Email Types

Understanding different email categories and their requirements

Email Categories and Their Unique Requirements

Different types of email serve different purposes and have unique requirements for delivery, authentication, and compliance. Understanding these differences is crucial for implementing the right email infrastructure for your organization.

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Types of Email: Different Purposes, Different Requirements

Understanding Email Categories

Not all emails are created equal. Different types of email serve different purposes and have unique requirements for delivery, authentication, and compliance. Understanding these differences is crucial for implementing the right email infrastructure for your organization.

Why Email Types Matter

For Haply Robotics, with multiple domains and email providers (Google Workspace and Mailjet), understanding the different types of email you send helps you:

Optimize deliverability for each type of communication
Protect your domain reputation by separating high-volume sending from critical business communication
Implement appropriate authentication for different sending scenarios
Meet compliance requirements for different types of email content
Choose the right sending infrastructure for each email category

Transactional Emails

"Transactional emails are triggered by specific user actions and typically contain information that the recipient expects or needs."

Characteristics

Time-sensitive - Usually require immediate delivery
One-to-one - Sent to individual recipients based on specific actions
Expected - Recipients are typically waiting for these emails
Functional - Contain information needed to complete a process
High priority - Delivery failure can impact business operations

Examples at Haply Robotics

Printer scan emails - Documents scanned and sent via email
Order confirmations - Receipts and shipping information
Password resets - Account security communications
System alerts - Notifications about technical issues
Document sharing - Files sent directly between team members

Delivery Considerations

Authentication Requirements

Strong SPF, DKIM, and DMARC configuration
Consistent sending IP addresses
Clear sender identification
Proper reverse DNS (PTR) records

Infrastructure Recommendations

Use your primary domain (haply.co)
Send via Google Workspace for business-critical emails
Implement retry logic for delivery failures
Monitor delivery metrics closely

Notification Emails

"Notification emails alert users about events, updates, or actions required within a system or application."

Characteristics

System-generated - Triggered by application events
Informational - Provide updates on status or required actions
Moderate volume - Sent regularly but not in bulk campaigns
Action-oriented - Often contain links or buttons for user response
Semi-urgent - Timely delivery is important but not critical

Examples at Haply Robotics

Odoo task assignments - Notifications about new tasks
Document signing requests - Alerts for pending signatures
Quote notifications - Alerts about quotes sent to customers
Project updates - Status changes and milestone completions
Approval requests - Notifications requiring management action

Delivery Considerations

Authentication Requirements

Consistent SPF, DKIM, and DMARC setup
Clear branding and recognizable sender names
Consistent email templates
Proper handling of reply-to addresses

Infrastructure Recommendations

Consider using Mailjet for system-generated notifications
Implement delivery tracking and failure alerts
Use a consistent sending domain across all notifications
Consider subdomain separation (e.g., notifications.haply.co)

Marketing Emails

"Marketing emails are sent in bulk to promote products, services, or content to a large audience."

Characteristics

High volume - Sent to many recipients simultaneously
Promotional - Focus on marketing messages and calls to action
Scheduled - Typically planned and sent at strategic times
Rich content - Often include images, formatting, and tracking
Compliance-heavy - Subject to marketing regulations like CAN-SPAM, CASL, GDPR

Examples at Haply Robotics

Newsletter campaigns - Regular updates to your subscriber list
Product announcements - New product or feature launches
Event invitations - Webinars, conferences, or demonstrations
Promotional offers - Special pricing or limited-time deals
Educational content - Industry insights and thought leadership

Delivery Considerations

Authentication Requirements

Robust SPF, DKIM, and DMARC implementation
Separate sending domain from primary business domain
Gradual sending volume increases (IP warming)
Compliance with anti-spam regulations

Infrastructure Recommendations

Use Mailjet for all marketing campaigns
Consider using haplyrobotics.com or haply.ca for marketing
Implement list cleaning and bounce management
Monitor engagement metrics and spam complaints

Regular Business Correspondence

"Regular business emails are the day-to-day communications between team members, partners, and customers."

Characteristics

Personalized - Individually crafted messages
Conversational - Often part of ongoing discussions
Variable content - Wide range of topics and formats
Lower volume - Sent as needed rather than in bulk
High importance - Critical for business relationships

Examples at Haply Robotics

Client communications - Discussions about projects and services
Partner coordination - Collaboration with business partners
Vendor management - Communications with suppliers
Internal discussions - Team coordination and planning
Executive communications - Leadership messages and decisions

Delivery Considerations

Authentication Requirements

Strong SPF, DKIM, and DMARC configuration
Consistent sender information
Professional email signatures
Proper reply-to handling

Infrastructure Recommendations

Use primary domain (haply.co) with Google Workspace
Implement email backup and archiving
Ensure mobile-friendly email access
Consider email security training for staff

Multi-Domain Strategy for Different Email Types

For Haply Robotics with multiple domains (haply.co, haply.ca, haplyrobotics.com, haply-robotics.com), a strategic approach to email sending can protect your reputation and optimize deliverability.

Email Type	Recommended Domain	Sending Service	Authentication Priority
Business Correspondence	haply.co	Google Workspace	Highest (strict DMARC)
Transactional Emails	haply.co	Google Workspace	Highest (strict DMARC)
Notifications (Odoo, CRM)	notifications.haply.co	Mailjet	High (quarantine policy)
Marketing Campaigns	haplyrobotics.com or haply.ca	Mailjet	Medium (monitoring policy)

Implementation Benefits

This domain separation strategy provides several advantages:

Reputation Protection - Issues with marketing emails won't affect critical business correspondence
Tailored Authentication - Different DMARC policies based on email type and risk level
Simplified Troubleshooting - Easier to identify and resolve delivery issues by domain
Optimized Deliverability - Each domain builds its own sending reputation appropriate to its use case
Flexible Scaling - Marketing volumes can increase without impacting business email delivery