How to know if someone read your email?

Whether it’s a job application, a proposal to a client or just an important update, knowing if someone has opened and read your email can make all the difference. Tracking email opens can help you know if the message was seen or if you need to follow up.

In this post we’ll look at the different ways to find out if someone has read your email. Some will notify you directly, others will use tracking tools to give you more detail.

We’ll cover everything from setting up read receipts in Gmail and Outlook to advanced email tracking tools.

By the end you’ll know several ways to track email opens. Whether you’re using read receipts, tracking software or sending the perfect follow up, this post will help you communicate better and stay on top of your important messages.

Email read receipts and tracking

What is an email read receipt?

An email read receipt is a notification feature that tells you when a recipient has opened your email. This feature gives you a heads up that your message has been read which is useful in business and professional communication.

However read receipts aren’t foolproof; they rely on the recipient’s email settings and often the recipient can choose to accept or decline the request. According to a recent survey half of recipients decline read receipts when asked, so this method has its limitations.

A read receipt is different to a delivery receipt which only confirms the email was delivered to the inbox not that it was opened. So for tracking actual engagement read receipts give you more direct insight but with less guarantee of confirmation than more advanced tracking methods.

When to use read receipts?

Read receipts can be a game changer in certain situations, especially in the workplace or with professional contacts. For example if you’re emailing a time sensitive contract, an urgent project update or a request for feedback, knowing someone has read your email can help you make timely decisions and by following up on an email after you know it’s been read can increase response rates significantly.

However requesting read receipts can seem intrusive to some people, especially those who value their email privacy. So use read receipts sparingly – usually for messages where confirmation of reading is important. Be considerate of recipients’ preferences especially when dealing with clients or customers so they don’t feel pressured or monitored.

How email tracking technology works

If you want more insight than read receipts alone, email tracking technology is the advanced alternative. Many tracking tools like pixel tracking provide more detailed insight into how emails are opened and interacted with.

Pixel tracking involves placing a small invisible image (or pixel) in the email. When the recipient opens the email the pixel loads and sends a notification to the sender.

This gives users detailed data including how many times an email was opened, when it was read and in some cases if links were clicked. However some email clients like Apple Mail will block tracking pixels to protect user privacy.

According to experts, most users now access email on devices or platforms that offer some form of tracking protection which can limit the accuracy of pixel based tracking.

How to enable and use read receipts in popular email providers

Read receipts in Gmail (Google Workspace)

Gmail has read receipt functionality but it’s only available for Google Workspace accounts which are typically used by businesses and educational institutions. If you’re a Workspace user Gmail allows you to request a read receipt so you can be notified when your recipient opens your email.

1. How to set up read receipts in Gmail:

Open Gmail, compose a new email and add your recipient(s).

Before sending click on the three dots in the bottom right corner of the compose window.

Select “Request read receipt”. Once enabled the recipient will be prompted to send a read confirmation.

2. How Gmail read receipts work:

• Once read receipts are enabled the recipient has the option to approve or decline the read receipt. So the confirmation is not guaranteed.
• Some email clients or apps used by the recipient may block read receipts altogether so keep this in mind if you don’t receive confirmation.

For personal Gmail users without a Workspace account third party tools can provide an alternative way to track email engagement. But they may have different features or limitations.

How to set read receipt in Outlook

Microsoft Outlook has read receipt functionality across all versions including Outlook 365, Outlook 2019 and Outlook for web so it’s widely available for users who need confirmation of email opens. Here’s how to set it up:

1. How to set read receipts in Outlook:

Open a new message in Outlook by clicking "New mail".

Click on the three dots at the upper-right corner, then select "More Options".

Now select “Request a Read Receipt” and/or “Request a Delivery Receipt”.

Once selected send your email. A notification will appear when the recipient opens the email if they agree to send the receipt.

2. When read receipts won’t work in Outlook:

• Like Gmail recipients can decline a read receipt. Also some organisations or security settings may block read receipts from being sent.
• If you don’t receive a confirmation it could mean the recipient’s settings don’t allow read receipts which is more common in corporate environments.

Read receipts in other email platforms

Other platforms like Yahoo Mail or Apple Mail don’t have native read receipt functionality. If you use these platforms consider using third party email tracking tools that integrate with multiple clients to track opens and clicks.

How to track email opens without read receipts

Third party email tracking tools

If you need a more reliable way to know if someone opened your email third party tracking tools can help. These tools work by embedding a small invisible tracking pixel in the email.

When the recipient opens the email the pixel loads and sends a notification to the sender confirming the email was viewed.

Tracking tools provide more data than just open notifications they give insights into how many times the email was opened, any link clicks and sometimes even the location or device used by the recipient.

This extra information is useful especially for sales and recruitment people who need to follow up at the right time.

1. How to set up a tracking tool:

• Choose a tracking tool that’s compatible with your email client. Many popular tools have a browser extension or app that integrates with Gmail and Outlook.
• Once installed open your email compose window. You should see an option to enable tracking for that message and get notified when the recipient opens it.

2. Examples of email tracking tools:

• Some tools online have integrated tracking that sends open notifications and also provides insights into link clicks and recipient engagement so you can manage your leads or clients directly from your email interface.

Pros and cons of email tracking tools

Using email tracking tools has many advantages for professionals who need real time insights into their email engagement. But these tools also come with privacy and ethical considerations to be mindful of.

Here are the pros and cons:

1. Pros

• Real time notifications: Unlike read receipts which rely on the recipient’s approval tracking tools can notify you immediately when an email is opened. This allows you to follow up at the right time and stay on top of urgent emails.
• Extra engagement insights: Many tracking tools provide more data like how many times the email was opened, any link clicks and sometimes even the recipient’s location and device. This data is super useful for tailoring communication especially in sales, customer support and client outreach.
• More efficient follow ups: By knowing which emails are opened professionals can follow up only on unopened emails or re-engage those who showed interest by opening multiple times or clicking links. This targeted approach can help increase response rates and manage time better.

2. Cons of tracking tools

While tracking tools provide useful data they also have significant privacy and ethical implications. Here’s what to consider:

• Privacy concerns: Email tracking can feel invasive especially to recipients who value privacy. Some people may view hidden tracking pixels as a breach of trust especially if they were unaware of the tracking or didn’t consent. This can harm relationships especially in client or professional context where transparency is important.
• Legal frameworks for data privacy: Regulations like the General Data Protection Regulation (GDPR) in the European Union and the California Consumer Privacy Act (CCPA) in the United States have strict rules for data collection and privacy.
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  These laws require transparency and consent when collecting user data which includes email tracking data. Under GDPR organizations must inform the recipient if their data is being collected, give them the option to opt out and ensure data is secure. Failure to comply with these laws can result in fines and damage to the company’s reputation.

• Limitations and tracking restrictions: With the rise of privacy focused email services and features like Apple Mail’s Privacy Protection, tracking pixels may be blocked or limited. These privacy settings prevent the tracking pixel from loading so the sender won’t know if their email was opened.
  
  US email users now have privacy settings that block or limit tracking which can reduce the effectiveness of tracking tools​. This trend towards privacy focused email clients may continue to grow and limit the data tracking tools can collect.

Tracking and user privacy

To balance tracking needs with privacy consider:

• Inform the recipient about tracking: Whenever possible include a disclaimer or note about tracking in your initial outreach. Being transparent about data collection can build trust and prevent the recipient from feeling spied on without consent.
• Track only essential emails: Use tracking sparingly, only for high priority emails or when it’s really necessary like confirming receipt of critical information.
• Be compliant with privacy laws: Make sure your tracking is GDPR, CCPA and other relevant laws compliant. Consult a legal expert to verify your tracking is fully compliant to minimize the risk of privacy breach.

By acknowledging and respecting privacy laws and concerns you can use tracking tools in a way that is ethical and builds trust with your recipients. Tracking is a powerful email management tool but transparency and compliance with privacy regulations is key to using it right.

Using an AI email assistant to get opens

While tracking tools may be expensive, if your main goal is to get your emails opened you can increase your chances using an AI email assistant.

While most don’t usually track email opens, tools like MailMaestro can offer powerful features to improve your open rates. MailMaestro can craft high quality, professional emails that are engaging and targeted to specific audiences.

It can also generate subject lines that grab attention which is crucial for open rates. One of the cool features is MailMaestro’s AI personality, you can input your persona into the tool and MailMaestro will draft your emails based on your tone, style and personality.

This makes the email feel more personal and relevant so the recipient is more likely to open it. Personalized well written emails are more likely to make an impact and lead to better engagement and follow through from the recipient.

Tracking and ethical considerations

Tracking implications

Email tracking is a big consideration. Tracking pixels which notify the sender when an email has been opened often do so without the recipient’s knowledge.

While tracking is good for business some users may see it as invasive. According to recent surveys over 50% of users are concerned about email privacy and tools like Apple’s Mail Privacy Protection are blocking tracking pixels in emails​.

In professional settings understanding and respecting privacy is key to building trust. When tracking is hidden or not disclosed it can create mistrust especially if the recipient finds out later their email activity was being monitored.

Keep these privacy concerns in mind and you’ll have a better relationship with your contacts.

Professional needs vs ethical tracking

If you do decide to use tracking balance your professional needs with ethical tracking practices here are some best practices:

1. Be transparent: Whenever possible be upfront with the recipient if you’re tracking an email. A simple disclaimer or note in your initial outreach can manage expectations and build trust.
2. Track only when necessary: Use tracking for essential emails where you really need to know the email has been read, like project updates, contract negotiations or client follow ups.
3. Consider alternatives: If tracking feels too invasive use tools that promote engagement like MailMaestro to create personalized and engaging emails that get opens without hidden tracking.

Alternatives to tracking and read receipts

If tracking or read receipts don’t fit your needs or values there are alternatives to measure engagement effectively. For example you can create personalized follow up emails that remind the recipient about your previous email and encourage them to engage without tracking.

1. Use open worthy subject lines and good content: Craft a strong attention grabbing subject line and valuable email content can increase the chances of your email getting opened. Tools like MailMaestro can generate open worthy subject lines and high quality personalized emails that resonate with the reader and get engagement naturally.
2. Use a follow up schedule: Sending follow up emails at regular intervals can confirm interest without using tracking pixels. Follow up emails can gently nudge the recipient and keep the conversation alive.
3. Use click through tracking: If you need engagement data without tracking opens, tracking clicks on embedded links is another way to get insight. Many CRM and email marketing tools can track link clicks so you can measure interest without read tracking.

How to get your emails opened and read

Write a subject line that gets opens

The subject line is often the first thing the recipient sees and a good subject line can make a big difference in open rates, in fact most email recipients open an email based on the subject line alone​. To make your subject lines more engaging keep them clear, concise and focused on the purpose of the email.

1. Be specific and relevant: Instead of using generic subject lines make it clear what the email is about. For example "Project Update: Timeline for Completion" is more specific than "Update Inside."
2. Use curiosity sparingly: Curiosity can be effective but don’t use clickbait. Subject lines that overpromise or are misleading can damage credibility.
3. Add personalization: Personalized subject lines feel more relevant to the recipient. MailMaestro can generate personalized subject lines to the recipient’s needs so your emails stand out in a crowded inbox.

Personalizing emails to get engagement

Personalized emails get higher open rates because they feel relevant to the recipient. Addressing the recipient by name and referring to specific needs or previous interactions makes the email feel less like a generic message.

Using MailMaestro you can personalize your emails and match your brand and make the message feel human and friendly.

1. Use the recipient’s name: Start with a friendly greeting that includes the recipient’s name, this small step makes the email feel more personal and approachable.
2. Reference previous interactions or details: If you’ve had previous interactions or know something about the recipient’s preferences mention it subtly in the email. For example “Following up on our last conversation about [topic]…”
3. Set your AI personality in MailMaestro: MailMaestro’s personality settings allow you to set the tone of your emails to be formal, friendly or somewhere in between depending on your audience. Personalization increases the chances of the recipient opening, reading and responding to your message.

Following up

Following up on an email is often necessary to get a response especially when the first email goes unanswered. However timing plays a big role in the effectiveness of a follow up. As we mentioned in another article, sending a follow up email 3 to 7 days after the first email can increase response rates.

This window is good because it gives the recipient enough time to read the first email without feeling pressured by a immediate follow up. After the first follow up, consider waiting a week before sending any additional reminders.

Keeping a gap between messages shows you are professional and considerate of the recipient’s time.

Here are some templates for different follow up situations:

Follow up for a job application

Follow up for a client inquiry

Follow up after a sales meeting

Follow up for a collaboration proposal

Final words

Knowing if someone read your email can improve communication and follow up. From read receipts in Gmail and Outlook to advanced tracking tools, there are many ways to measure email engagement. But balancing privacy with tracking is key, as some people may find tracking invasive.

For a more polite approach, well written, personalized emails will increase open rates organically. Tools like MailMaestro offer professional writing, tone settings and subject lines to make emails more attractive without tracking.

It’s up to you, but using honest and thoughtful methods will improve your email and your relationship.