How To Request Removal From a Mailing List

In my posts on the spam wars, I seem to have talked more about the wrong ways to request removal from someone's e-mailing list than about the proper ways. This post is dedicated strictly to correcting this deficiency. These methods are presented in the order of most preferred to least preferred.

If the unwanted e-mail you received has a clickable link for removal, using this link is the FASTEST way to get off the list. Typically, these links process your removal without any human intervention on the other end. Your removal is in no way held up by the other demands on the time of a human being who would have to process your request otherwise. Also, you can be sure your correct e-mail address is submitted for removal and there is no misspelling. Even one keystroke in error would cause your removal request to fail. Using these links produces the most satisfactory and prompt results for all concerned.

If there is a removal link that seems to be a bad link, it does not necessarily mean the sender was trying to pull a fast one. Mail servers experience frequent problems and have to be taken down for service. You may have tried the link at just the wrong time. It is also possible that the sender has changed servers since the time the mailing went out. The older the e-mail you received, the more likely this is to be the case.

Removal links may be called different things. Some will say, "unsubscribe." Some will say, "opt out." Still others, may simply say, "good bye." There is no one way of phrasing that applies universally. Having a removal method is necessary for U.S. based mass e-mailers to remain in compliance with anti-spam laws. Unfortunately, many spam filters specifically search for removal link language and block any e-mails that contain it. This has the ironic result of rewarding those who break the law and exclude any removal methods. At the same time, it punishes those who are in compliance. There are no laws requiring spam filters to be compliant with regulation. So, legitimate mass e-mailers will sometimes use uncommon phraseology regarding removal seeking to avoid errant filtration.

If there is no removal link, or if the link does not work, send the entire e-mail back to the sender, but change the subject line to, "Remove from list," or "Unsubscribe," or something similar. Often the e-mail will tell you the exact words to put in the subject line to request your deletion. Whoever opens these e-mails for the sender will probably sort them by subject lines so all removal requests are grouped together to process them more efficiently. Since your objective is to get off the list as soon as possible, it is in your interest to make this as easy as possible. You might also include a message such as "Remove me from your list," at the TOP of the body of the e-mail.

You do want to include the e-mail you received in the body of your removal request. This proves you are on the list. Frequently, the e-mail itself contains coding that the sender can use to process your removal more quickly. At the very least, it identifies which list you are on. Some mailers manage multiple lists. If you send only a removal request but do not include the message you received, the mailer may attempt to remove you from a list you are not on and never realize the effort failed.

Some e-mailers will state that if you wish to be removed from a list, simply hit REPLY and press SEND. That simply returns the e-mail to the sender without alteration. This method is fine IF the sender specifically suggests it. DO NOT ASSUME it will work for everyone. Most mass e-mailers simply assume the recepient had set up an out of office message on the e-mail and forgot to turn the feature off after deleting the out of office message. So, they ignore these types of replies. This is why it is important to change your subject line and to explicitly state your removal request.

If your mail server automatically puts the e-mail you received in an attachment instead of in the body, do not send the attachment. Mass mailers are frequently the target of hackers seeking to access their databases of e-mail addresses. For security reasons many mass mailers will refuse to open e-mails with attachments.

Delete the attachment and attempt to copy the body of the e-mail into the body of the message you are sending. This may not deliver all the information, but it is better than nothing. Place your clear removal request at the TOP of the body of the message to make sure it is seen.

It is important that your requests for removal be explicitly stated. You may think a message like, "I don't know you," communicates your desire for removal. But, actually, it doesn't. Use clear words to say you want to be taken off the mailing list.

Finally, some e-mails will actually contain a regular postal address for you to send your paper mail request for removal. This is the slowest method for getting off a list since it adds paper mail delivery time to the process. Use this method only if you are attempting to build a legal case against a spammer and are seeking to prove non-compliance.

Since these latter types of removal requests do require human intervention, you will generally have a longer delay before they are processed. The law allows up to ten days. Using the automatic removal links (if available) will get almost immediate results. That alone makes them preferable.

That's Wade's two cents.

Wade Houston