How Can I Tell If My Email Has Been Read?

Sending an important email and not getting a response can be frustrating. You might wonder if the recipient opened your message or if it got lost in their inbox. While there's no foolproof way to know if an email has been read, there are a few methods you can try.

Contents:

• Requesting a Read Receipt
• Limitations of Read Receipts
• Email Tracking Solutions
• Secure Email Solutions
• When Email Tracking Matters

Requesting a Read Receipt

The most common way to check if someone has read your email is to request a read receipt.

This feature is included in many email clients and sends you a notification when the recipient opens your message.

Requesting a Read Receipt in Outlook

To request a read receipt in Outlook:

• Compose a new email.
• Click the 'Options' tab.
• Under 'Tracking', tick the 'Request a Read Receipt' box.
• Send the email as usual.

If the recipient's email client supports read receipts, you'll get a notification when they open your message.

Requesting a Read Receipt in Gmail

To request a read receipt in Gmail:

• Open Gmail and click 'Compose' to start a new email.
• In the compose window, click the three vertical dots ('More options') in the bottom right corner.
• Select 'Request read receipt' from the drop-down menu.
• Complete your email and click 'Send.'

When the recipient opens your email, you'll get a notification confirming it was read.

Note: This feature's availability might depend on your Gmail account type (e.g., G Suite accounts) and settings.

Limitations of Read Receipts

There are some downsides to using read receipts:

• Many email clients block read receipts by default for privacy.
• Recipients can decline to send a read receipt even if they read the message.
• Read receipts only confirm the email was opened, not whether its contents were understood.

Read receipts can work, but they're not always reliable and depend on the recipient's cooperation.

Email Tracking Solutions

A more reliable approach is to use an email tracking extension or service.

These tools embed a tiny invisible image into your email's HTML code.

When the recipient opens the email, their email client downloads the tracking image from a server. This lets the service log that the email was viewed.

Some popular email tracking tools include:

• Mailtrack: A widely used Chrome extension for tracking Gmail emails. It offers a free version and affordable paid plans.
• SalesHandy: A free option for Gmail users, offering unlimited email tracking and instant notifications. It integrates with Outlook if upgraded to premium.
• Gmelius: A premium option for Gmail users that includes email tracking, scheduling, and collaboration tools.
• Streak: A CRM-focused tracking solution for Gmail with features like lead tracking and pipeline management.
• Mixmax: A Gmail-based productivity tool with email tracking and features like follow-up reminders and Salesforce integration.

If you have technical skills, you can code a tracking image directly into the email's HTML yourself.

Advantages of Email Tracking Extensions

These tools have several advantages:

• They work regardless of the recipient's email client settings.
• They track email opens automatically without prompting the recipient.
• Many provide additional data, like the number of times opened and location information.
• They can track emails forwarded to others.

The downside is they can't guarantee the recipient read or understood the email.

Tracking only confirms the message was displayed in their inbox.

Secure Email Solutions

Secure email solutions are invaluable when you need to make sure your emails are read in sensitive or high-stakes scenarios.

Key features of secure email solutions:

• End-to-End Encryption: Protects email content from unauthorised access. Messages are encrypted from your outbox to the recipient's inbox.
• Detailed Tracking and Analytics: Tracks when the email was opened, how often it was viewed, and even where it was accessed.
• Secure Recipient Verification: Confirms the recipient's identity using methods like digital signatures or multi-factor authentication.

'Secure email solutions protect your data and confirm that important messages have been read.'

— Paul Holland, Founder, Beyond Encryption

These services come with a cost, but some solutions cater to infrequent users who need email tracking for specific situations.

For example, Mailock offers a free plan with unlimited replies and five free sends a month.

Looking for a comprehensive paid solution?

Check out our list of the best secure email services.

When Email Tracking Matters Most

For casual emails to friends and family, knowing if a message was read isn't usually important.

But in the following business and professional contexts, having this data can be extremely valuable:

• Sales: Knowing when a prospect opens your email lets you follow up at the right time.
• Email Marketing: Open tracking shows how effective and engaging your email is.
• Legal/Compliance: For sensitive information, tracking when a message was viewed helps meet regulatory requirements.
• Networking: If an unanswered email might mean a missed opportunity, knowing it was read provides clarity.

'In financial services, secure and trackable communication is crucial.'

— Adam Byford, CCO, Beyond Encryption

Email tracking should be used ethically. Don't harass or invade anyone's privacy.

Used properly, it adds clarity to the status of important messages.

What to Do If You Receive No Response?

Even with email tracking, there might be times when your message was opened but not replied to.

In these cases:

• Wait 3-5 business days in case the recipient is delayed in responding.
• Send a polite follow-up referencing your initial message.
• Try calling to discuss the matter directly if you have their phone number.
• Avoid sending too many follow-ups, as this can seem pushy.

If tracking shows the email wasn't opened, your options are more limited:

• Check that you have the correct email address.
• See if the email was caught in their spam filter.
• Resend the message to rule out delivery issues.
• Find an alternative way to contact them as a last resort.

While email tracking provides useful insights, it can't guarantee a response.

No technology can force someone to read or reply to your email.

Managing communication expectations and following up appropriately is still key.

To Track or Not to Track?

The most common way to know if an email has been read for sales or marketing purposes is to use an email tracking extension or service.

However, these tools are not 100% reliable and are unsuitable for sensitive data.

For high-stakes situations involving sensitive information, use a secure email solution to confirm receipt and protect data.

Used properly, email tracking saves time, helps compliance, and respects recipients' privacy.

FAQs

Can You Tell if an Email Has Been Read Without a Read Receipt?

Email tracking tools like Mailtrack can show when an email is opened, but privacy settings may block them.

How Do I Request a Read Receipt in Outlook or Gmail?

In Outlook, enable 'Request a Read Receipt' under 'Options.'

In Gmail, select 'Request read receipt' in the three-dot menu in the compose window.

Does the Sender Know if You Decline a Read Receipt?

No, senders aren't notified when a read receipt is declined.

Is There a Tool to See if an Email Was Opened?

Tools like Streak and Mixmax track email opens, but privacy settings may affect accuracy.

How Can You Tell if Someone Read Your Email on an iPhone?

Read receipts or tracking tools can confirm an open if supported and allowed by the recipient.

Why Do Read Receipts Not Always Work?

Privacy settings and blocking features in email clients can prevent read receipts and tracking.

References

Add and Request Read Receipts and Delivery Notifications in Outlook, Microsoft Support, 2024

Request a Read Receipt, Gmail Help, 2024

The Best Email Tracking Software, Kinsta, 2024

How Apple’s Mail Privacy Protection Impacts Email Marketing, Constant Contact, 2024

Guide to 2024 Email Deliverability Updates, Braze, 2024

Apple's Mail Privacy Changes, Postmark, 2022

Reviewed by

Sam Kendall, 12.06.24

Sabrina McClune, 12.06.24