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Transactional Email Best Practices

Template Usage

Use Pre-built Templates

As referenced in our NextJS guide:

  • Skip writing custom HTML
  • Use our template builder for consistent branding
  • Leverage pre-made, customizable templates
  • Take advantage of dynamic variables with {variable_name} syntax

Template Variables

When using templates:

  • Always provide all required variables
  • Use descriptive variable names
  • Test templates with sample data before sending
  • Keep variable names consistent across templates

Email Content

Subject Lines

  • Keep them clear and concise
  • Include relevant information
  • Avoid spam trigger words
  • Use consistent formatting

Email Body

  • Use plain text when possible
  • If using HTML, ensure proper formatting
  • Include both text and HTML versions
  • Keep content focused and relevant

Delivery Optimization

Domain Verification

As noted in our rate limits documentation:

  • Verify your domain for better deliverability
  • Complete DNS setup properly
  • Monitor domain health in dashboard
  • Keep DNS records up to date

Rate Limits

Follow our established limits:

  • Trial accounts: Up to 100 emails total (10/hour limit)
  • To increase limits: Verify your domain at notify.cx/dashboard/domains (or email us at hello@notify.cx)

Monitoring & Analytics

Track Delivery

Monitor email performance through:

  • Sent: Email has been accepted by our servers
  • Delivered: Successfully delivered to recipient's server
  • Opened: Email was opened by the recipient
  • Clicked: Link in the email was clicked by the recipient
  • Bounced: Email bounced from recipient's server
  • Complained: Recipient has complained about the email
  • Rejected: Email was rejected by recipient's server

Implementation Best Practices

Error Handling

Always implement proper error handling:

Status Monitoring

  • Check delivery status through the dashboard

  • Monitor bounce rates

  • Track open and click rates

  • Review delivery patterns regularly

Security Considerations

API Key Management

  • Store API keys securely in environment variables
  • Never expose keys in client-side code
  • Rotate keys if compromised
  • Use separate keys for development and production

Data Privacy

  • Only send to verified recipients
  • Keep email logs secure
  • Implement proper access controls
  • Follow data retention policies

Testing

Before Sending

  • Preview templates in the builder
  • Test with sample data
  • Verify all variables are populated
  • Check formatting across email clients

Production Monitoring

  • Monitor delivery rates
  • Track bounce rates
  • Review analytics regularly
  • Check email logs for issues

Common Pitfalls to Avoid

Template Issues

  • Missing required variables
  • Incorrect template IDs
  • Unescaped HTML in plain text
  • Broken dynamic content

Delivery Problems

  • Exceeding rate limits
  • Unverified domains
  • Invalid recipient addresses
  • Poor email content formatting

Meta Information

From & Reply-To Addresses

  • Use your product/company name that recipients will recognize
  • Avoid using 'noreply@' addresses - it signals you don't want customer interaction
  • Consider using different addresses for different notification types (e.g., billing@, support@)
  • Set up proper email authentication (SPF, DKIM, DMARC)
  • Implement BIMI for brand logo display in inboxes

Subject Lines & Pre-headers

  • Keep subjects under 50 characters
  • Put critical information at the beginning
  • Use pre-headers to extend subject line information
  • Avoid redundant information (don't repeat company name)
  • Make subjects filterable for inbox organization

Recipient Management

  • Use 'To' field for primary recipients
  • Use 'Cc' for secondary recipients who need to be informed
  • Consider 'Bcc' for privacy when sending to multiple recipients
  • Never expose customer email addresses in group sends

Content & Design

Email Body

  • Ensure HTML emails are mobile-responsive. All templates created on Notify are mobile-responsive by default.
  • Keep content focused and relevant
  • Break content into scannable sections

Personalization

  • Use recipient's name appropriately
  • Customize timestamps to recipient's timezone
  • Include relevant context about why they're receiving the email
  • Skip empty notifications (e.g., "no activity" digests)
  • Tailor content based on user behavior and preferences

Mobile Optimization

  • Test on various mobile devices
  • Use responsive design principles
  • Ensure buttons/links are touch-friendly
  • Optimize images for mobile loading
  • Keep layouts simple and scrollable

Technical Implementation

Authentication & Security

  • Implement SPF, DKIM, and DMARC
  • Use separate domains for transactional and marketing emails
  • Monitor domain reputation
  • Secure API keys and credentials
  • Follow data privacy regulations

Delivery Optimization

  • Monitor bounce rates and delivery status
  • Track open and click rates
  • Review analytics regularly
  • Implement proper error handling
  • Keep DNS records up to date

Best Practices by Email Type

Account-Related Emails

  • Include clear branding
  • Provide context about the account
  • Add security information when relevant
  • Include account management links
  • Offer customer support options

Notification Emails

  • Keep design minimal for frequent notifications
  • Consider batching multiple notifications
  • Allow granular notification preferences
  • Include clear action items
  • Provide context about the triggering event

Time-Sensitive Emails

  • Use absolute dates and times
  • Clearly state expiration times
  • Include timezone information
  • Show countdown or validity period
  • Offer clear next steps

User Experience

Preference Management

  • Allow easy unsubscribe options
  • Provide notification management
  • Respect user preferences
  • Allow frequency adjustments
  • Make preferences accessible without login

Reply Handling

  • Monitor and respond to email replies
  • Set up proper reply-to addresses
  • Process inbound emails effectively
  • Route responses to appropriate teams
  • Maintain conversation context

Accessibility

  • Ensure proper contrast ratios
  • Use semantic HTML structure
  • Provide alt text for images
  • Make links clearly visible
  • Test with screen readers

Monitoring & Analytics

Key Metrics to Track

  • Delivery rates
  • Open rates
  • Click-through rates
  • Bounce rates
  • Reply rates
  • Spam complaints

Common Issues to Watch

  • Template rendering problems
  • Missing variables
  • Authentication failures
  • Rate limit violations
  • Delivery delays
  • Content formatting issues

Testing & Quality Assurance

Before Sending

  • Preview across email clients
  • Test all dynamic variables
  • Verify links and buttons
  • Check mobile responsiveness
  • Validate HTML/CSS
  • Review plain text version

Production Monitoring

  • Track delivery success rates
  • Monitor bounce patterns
  • Review user engagement
  • Check for rendering issues
  • Validate tracking functionality

Next Steps