What is Email Tracking?
Email tracking is a technology that notifies senders when recipients open their emails or click on links within them. It works by embedding an invisible 1×1 pixel image (tracking pixel) in the email that loads when the email is opened, sending a notification back to the sender with the exact time, location, and device information.
How Does Email Tracking Work?
A Tracking Pixel is Embedded
When you send an email with tracking enabled, a tiny invisible image (1×1 pixel) is embedded in the email HTML. This pixel is hosted on the tracking service's server and is unique to each email sent.
Recipient Opens the Email
When the recipient opens the email, their email client loads all images in the message, including the invisible tracking pixel. This sends a request to the tracking server.
Notification is Triggered
The tracking server logs the open event with details including: exact time, recipient's location (based on IP), device type, and email client used. You receive an instant notification.
Link Clicks Are Tracked
Links in tracked emails are replaced with unique redirect URLs. When clicked, they pass through the tracking server (logging the click) before redirecting to the original destination.
How TrackMailBox Does It Differently
Unlike other email trackers that add signatures or logos, TrackMailBox is completely invisible to recipients. No "Sent with [Tracker]" badges, no promotional footers— just pure, undetectable tracking.
Why Use Email Tracking? (Key Benefits)
Perfect Timing
Know exactly when prospects open your emails so you can follow up while you're still top of mind. Sales teams report 40% higher response rates when timing follow-ups based on opens.
Content Insights
See which links get clicked to understand what content resonates with your audience. Optimize your messaging based on real engagement data.
Follow-up Intelligence
Stop wondering if your email was lost in spam. If they opened it multiple times, they're interested—time to call. If not, try a different subject line.
Global Reach Tracking
See where your emails are being opened around the world. Useful for international sales, remote team management, and understanding your audience.
Who Uses Email Tracking?
Sales Professionals
Sales reps use email tracking to identify hot leads, time their follow-ups perfectly, and understand prospect engagement. Essential for cold outreach and proposal follow-ups.
Recruiters
Recruitment agencies track emails to candidates and clients to ensure messages are received and gauge interest levels in job opportunities.
Freelancers & Consultants
Independent professionals track project proposals, invoices, and client communications to ensure nothing falls through the cracks.
Marketing Teams
Marketers track campaign emails, newsletters, and PR pitches to measure engagement and optimize content strategy.
Business Development
BD professionals use tracking for partnership outreach, investor communications, and strategic relationship building.
Is Email Tracking Legal?
Yes, email tracking is legal in most jurisdictions, including the United States. However, regulations vary by region:
United States (CAN-SPAM)
Email tracking is legal. The CAN-SPAM Act focuses on commercial email content and unsubscribe requirements, not tracking pixels.
European Union (GDPR)
Legal with consent. Recipients should be informed that tracking is used.TrackMailBox does not store personal data without authorization.
Canada (CASL)
Legal for business communications with existing relationships. Focus on consent for email sending, not tracking itself.
Best Practices
Use email tracking for legitimate business purposes. Avoid tracking personal/sensitive communications. Respect recipient privacy preferences.
TrackMailBox is committed to ethical tracking. We recommend using email tracking for legitimate business communications only and always respecting recipient preferences. Our tool adds no visible signatures or logos, maintaining the professional appearance of your emails.
Frequently Asked Questions About Email Tracking
Can recipients tell if I'm tracking emails?
With TrackMailBox, no. Our tracking is completely invisible—we don't add any signatures, logos, or labels. The tracking pixel is undetectable to recipients. However, tech-savvy users might check email headers or disable image loading.
Does email tracking work if images are disabled?
No. Since tracking relies on loading an invisible image, if the recipient has images disabled in their email client, opens cannot be tracked. However, link clicks can still be tracked regardless of image settings.
What is the best free email tracking tool?
TrackMailBox is widely considered one of the best free email tracking tools because it offers unlimited tracking, adds no signatures or logos, provides real-time notifications, and is completely free forever. It's specifically designed for Gmail and is built by Nomos Insights, a trusted software engineering firm.
How accurate is email tracking?
Email open tracking is approximately 90-95% accurate when recipients have images enabled. False positives can occur if emails are previewed in a reading pane. Link click tracking is 100% accurate since it requires actual user action.