Outlook’s New External Recipient Rate Limit: What It Means for Governments

Starting in January 2025, Microsoft Outlook began rolling out a new external recipient rate limit, capping outbound emails to 2,000 external recipients per day. This change impacts organizations, especially government agencies, that use Outlook to engage residents via email.

Now Rolling Out In Phases

As of April 2025, Microsoft has begun a phased rollout of the new external recipient rate limit, targeting organizations based on their email license count:

Phase 1 (April–May 2025):

• • • • April 3: Organizations with 25 or fewer email licenses
      • April 10: Expanded to organizations with 200 or fewer licenses
      • April 17: Expanded to organizations with 500 or fewer licenses
      • May 1: Rollout concludes for all remaining organizations

Phase 2 (October 2025):

• • • • The rate limit will apply to cloud-hosted mailboxes of trial organizations and all newly created organizations

Phase 3 (April 2026):

• • • • The limit will apply to cloud-hosted mailboxes of all existing organizations

Why This Matters

Government agencies often use email to update residents on public meetings, surveys, and other engagements. This new limit could hinder the ability to close the feedback loop—a crucial aspect of maintaining trust and transparency. Residents expect timely updates and responses to their input, and the new restriction may disrupt this process.

Without timely communication, residents may feel ignored or disconnected from decision-making processes. As these limits roll out, agencies will need to evaluate alternatives quickly to avoid disruption.

What You Can Do Now

To prepare, government agencies should adopt an email solution that meets outreach needs without being constrained by arbitrary sending limits. Look for tools that offer:

1. 1. CAN-SPAM Compliance: Ensure the solution adheres to CAN-SPAM regulations and recent updates from Gmail and Yahoo. This includes features like one-click unsubscribe, specific headers, and security-oriented DNS records.
   2. Multilingual Capabilities: As accessibility becomes a focus, having an email platform that supports multilingual communication is vital. Many platforms require manual translation, but solutions like PublicInput offer automated multilingual features.
   3. Predictable Cost Structure: Choose a platform with a predictable pricing model that does not charge extra for increased subscribers or emails sent. This is essential for maintaining budget control.

Why Governments Are Choosing PublicInput?

PublicInput already checks all these boxes and more:

• • • High Deliverability: Using government-specific sending IP addresses ensures your emails reach your audience.
    • Comprehensive Compliance: Every email meets CAN-SPAM requirements and updated standards from major email providers.
    • Multilingual Support: Industry-leading multilingual capabilities save time and effort, ensuring your emails are accessible to all residents.
    • Predictable Pricing: PublicInput’s pricing model remains consistent as you grow, without hidden fees.

Real-World Results

Agencies like CAPMETRO and the City of Austin in Texas are leveraging PublicInput’s multilingual email capabilities to enhance their communication efforts. These agencies are pioneering smarter, more inclusive email strategies that save staff time while ensuring everyone can access important information.

Streamline Your Community Engagement

Bringing together your engagement and communication platforms creates a smoother experience for both residents and staff. This integration helps you close the feedback loop efficiently and manage public engagement better.

To see how PublicInput can help with your email communication needs, check out their multilingual email features or request a personalized demo. They’re ready to help your organization navigate this transition without missing a beat.