve themselves over time, and the email could be delivered later.

Hard Bounces

This happens when the email is permanently undeliverable. Common causes include the recipient's email address being invalid, the domain name no longer existing, or the recipient's email server permanently rejecting emails from the sender. A hard bounce indicates a more serious issue, as the email address is typically no longer valid.

Importance of Email Bounce Rates

• Protecting Sender Reputation: High bounce rates can lead to a poor reputation with Internet Service Providers (ISPs), increasing the likelihood of your emails being flagged as spam and reducing their chances of reaching inboxes.
• Email List Health: A high bounce rate typically indicates an email list that is either outdated or not well-maintained. Keeping your email list clean by regularly removing invalid addresses can contribute to sustaining a healthy bounce rate.
• Campaign Effectiveness: Bounce rates directly affect the success of your email campaigns. A high bounce rate means a significant portion of your target audience is not receiving your messages, leading to lower engagement and conversion rates.

Bounce Rate in Identifying Disposable Email Address

Bounce rate can be a useful indicator in identifying disposable email addresses. Disposable email addresses are temporary and often used for a short period before being discarded. These addresses can contribute to high bounce rates for several reasons:

1. Short Lifespan: Disposable email addresses are typically valid for a limited time. Once they expire, any emails sent to them will bounce.
2. Inbox Abandonment: Users might abandon these addresses quickly, leading to full inboxes, which causes soft bounces.
3. Domain Validity: Some disposable email services use domains that may be blocked or blacklisted due to their association with spam or temporary email services, leading to hard bounces.
4. Capacity Issues: Such email addresses often have low storage capacity, resulting in bounces when the inbox is full.

Key Factors to Consider When Choosing the Right Email Verification Tool for Your Business

Choosing the right email verification tool for your business is crucial to maintain email list health, improve email deliverability, and enhance the effectiveness of your email marketing campaigns.

Here are key factors to consider when selecting an email verification tool:

1. Accuracy and Syntax Error Detection: The tool should accurately identify valid and invalid email addresses. It should be capable of detecting syntax errors in email formats. Some advanced tools may also offer suggestions for correcting addresses with typing mistakes.
2. Domain and Server Validation: Ensure the tool checks for non-existent or invalid domains. This involves verifying the domain, mail server, and email account to confirm they exist and can receive mail. Additionally, the tool should identify catch-all addresses, which accept emails for any username on the domain.
3. Spam Trap Identification: A critical feature of an email verification tool is the ability to identify spam traps. These are email addresses that appear legitimate but are used to catch spammers. A tool that can detect these helps protect your business from being mistakenly labeled as a spammer.
4. Bulk Verification and Regular Updates: For businesses with large and regularly growing email lists, choose a tool that offers efficient bulk verification. The ability to clean and update your lists regularly saves time and ensures ongoing list health.
5. Real-Time Verification: For immediate validation, especially when collecting new email addresses, a tool offering real-time verification is beneficial. This feature prevents invalid emails from being added to your list in the first place.
6. Ease of Use and Integration: User-friendliness and seamless integration with your existing systems are essential for efficient workflow and ease of use.

‍