How to Create a Valid Email Address List

May 24, 2023
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Email marketing is one of the most profitable digital marketing channels out there, but only if you do everything right and by the book. There are plenty of conditions to meet, and one of them is having a pristine clean email list.

valid email address list

Today, we have the key to cleaning up any email list and powering up your next email marketing campaign.

Table of Contents

What is a valid email address list?

Valid email address lists are collections of email addresses that conform to standard formats and meet specific criteria.

These are the email addresses that are:

  • correctly structured
  • active (the address is still in use)
  • obtained legally and ethically, with the recipients’ permission

Only with a valid email list can you expect high open- and click-through rates and conversions from your emails.

What does a list with valid email addresses look like?

Here are some ways to know that you have a list with fully valid email addresses.

  • Follow the correct format

Each email address should conform to the standard format of “[email protected],” where the username consists of alphanumeric characters, periods, underscores, and hyphens.

Also, the domain should be a valid domain name with a proper top-level domain (the bit at the very end, such as .com).

✅ Good example: [email protected]

❌ Bad example: “johndoe”@exmple.com (contains an invalid character )

  • Have active and deliverable status

The email addresses should be actively used by their owners, allowing them to receive emails in the mail server. Sometimes, people leave companies or change email addresses and an address you had before is no longer usable.

A valid email address list excludes addresses that are abandoned, inactive, or non-functioning.

✅ Good example: [email protected] (regularly receives and responds to emails)

❌ Bad example: [email protected] (created for testing purposes and probably deleted since its creation)

  • Originate from opt-in or permission-based sources

Moving forward, the addresses in the list must be acquired legitimately and with the explicit permission of the recipients.

This means they have willingly subscribed, opted in, or given consent to receive emails from the sender.

Purchased or scraped email lists, which often contain addresses without consent, are not considered valid. Some emails you send to those lists could get delivered but there is a good chance that many addresses are fake or inactive.

✅ Good example: [email protected] (explicitly opted in through a sign-up form)

❌ Bad example: [email protected] (obtained from a third-party vendor without explicit consent, emails end up in the spam folder thanks to spam complaints.

 

  • Undergo regular cleaning and validation

Your valid email list should undergo routine maintenance to eliminate non-functional or invalid email addresses.

This involves a few actions. For example, you might verify the syntax of each address or check the existence and accessibility of the associated domain using an accessibility checker.

Another possible procedure is removing addresses that have resulted in delivery failures or have remained inactive for an extended period.

✅ Good example: [email protected] (validated for syntax, domain existence, and activity regularly)

❌ Bad example: [email protected] (not checked or updated for several years)

  • Comply with applicable laws and regulations

Finally, it’s essential that a list like this adheres to relevant regulations concerning email marketing and communication. Those refer to anti-spam laws (e.g., CAN-SPAM Act, GDPR). This includes providing recipients with clear opt-out mechanisms and respecting their preferences.

✅ Good example: [email protected] (provided with clear opt-out mechanism and respects recipient preferences)

❌ Bad example: [email protected] (ignores opt-out requests and continues sending unsolicited emails)

Why is a valid email list important to have? Invalid mail addresses vs valid mail addresses

  • Lower bounce rates

A valid email list helps reduce bounce rates, which occur when emails are undeliverable.

Invalid or non-existent email addresses result in hard bounces, negatively impacting your sender reputation and potentially leading to email deliverability issues.

When you have a valid list, you can minimize email bounces with ease and improve your email deliverability.

💡 Practical example 💡

Invalid addresses (500 contacts) with a bounce rate of 15%:

500 contacts * 15% = 75 bounces

Valid addresses (300 contacts) with a bounce rate of 2%:

300 contacts * 2% = 6 bounces


Improve email deliverability rates: verify emails with Bouncer’s email verifier!

  • Improved conversions

A valid email list consists of recipients who have willingly opted in or expressed interest in receiving your emails.

These individuals are more likely to engage with your content, click on links, and convert into customers or take desired actions.

Targeting a qualified and engaged audience increases the chances of achieving higher conversion rates.

Get real data on your conversions: validate your email list with Bouncer’s real-time email verification

💡 Practical example 💡

Invalid email addresses (500 contacts) with a conversion rate of 2%:

500 contacts * 2% = 10 conversions

Valid addresses (300 contacts) with a conversion rate of 10%:

300 contacts * 10% = 30 conversions

  • Enhanced engagement

With a valid email list, you can reach an audience genuinely interested in your offerings.

This increases the likelihood of recipients opening your emails, reading the content, and interacting with your messages.

Engaged subscribers are more likely to share your emails, provide feedback, and participate in surveys or promotions, fostering a stronger relationship with your brand. The email verification process leaves you only with people who really want to hear from you, while removing spam traps, disposable emails, and all other types of risky emails.

💡 Practical example 💡

Invalid addresses (500 contacts) with an open rate of 10%:

500 contacts * 10% = 50 opens

Valid addresses (300 contacts) with an open rate of 30%:

300 contacts * 30% = 90 opens

Skyrocket your email engagement rate: optimize your campaigns with Bouncer’s email validation

  • Cost efficiency

Sending emails to invalid or inactive addresses not only wastes resources but can also lead to increased costs.

Many email service providers charge based on the number of subscribers or the volume of emails sent.

When you maintain a valid email list and eliminate non-functioning addresses, you can optimize your email marketing budget and focus on engaging a responsive audience.

💡 Practical example 💡

Invalid addresses (500 contacts) at a cost of $0.05 per email:

500 contacts * $0.05 = $25

Valid addresses (300 contacts) at a cost of $0.05 per email:

300 contacts * $0.05 = $15

Increase Email Marketing ROI: Validate Your Email List with Bouncer Today!

  • Compliance with regulations

A valid email list ensures compliance with anti-spam regulations, such as the CAN-SPAM Act in the United States or the General Data Protection Regulation (GDPR) in the European Union.

These regulations require obtaining proper consent from recipients before sending commercial emails and respecting their preferences to unsubscribe or opt out.

By adhering to these rules, you protect your reputation, maintain trust with your subscribers, and avoid legal consequences.

Stay compliant with confidence: ensure GDPR and SOC2 compliance with Bouncer’s trusted email validation solution

  • Effective Segmentation and Personalization

A valid email list allows for better segmentation and personalization of email campaigns.

Understanding your subscribers’ preferences and interests can help you tailor your content and offers.

This targeted approach increases the relevance and effectiveness of your emails, resulting in higher engagement and conversions.

Unlock the power of segmentation and personalization: boost your email campaigns with Bouncer’s precise email validation for targeted engagement

Create a valid email address list for your next campaign in 4 steps

Creating a valid email address list for your next campaign involves 4 important steps.

Here’s a guide on how to do it effectively:

#1 Do an email syntax check

This process helps identify any addresses with improper syntax, such as missing “@” symbols or invalid characters.

💡Tip: use an email syntax checker or validator to make sure that the email addresses in your list are correctly formatted

#2 Remove disposable and catch-all emails from your lists

Disposable email addresses are temporary accounts that users create for short-term use.

On the other hand, catch-all addresses accept emails for any username at a particular domain.

These types of addresses are often associated with low engagement and deliverability issues.

💡Tip: consider using a service or tool that can identify and remove disposable and catch-all emails from your list to maintain a higher-quality audience

#3 Do a DNS lookup

A DNS lookup helps verify the existence and validity of the domain associated with each email address.

It checks if the domain has valid MX (Mail Exchanger) records, which indicate that the domain can receive emails.

Tools like MX Toolbox or online DNS lookup services can assist in this process.

💡Tip: conduct a DNS (Domain Name System) lookup for each domain in your email list

#4 Use an email verification tool

Finally, we highly recommend using an email verification service or tool to further validate the deliverability of your email addresses.

These tools go beyond syntax checking and DNS lookups to perform additional checks, such as mailbox existence and activity.

Email verification services like Bouncer can help you verify the deliverability and quality of your email list quickly and easily.

Bouncer is the ultimate tool for building and maintaining a valid email address list.

With Bouncer’s email verification service, you’ll experience the easiest-to-use and most powerful platform available.

Our dedicated team provides premium support and genuinely cares about your email marketing success.

With the highest coverage, rocket-fast speed, and top-notch accuracy, Bouncer ensures your emails land smoothly in your recipients’ inboxes, increasing your email marketing ROI.

How to use Bouncer in five easy steps:

#1 Sign up for an account.

valid email address list creation

#2 Navigate to the “Verify List” section.
valid email list step two
#3 Upload your email list that needs validating.
validate your email list
#3 Select “Start Now.”
start validating emails
#4 Analyze the results and enjoy a validated email list.
validating emails for marketing

Start using validated lists today

In conclusion, the success of your email marketing campaign hinges on having a valid email address list. 

By following the steps outlined in this article, including utilizing an email verification tool like Bouncer, you can create and maintain a high-quality email address list. 

Bouncer offers the easiest-to-use and most powerful email verification platform, with premium support and a team that cares about your success. 

So, get ready to propel your campaign toward success by unlocking the gateway to a thriving email marketing strategy like never before!

Sign up for Bouncer today and don’t forget to check out our blog for more informative releases.

Frequently asked questions

Why is it important to validate email addresses?

Validating email addresses is crucial to ensure that your email campaigns reach their intended recipients. By validating email addresses, you can reduce bounce rates, improve sender reputation, and increase email deliverability. In order to build a valid email address list, it’s crucial to employ effective lead generation techniques, such as clear forms where people feel safe submitting their information, and tools that help you verify emails.

What does a valid email address consist of?

A valid email address consists of two parts: the email prefix and the domain. The email prefix is the part before the “@” symbol, while the domain represents the website or service hosting the email.

How do IP addresses relate to email deliverability?

IP addresses play a role in email deliverability as they are associated with mail servers. The reputation of the IP address used to send emails can impact deliverability, as email service providers may block or filter messages from IPs with a poor reputation.

What are acceptable email prefix formats?

Acceptable email prefix formats include alphanumeric characters (letters and numbers), periods, underscores, and hyphens. However, the prefix should not start or end with a period and should not contain consecutive periods.

What are valid email domains?

Valid email domains are legitimate and properly formatted domain names associated with email addresses. These domains should have valid top-level domains (TLDs) like .com, .net, or .org. The opposite of that is invalid email domains.

Are uppercase and lowercase letters important in email addresses?

No, email addresses are generally not case-sensitive. This means that “[email protected]” is considered the same as “[email protected]” or “[email protected]“.

What are valid email prefixes?

Valid email prefixes consist of alphanumeric characters (letters and numbers), periods, underscores, and hyphens. They should follow the correct format and adhere to the rules mentioned earlier.

How do I create a new contact group in Google Contacts for my small business?

To create a new contact group in Google Contacts, go to Google Contacts and click on the “Create label” option on the left side. Enter the name for your new group (e.g., “Small Business Contacts”) and click save. This group can help you stay connected with your customers or nurture leads by organizing your contacts list more efficiently.

Can I add multiple people to the same group in Google Contacts? How?

Yes, you can add multiple people to the same group in Google Contacts. First, select the contacts you wish to add by placing your mouse cursor over each contact and clicking the checkbox that appears. Then, click the “Label” icon, choose the group you want to add them to from the pop-up window, and click save. This action adds the selected contacts to your specified group, making it easier to manage group emails or distribution lists.

How do I send emails to an entire contact group in Gmail?

To send emails to an entire contact group in Gmail, compose a new email message and start typing the name of your contact group in the “To,” “Cc,” or “Bcc” field. Gmail will auto-suggest the group. Select it, and all the email addresses in the group will be added to the field. This allows you to efficiently send group emails or manage a mailing list without manually entering each address.

What should I do if I receive an error message while creating labels or contact groups in Gmail?

If you receive an error message while creating labels or contact groups in Gmail, first ensure you’re following the correct steps: Go to Google Contacts, click “Create label” on the left side, enter your new label name, and click save. If the error persists, check your internet connection, try refreshing the page, or look for related topics in Gmail’s help center for specific error messages.

How can I use Gmail labels to organize my business contacts and group emails?

Gmail labels function similarly to folders but with a more flexible organization system. To use Gmail labels for business contacts and group emails, create a label for each contact group or business category. When you receive or send emails, you can assign these labels, making it easier to filter and find messages related to specific groups or business activities. This organization method helps small businesses manage their contacts and communication efficiently.

Is it possible to send group emails without revealing all recipients’ email addresses using Gmail?

Yes, it’s possible to send group emails without revealing all recipients’ email addresses by using the “Bcc” (blind carbon copy) field in Gmail. When composing your email, enter the contact group name in the Bcc field. This way, each recipient will receive the email without seeing the other recipients’ email addresses, maintaining privacy and preventing any potential misuse of contact information.

How do I manage a new mailing list or distribution list created from my contact list in Gmail?

After creating a new mailing list or distribution list in Gmail by grouping your contacts, manage it by regularly updating the list with new contacts or removing contacts as needed. To update your list, go to Google Contacts, select the group, and you can add new contacts or remove existing ones. This ensures your mailing list stays relevant and effective for business communication or marketing campaigns.

What are the best practices for using contact groups to nurture leads and stay connected with customers?

Best practices for using contact groups include segmenting your contacts based on interest, engagement level, or customer status to tailor your communication effectively. Regularly update your groups to reflect changes in your contacts’ status or interests. Use personalized email messages to nurture leads and keep your customers engaged, ensuring your communication is relevant and valuable to each group. This strategic approach helps in building stronger relationships and driving business growth.

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