Best Ways to Verify an Email Address for Campaigns

Created On:
October 27, 2023
Updated On:
April 18, 2024
Best Ways to Verify an Email Address for Campaigns

In the field of sales outreach, a well-formed and targeted email turns out to be a substantive way for getting a lead’s attention and then finally converting them to paying customers. It is said that effective communication plays a crucial role in the growth and development of businesses. Email communication channel is used for such purposes. 

Therefore, verification is important to make your email reach the right recipient. In this blog post, we will discover the significance of email verification in sales outreach and also learn about  challenges faced in the absence of email verification. In Email Marketing Campaigns, sending emails to the right clients  is the game changer. In this article, we’ll explore some techniques for verifying an email address.

Some Proven Ways to Verify an Email Address for Campaigns

  1. Verify Email Syntax

Email syntax verification is an initial step  used for identifying invalid email addresses. Follow the steps to learn it: 

Rules for Standard email syntax:

A standard email address is based on the format of , along with three mandatory parts: a unique identifier (abc), with a symbol“@”, and a domain name (

This unique identifier comprises 64 characters, including digits (0-9), lowercase and uppercase  English alphabets (A-Z, a-z), and special symbols like ! # $ % & ‘ * + - / = ? ^ _ ` {. The  domain name exactly  matches with the business domain. 

  1. Syntax Checking Tools

Some tools are used to check the syntax of email addresses, such as online email validators and software solutions that collide with the suitable email marketing platform. 

The tools mark red flags on email addresses with syntax errors. Thus, helping you  fix the errors  before sending your campaign to clients. Follow these  steps to  verify the syntax of an email:

  • Firstly, try to collect the email addresses for the verification. Take use of an effective email verification tool or even software solution that involves  syntax checking.
  • Check the email addresses with the help of the chosen tool, it will show a flag  for any addresses with syntax errors. Now, evaluate the flagged email addresses and then fix errors by yourself  or just connect with the recipient to confirm their accurate email address.
  • To double check, run the edited  email addresses through the email verification tool to eliminate  any syntax errors from the email addresses. You can proceed with your marketing campaign  after doing the syntax check twice. 
  1. Ping the Email Server

Another technique implied for the verification of email addresses without sending is pinging the email server. It includes  forming a connection with the email server and also checking whether the email address is valid or invalid. 

The process of Email server pinging indulges proper usage of a tool to interact with the email server and verify an email address. However, this procedure will not help you to send emails but it will check whether the server  is ready to accept the email address for delivery.

  • Pick a tool for pinging the email server, like iTerm on Mac and PuTTY for Telnet on Windows. If  you are using Windows then equip Telnet. But for Mac users, additional setup is not needed.
  • Now, Go to the command prompt (Windows) or terminal (Mac) and enter the nslookup command: nslookup –type=mx
  • Multiple MX records associated with the domain will appear. Choose the one with the lowest preference number.
  • Connect to the Telnet server using the command: Telnet {mail server address} 25
  • Initiate a handshake with the server by typing: HELO.
  • Provide your identity using a random email address: mail from: {random email address}
  • Add the email address you want to verify: rcpt to {email address to verify}
  • The server will respond with either an “OK” or an error message. If the response is “OK,” the email address is valid.

While this method is accurate and provides reliable results, it can be time-consuming and negatively affect your system. Therefore, using this technique sparingly or considering using email verification tools or services to perform this check more efficiently and safely is Recommended. 

  1. Test with a Secondary Email Account

Taking another email account for checking the deliverability of your email campaigns can support email address verification without disrupting the image of your own email account. 

Using a secondary email account for testing purposes, helps in the identification of any issues related to email deliverability or bounce rates before forwarding your campaign. Such  practice will prevent your primary account reputation from staining and also  eliminates spam flags, and lastly assures high deliverability rates. Below are the steps to set up a secondary email account:

  • Select an email service provider like   Gmail, Yahoo or Outlook and then generate a new email account. It can be called as your “dummy” account used only for testing purposes.
  • You can use this secondary account to deliver test emails to the relevant clients present on your email list.
  • Now,  analyse the results, look for bounce rates and responses, also try to identify any issue or invalid email addresses.
  • Lastly, remove any bounced or  invalid email addresses from your primary email list  after the test. 

Once you are done with verification, use your primary account to send email campaigns. 

  1. Perform DNS Lookup

The process of directing  DNS lookup to verify the legitimacy of a domain and facilitates important details  about  potential blacklists or even spam-related data.

The word DNS  stands for Domain Name System helps in storing  domain names to IP addresses, authorising devices to obtain specific  websites with the help of domain names which is easily readable for humans instead of numeric IP addresses. The DNS records comprise data related to mail servers -MX records and other important details. Follow the steps for conducting a DNS lookup:

  • In your web browser, open a DNS checking  like MXToolbox DNS Check. Now in the text box, fill the recipient’s domain name and then click on “DNS check.”
  • The tool will show a full list of hostnames and information of the domain’s related DNS records.
  • If you see no information is given for a particular domain then, that domain can be  invalid or not unavailable at present. 

However, the DNS lookup can offer valuable information of the recipient’s domain but it takes no  guarantee  for 50% email deliverability. So, using this technique along with other email verification methods is crucial for assuring  best performance and  deliverability for  email marketing campaigns. 

  1. Utilize Email Verification Tools

Some Email verification tools can contribute in rationalizing  the process of email addresses validation,  it not only saves  time but also efforts for organising  high-quality email lists.

While  choosing an email verification tool, pay special attention to elements like ease of use, combination with your email marketing platform, real- time validation,  bulk email verification, cost and accuracy of the tool. 

Some popular email verification tools on the market are enlisted below:

  • Smartlead. ai: It is one of the best tools for sales email automation which utilises AI to verify  emails. Also, it uses a complete  6-step SMTP verification process for the verification of  emails in bulk.
  • ZeroBounce: This tool supports spam trap detection,  email validation along with email scoring for organising a fresh  email list and upgrade deliverability.
  • NeverBounce: The tool facilitates  real-time email verification and an email list checking service  for increasing email deliverability rates.
  • It is built to find and verify  genuine  email addresses. However, the tool is well known for the services related to B2B email marketing campaigns.
  • BriteVerify: The tool delivers  real-time email verification as well as email list cleaning services for balancing clean email lists to further reduce the bounce rates.

Henceforth, with proper utilisation of email verification tools, the email validation process  will run smoothly. So, You can spend more time in making  effective cold email campaigns. Don’t forget to pick an agency which matches with your particular needs and  also blends effortlessly  with your email marketing platform. 

Challenges You Can Avoid With Email Verification

In the sales outreach efforts, you might experience obstacles without email verification. Some of the common challenges are listed below: 

  • Increased bounce rate: By delivering bulk emails to non-existing or invalid addresses will create great chances for high bounce rate. Also, defaming the sender’s reputation and  affecting the email deliverability.
  • Wastage of Resources: It takes time and effort for crafting an email. This, delivering them to the invalid or wrong addresses will make the resources go in vain because sending emails to invalid addresses has no chance for lead conversion. 
  • Poor Engagement: The emails that fails to reach their potential recipients will not create any engagement or responses, it might bother your sales outreach campaign and ultimately  depletes the chances of conversion.
  • Defames Brand Reputation: The process of  sending constant  emails to invalid or least interested recipients will increase the number of spam complaints. It will damage the brand’s image and also affect the engagement with potential customers.

Final Words

Conclusively, email verification plays a crucial role in supporting email sales outreach. However, if you try to learn from the preventions and challenges, then lead generation can be a cakewalk to boost development of your business campaigns. 

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Author’s Details

Tanmay Shukla

Tanmay is a SEO Content Writer at Smartlead. His zeal and enthusiasm in writing led him to the path of being a Content Writer. He has been advancing in this field by possessing more knowledge and skills. His constant endeavor has made him a whiz in SEO, Creative Writing, and driving sales through writing.


Edited by:

Tanmay Shukla


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Frequently asked questions

General Questions

What is Smartlead's cold email outreach software?

Email automation FAQs- Smartlead

Smartlead's cold email outreach tool helps businesses scale their outreach efforts seamlessly. With unlimited mailboxes, fully automated email warmup functionality, a multi-channel infrastructure, and a user-friendly unibox, it empowers users to manage their entire revenue cycle in one place. Whether you're looking to streamline cold email campaigns with automated email warmups, personalization fields, automated mailbox rotation, easy integrations, and spintax, improve productivity, or enhance scalability with subsequences based on lead’s intentions, automated replies, and full white-label experience, our cold email tool implifies it in a single solution.

What is Smartlead, and how can it enhance my cold email campaigns?

Email automation FAQs- Smartlead

Smartlead is a robust cold emailing software designed to transform cold emails into reliable revenue streams. Trusted by over 31,000 businesses, Smartlead excels in email deliverability, lead generation, cold email automation, and sales outreach. A unified master inbox streamlines communication management, while built-in email verification reduces bounce rates.
Additionally, Smartlead offers essential tools such as CNAME, SPF Checker, DMARC Checker, Email Verifier, Blacklist Check Tool, and Email Bounce Rate Calculator for optimizing email performance. 

How does the "unlimited mailboxes" feature benefit me?

Email automation FAQs- Smartlead

Our "unlimited mailboxes" feature allows you to expand your email communications without restrictions imposed by a mailbox limit. This means you won't be constrained by artificial caps on the number of mailboxes you can connect and use. This feature makes Smartlead the best cold email software and empowers you to reach a wider audience, engage with more potential customers, and manage diverse email campaigns effectively.

How does Smartlead as a cold emailing tool can automate the cold email process?

Email automation FAQs- Smartlead

Smartlead’s robust cold email API and automation infrastructure streamline outbound communication by transforming the campaign creation and management processes. It seamlessly integrates data across software systems using APIs and webhooks, adjusts settings, and leverages AI for personalised content.

The cold emailing tool categorises lead intent, offers comprehensive email management with automated notifications, and integrates smoothly with CRMs like Zapier, Make, N8N, HubSpot, Salesforce, and Pipedrive. Smartlead supports scalable outreach by rapidly adding mailboxes and drip-feeding leads into active campaigns Sign Up Now!

What do you mean by "unibox to handle your entire revenue cycle"?

Email automation FAQs- Smartlead

The "unibox" is one of the unique features of Smartlead cold email outreach tool, and it's a game-changer when it comes to managing your revenue cycle. The master inbox or the unibox consolidates all your outreach channels, responses, sales follow-ups, and conversions into one centralized, user-friendly mailbox.

With the "unibox," you gain the ability to:
1. Focus on closing deals: You can now say goodbye to the hassle of logging into multiple mailboxes to search for replies. The "unibox" streamlines your sales communication, allowing you to focus on what matters most—closing deals.

2. Centralized lead management: All your leads are managed from one central location, simplifying lead tracking and response management. This ensures you take advantage of every opportunity and efficiently engage with your prospects.

3. Maintain context: The "unibox" provides a 360-degree view of all your customer messages, allowing you to maintain context and deliver more personalized and effective responses.

How does Smartlead ensure my emails don't land in the spam folder?

Email automation FAQs- Smartlead

Smartlead, the best cold email marketing tool, ensures your emails reach the intended recipients' primary inbox rather than the spam folder. 

Here's how it works:
1. Our "unlimited warmups" feature is designed to build and maintain a healthy sending reputation for your cold email outreach. Instead of sending a large volume of emails all at once, which can trigger spam filters, we gradually ramp up your sending volume. This gradual approach, combined with positive email interactions, helps boost your email deliverability rates.

2. We deploy high-deliverability IP servers specific to each campaign. 

3. The ‘Warmup’ feature replicates humanized email sending patterns, spintax, and smart replies.
4. By establishing a positive sender reputation and gradually increasing the number of sent emails, Smartlead minimizes the risk of your emails being flagged as spam. This way, you can be confident that your messages will consistently land in the primary inbox, increasing the likelihood of engagement and successful communication with your recipients.

Can Smartlead help improve my email deliverability rates?

Email automation FAQs- Smartlead

Yes, our cold emailing software is designed to significantly improve your email deliverability rates. It enhances email deliverability through AI-powered email warmups across providers, unique IP rotating for each campaign, and dynamic ESP matching.
Real-time AI learning refines strategies based on performance, optimizing deliverability without manual adjustments. Smartlead's advanced features and strategies are designed to improve email deliverability rates, making it a robust choice for enhancing cold email campaign success.

What features does Smartlead offer for cold email personalisation?

Email automation FAQs- Smartlead

Smartlead enhances cold email personalisation through advanced AI-driven capabilities and strategic integrations. Partnered with Clay, The cold remaining software facilitates efficient lead list building, enrichment from over 50 data providers, and real-time scraping for precise targeting. Hyper-personalised cold emails crafted in Clay seamlessly integrate with Smartlead campaigns.

Moreover, Smartlead employs humanised, natural email interactions and smart replies to boost engagement and response rates. Additionally, the SmartAI Bot creates persona-specific, high-converting sales copy. Also you can create persona-specific, high-converting sales copy using SmartAI Bot. You can train the AI bot to achieve 100% categorisation accuracy, optimising engagement and conversion rates.

Can I integrate Smartlead with other tools I'm using?

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Certainly, Smartlead cold email tool is designed for seamless integration with a wide range of tools and platforms. Smartlead offers integration with HubSpot, Salesforce, Pipedrive, Clay, Listkit, and more. You can leverage webhooks and APIs to integrate the tools you use. Try Now!

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Is Smartlead suitable for both small businesses and large enterprises?

Smartlead accommodates both small businesses and large enterprises with flexible pricing and comprehensive features. The Basic Plan at $39/month suits small businesses and solopreneurs, offering 2000 active leads and 6000 monthly emails, alongside essential tools like unlimited email warm-up and detailed analytics.

Marketers and growing businesses benefit from the Pro Plan ($94/month), with 30000 active leads and 150000 monthly emails, plus a custom CRM and active support. Lead generation agencies and large enterprises can opt for the Custom Plan ($174/month), providing up to 12 million active lead credits and 60 million emails, with advanced CRM integration and customisation options.

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What type of businesses sees the most success with Smartlead?

No, there are no limitations on the number of channels you can utilize with Smartlead. Our cold email tool offers a multi-channel infrastructure designed to be limitless, allowing you to reach potential customers through multiple avenues without constraints.

This flexibility empowers you to diversify your cold email outreach efforts, connect with your audience through various communication channels, and increase your chances of conversion. Whether email, social media, SMS, or other communication methods, Smartlead's multi-channel capabilities ensure you can choose the channels that best align with your outreach strategy and business goals. This way, you can engage with your prospects effectively and maximize the impact of your email outreach.

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How can Smartlead integrate with my existing CRM and other tools?

Smartlead is the cold emailing tool that facilitates seamless integration with existing CRM systems and other tools through robust webhook and API infrastructure. This setup ensures real-time data synchronisation and automated processes without manual intervention. Integration platforms like Zapier, Make, and N8N enable effortless data exchange between Smartlead and various applications, supporting tasks such as lead information syncing and campaign status updates. Additionally, it offers native integrations with major CRM platforms like HubSpot, Salesforce, and Pipedrive, enhancing overall lead management capabilities and workflow efficiency. Try Now!

Email automation FAQs- Smartlead

Do you provide me with lead sources?

No. Smartlead distinguishes itself from other cold email outreach software by focusing on limitless scalability and seamless integration. While many similar tools restrict your outreach capabilities, Smartlead offers a different approach.

Here's what makes us uniquely the best cold email software:

1. Unlimited Mailboxes: In contrast to platforms that limit mailbox usage, Smartlead provides unlimited mailboxes. This means you can expand your outreach without any arbitrary constraints.

2. Unique IP Servers: Smartlead offers unique IP servers for every campaign it sends out. 

3. Sender Reputation Protection: Smartlead protects your sender reputation by auto-moving emails from spam folders to the primary inbox. This tool uses unique identifiers to cloak all warmup emails from being recognized by automation parsers. 

4. Automated Warmup: Smartlead’s warmup functionality enhances your sender reputation and improves email deliverability by maintaining humanised email sending patterns and ramping up the sending volume. 

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How secure is my data with Smartlead?

Ensuring the security of your data is Smartlead's utmost priority. We implement robust encryption methods and stringent security measures to guarantee the continuous protection of your information. Your data's safety is paramount to us, and we are always dedicated to upholding the highest standards of security.

How can I get started with Smartlead?

Email automation FAQs- Smartlead

Getting started with Smartlead is straightforward! Just head over to our sign-up page and follow our easy step-by-step guide. If you ever have any questions or need assistance, our round-the-clock support team is ready to help, standing by to provide you with any assistance you may require. Sign Up Now!

How can I reach the Smartlead team?

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We're here to assist you! You can easily get in touch with our dedicated support team on chat. We strive to provide a response within 24 hours to address any inquiries or concerns you may have. You can also reach out to us at

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