Sending large volumes of mail

This page has been created to answer questions about sending mail through the; specifically, this page addresses sending large volumes of mail, sending automated messages, or sending messages that might be perceived by recipients as spam. This page provides guidelines and best practices that should be followed to maximize successful mail delivery and minimize blocking of messages by local and external SMTP relays.

  • Use service wherever possible, as it already meets many of these guidelines below
  • Limits: Keep envelope recipients to 100 or less per message envelope, limit message rate to 1 message per second or slower
  • Be aware of email forwarding on GatorLink accounts. Often senders aren't aware that they are actually causing mail to be sent off-campus to places like Hotmail and MSN, due to the way email forwarding works. In the end, this may damage UF's SMTP server reputation as users will mark the messages as spam, damaging the reputation of the last server that relayed the message.
  • Consider adding messages like: "You have consented to this email because you did XYZ" in order to make users aware of why they are receiving a particular message.
  • Consider using an external vendor that uses external, 3rd party mail relays. These vendors specialize in sending mass mailings while still maintaining SMTP server reputations, often through business relationships with large email providers.
  • Be aware that UF is on many feedback loops from large ISPs and also watches for high rates or unusual behaviors from senders. SMTP administrators may reach out to senders to ask for assistance in mitigating reputation damage.
  • Consult the following for guidance about reaching customers, clients, or research
    subjects by email:

If you have any additional questions or concerns about these items, please contact us via the Contact link.