Ever wondered if your emails are actually being opened and read? Email tracking software provides real-time notifications when recipients open an email, click on links, or view attachments. This technology offers valuable insights for sales professionals, marketers, recruiters, and business owners, enabling data-driven decisions to improve communication, increase engagement, and optimize outreach strategies.
Why Email Tracking Software Matters?
With over 347 billion emails sent daily worldwide, standing out in crowded inboxes is more challenging than ever. Here’s why email tracking is crucial:
- Most emails go unread – On average, only 18-22% of marketing emails are opened, while cold sales emails have an even lower open rate of 10-15%. Without tracking, you won’t know if your message even reached your audience.
- Follow-ups are more effective with tracking – Studies show that following up within 24 hours of an email openincreases response rates by over 30%. Email tracking software helps you time your outreach perfectly.
- Better email marketing performance – Businesses using email tracking optimize subject lines, content, and timing to improve engagement, leading to higher open rates and better ROI.
- Avoid the spam folder – Tracking software monitors deliverability, helping you identify issues and adjust strategies to improve inbox placement.
By providing real-time insights into open rates, engagement, and deliverability, it helps sales teams close more deals, marketers optimize campaigns, and businesses improve communication efficiency. Without tracking, you’re left guessing whether your emails are making an impact.
How Email Tracking Software Works
Most email tracking software embeds a tiny, invisible pixel in outgoing emails. When the recipient opens the email, the pixel loads, sending a signal back to the sender. Some tools go beyond basic tracking, offering click tracking, real-time notifications, CRM integrations, automated follow-ups, and in-depth analytics.
- The best email tracking software provides insights that can help businesses:
- Know exactly when an email is opened to time follow-ups effectively.
- Identify engaged leads by tracking multiple opens and clicks.
- Analyze email performance to refine marketing campaigns.
- Automate responses for higher efficiency in sales and customer service.
Why Email Tracking Matters
Email is still one of the most powerful tools for sales and marketing, with over 333 billion emails sent daily in 2022, a number expected to grow in the coming years. However, studies show that only 18% of marketing emails are ever opened, and the average response rate for sales emails is less than 10%. These statistics highlight the importance of tracking engagement—without it, you’re operating in the dark.
Here’s what email tracking software can do for you:
- Boost Sales Efficiency – Sales teams can time follow-ups perfectly, increasing their chances of closing deals.
- Improve Email Marketing Performance – Marketers can measure open and click-through rates, refining campaigns for better engagement.
- Enhance Customer Service – Support teams can confirm email delivery and responses, ensuring clients receive timely assistance.
- Increase Productivity – No more manual guesswork—automated tracking provides actionable insights instantly.
With the right email tracking software, businesses can turn insights into action, improving engagement and maximizing results. To help you choose the best tool, we’ve listed the top-rated email tracking software (90-100%) based on performance and user feedback.
Top Email Tracking Software for 2025
1. HubSpot CRM
(90% recommended)
HubSpot CRM is one of the most trusted email tracking tools, offering real-time engagement tracking and CRM features
- Price: $45 per month
- Ease of Use: Beginner-friendly
- Key Features:
- Email open and click tracking
- CRM and sales pipeline management
- Automated follow-ups
- Integrations: Gmail, Outlook, Salesforce
- Support: 24/7 live chat and email
2. Close
(90% recommended)
Close is a CRM built for sales teams, combining email tracking with calls and SMS.
- Price: $65 per user/month
- Ease of Use: Intuitive
- Key Features:
- Real-time email tracking
- Automated outreach
- Sales pipeline management
- Integrations: Slack, Zoom, HubSpot
- Support: Email and chat
3. CakeMail (100% recommended)
CakeMail is a free email tracking tool, ideal for small businesses looking for simple email tracking solutions.
- Price: Free
- Ease of Use: Very simple
- Key Features:
- Open and click tracking
- Customizable email templates
- Email automation tools
- Integrations: Gmail, Outlook
- Support: Email and knowledge base
4. Yesware
(90% recommended)
Yesware is a Gmail-based email tracker, perfect for sales and marketing teams.
- Price: Free plan available
- Ease of Use: Chrome extension
- Key Features:
- Email and attachment tracking
- Personal email templates
- In-depth performance reports
- Integrations: Gmail, Outlook, Salesforce
- Support: Chat and email
5. Snovio
(93.3% recommended)
Snovio is a full-featured email marketing tool with powerful tracking features.
- Price: Free demo available
- Ease of Use: Beginner-friendly
- Key Features:
- Real-time tracking and alerts
- Email scheduling
- AI-based recommendations
- Integrations: HubSpot, Pipedrive, Zapier
- Support: Email and chat
6. Mailchimp (90% recommended)
Mailchimp is a top-rated email marketing platform with built-in email tracking tools.
- Price: Free plan available
- Ease of Use: Drag-and-drop email builder
- Key Features:
- Open and click tracking
- AI-powered content suggestions
- Automated email workflows
- Integrations: Shopify, Salesforce, Zapier
- Support: 24/7 email support
7. Zoho Campaigns
(90% recommended)
Zoho Campaigns combines email tracking with CRM integration, making it ideal for businesses.
- Price: Free demo available
- Ease of Use: Simple interface
- Key Features:
- CRM and email marketing integration
- Click and open tracking
- AI-driven campaign recommendations
- Integrations: Zoho CRM, Gmail, Outlook
- Support: Live chat and phone support
8. SendGrid
(90% recommended)
SendGrid is a trusted email delivery platform with robust tracking tools.
- Price: Free demo available
- Ease of Use: Developer-friendly API
- Key Features:
- 99% email deliverability
- Engagement tracking
- Advanced email templates
- Integrations: Shopify, WooCommerce, Twilio
- Support: 24/7 support
9. SMTP2GO
(90% recommended)
SMTP2GO ensures emails are sent and tracked reliably, even in case of outages.
- Price: Free demo available
- Ease of Use: Easy setup
- Key Features:
- Real-time email tracking
- Multi-data center email delivery
- Spam filter monitoring
- Integrations: Gmail, Outlook, Zapier
- Support: Live chat and ticketing
10. Outreach.io
(90% recommended)
Outreach.io offers AI-powered email tracking and engagement analysis for sales teams.
- Price: Custom pricing
- Ease of Use: Moderate learning curve
- Key Features:
- AI-driven tracking insights
- Sales automation
- Lead prioritization
- Integrations: Salesforce, Slack, Zapier
- Support: Live chat and documentation
Best Practices for Effective Email Tracking
Now that you’ve explored the most recommended email tracking software for 2025, it’s time to go beyond just installing these tools and start using them strategically to maximize engagement and drive better results. Email tracking is more than just knowing when an email is opened—it’s about leveraging data to improve communication, increase conversions, and optimize outreach efforts.
1. Time Your Follow-Ups for Maximum Impact
Did you know that following up within 5–10 minutes of an email being opened increases response rates significantly? If a recipient opens your email multiple times, that’s a strong indicator of interest. Use this information to reach out while your message is still top of mind..
2. Track Click Data to Understand Engagement
Most email tracking tools don’t just track opens—they also track link clicks and attachment views. This data helps you determine which content is resonating with your audience and which messages may need improvement. If someone clicks on a link multiple times, they are likely highly interested—making them a prime candidate for follow-up.
3. A/B Test Subject Lines to Improve Open Rates
Subject lines play a huge role in whether an email gets opened. Test different variations using your email tracking software and analyze the results. A small tweak—such as adding urgency, personalization, or curiosity—can significantly boost open rates.
4. Set Smart Alerts and Notifications
Getting notified every time someone opens your email can be overwhelming. Instead of tracking every single email, set up alerts for high-value prospects, key decision-makers, or multiple opens within a short period. This prevents unnecessary distractions while ensuring you take action at the right time.
5. Optimize Email Timing and Frequency
Analyzing open and click data over time can help you discover when your audience is most likely to engage with emails. Studies show that the best days to send emails are Tuesday, Wednesday, and Thursday, with peak open rates between 9 AM and 11 AM. Use your tracking data to determine the optimal times for your specific audience.
6. Avoid Being Marked as Spam
If your tracked emails have low open rates, it could indicate deliverability issues. Email tracking software helps you monitor whether your emails are actually reaching inboxes. To avoid being marked as spam:
- Personalize emails instead of using generic templates.
- Keep subject lines clear and engaging (avoid all caps and excessive punctuation).
- Make sure your emails add value and don’t look like spammy promotions.
- Regularly clean your email list to remove inactive or fake email addresses.
With the right email tracking software and strategy, you can take your email outreach, sales, and marketing efforts to the next level. The tools listed above are highly recommended by users and offer powerful insights to help you make data-driven decisions. However, email tracking alone isn’t enough—pairing it with a strong marketing strategy and a well-structured marketing plan can further enhance engagement, drive traffic, and accelerate business growth. By combining targeted email campaigns, audience segmentation, compelling content, and automation, you can maximize the impact of your emails, increase conversions, and build long-term customer relationships.
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