Did you know that every year 22.5% of the email addresses in your database become invalid? This figure means that one-fifth of your email marketing campaigns are destined to fail before they start.
When your bounce rate exceeds 3%, email providers classify your messages as spam. The result is devastating: your communications go straight to the spam folder, wasting your advertising investment.
However, companies that use proper fact-checking methods get B2B leads that cost 61% less than those generated through traditional outbound. In addition, validation tools can increase your lead conversion rates by up to 50%.
Inaccurate or outdated data leads to wasted ad spend, lost business opportunities, legal risks, and damage to your brand’s reputation. In competitive markets where 80% of professionals expect to increase their income this year, working with incorrect information can cost you a lot of money.
In this practical guide for 2025, you’ll learn how to implement effective identity data verification systems. We’ll show you specific examples to create an efficient process using the API to validate emails. You’ll discover techniques to automate cross-checking data and improve the quality of your information in real-time.
Why You Need to Verify Real-Time Data in 2025
Having an API to validate email addresses and real-time verification systems has become indispensable for any digital business. Data verification is the process of confirming the authenticity of a person’s information in digital environments, using personal data, online identifiers, or biometric information.
Common mistakes when capturing information
Human error is the leading cause of data capture problems. When your team enters information manually, typos, omissions, duplications, and misinterpretations appear. Inconsistency between formats from different sources further complicates accurate capture.
The statistics are alarming: 91% of companies suffer from inaccurate data, generating missed opportunities and reducing operational efficiency.
Other common problems you’ll encounter include:
- Inadequate tools to manage information
- Staff without data quality training
- Siloed databases that prevent a complete view
- Outdated information that does not reflect the current situation
What happens when you work with incorrect data
Bad data paralyzes critical processes. 48% of contracts submitted for signature come back with errors and incomplete data, causing costly delays. Organizations lose an average of $12.9 million annually due to poor data quality, although other estimates put this figure at $15 million.
84% of CEOs express concern about the quality of the data they use to make decisions. A third of people admit to a lack of trust when basing decisions on their data.
In addition, incorrect data damages your reputation when customers receive poor service due to errors in their information. Daily operations such as inventory management and order processing are disrupted, skyrocketing operating costs.
Advantages over traditional methods
Traditional methods such as physical document verification are time-consuming and rely on error-prone human intervention. Real-time verification uses advanced technologies such as artificial intelligence and machine learning, automating the process and minimizing errors.
Current techniques provide up-to-date contextual information, being more reliable than conventional methods. While the technology isn’t perfect, it’s much less vulnerable to errors than manual registration.
Automation significantly reduces operational costs related to manual checks and improves the customer experience by eliminating physical documents. Verification APIs allow you to fully automate the process, ensuring accuracy, efficiency, and scalability.
Remember that real-time verification is essential to protect against fraud and comply with regulations such as KYC, AML, and GDPR. We recommend implementing an API to validate emails that guarantees the authenticity of data quickly and accurately.
How the real-time fact-checking process works
The API for validating email addresses runs a series of sequential checks to ensure the validity of the data. Below, we’ll show you each step of the process that ensures the accuracy of the information before incorporating it into your systems.
Syntactic and domain check
The first step examines whether the address follows the correct standard formatting ([email protected]) and detects typos or incorrect characters. This initial check filters out malformed entries that would cause problems later.
The system then verifies the domain using a DNS lookup to confirm that it contains a valid MX or Type A record. This indicates that the domain is properly configured to receive emails. Without this setting, any message would bounce immediately.
Verification of the existence of the email or identity
Once the format and domain have been validated, the system checks if the mailbox actually exists on the associated server. It does this by sending a special message to the email server and analyzing the response to determine if the address is active.
Remember that this process does not send any mail to the recipient or store their personal data. The technology also detects disposable domains or “catch-all” addresses, which receive all emails sent to a specific domain.
Cross-check data across multiple sources
Modern systems cross-check different data sources. This method crosses the information provided with reliable databases to identify inconsistencies.
For example, you can compare data such as names, dates of birth, and document numbers to confirm consistency. This multi-level process significantly increases the accuracy of validation.
Examples of data verification procedures
A case study is validation in web forms, where the system verifies the information in real time as the user enters it. Another example is the integration with CRMs, where verification happens automatically when a new contact is entered.
If you are going to implement these procedures on a regular basis, we recommend using an API to validate emails that automates the entire process and significantly improves the quality of your data.
Practical implementation in systems and forms
To implement an effective API system for validating email addresses, you need to integrate specific tools into your digital infrastructure. Below, we’ll show you how to set up these solutions to validate information at the exact moment it’s generated.
Integration with web forms and CRMs
Data verification is integrated directly into web forms to validate information as the user enters it. This is especially useful in registration or checkout processes. Data Verification works as an automated wizard that securely validates data with selected external sources.
To implement verification in CRM systems, it uses a secure SOAP interface that allows you to validate international addresses captured directly in the application. This way, you prevent incorrect information from entering your database from the beginning.
The process is simple: when a user enters their email address into your form, the system automatically performs verification in the background. If you detect any errors, you can display a suggestion or request correction before submitting the data.
Using APIs for Automatic Validation
Verification APIs connect your system with external data sources, enabling automatic synchronization and verification of customer data without manual input.
There are specialized APIs for different types of validation:
- Email addresses
- Business and commercial information
- Personal Identity Data
- Postal addresses
These tools efficiently search and retrieve data from extensive databases in response to specific requirements. In addition, they offer precise methods for obtaining structured information.
Verification Flow Automation
We recommend automating the entire process to eliminate manual intervention and reduce errors. Platforms such as Zapier allow you to connect verification tools with business applications such as HubSpot, Google Sheets or Dropbox.
This integration creates automated workflows that verify identities without manual steps, significantly improving efficiency. In addition, it strengthens compliance with standards such as KYC, AML, and GDPR by optimizing how data is captured and processed.
Real-time vs batch validation
Real-time validation processes data immediately when it is generated, providing instantly updated information. Its main advantages include:
- Immediate and agile decision-making
- Enhanced and personalized customer experience
- Optimized operational efficiency
- Increased data accuracy
Batch validation, on the other hand, consolidates and processes data at scheduled intervals, accumulating information over hours or days. This method works ideal for large volumes of data where immediate availability is not critical.
Remember that you can combine both methods according to your specific needs. To maximize the effectiveness of your system, consider implementing an API that fits seamlessly into your current infrastructure.
What are the benefits and challenges of identity data verification?
The email validation API offers significant benefits for your business, but it also presents some challenges that you need to consider. We explain both aspects so that you can make the best decision.
Drastic reduction of errors and bounces
Implementing a verification process can reduce bounces by up to 50%, significantly improving the performance of your email marketing campaigns. This is especially relevant when you consider that companies discard up to 38% of the data they collect due to quality issues.
By validating addresses before any sending, you avoid bounces that damage your sender reputation. Validation tools identify addresses that previously did not exist, keeping your lists clean and protecting your deliverability.
Remember that a clean list not only improves your metrics, but also reduces the costs associated with sending emails to invalid addresses.
Higher lead quality and better conversions
A 10% improvement in customer data quality is directly linked to a 5% increase in responsiveness. Accurate data leads to better business decisions and greater scalability.
When you work with verified contacts, your sales team spends less time locating non-existent leads and more time on productive conversations with real prospects. A reliable lead base improves the performance of your campaigns, reduces costs and increases ROI.
Technical Challenges: Catch-All Domains
Catch-all domains are configured to accept all mail sent to a domain, regardless of whether the specific address exists. This feature makes it difficult to determine the validity of a direction by conventional methods.
Sending emails to catch-all addresses consumes unnecessary resources, including server capacity and bandwidth, especially considering that many of these messages may never be read.
Dependence on the quality of sources
Font variability represents a significant challenge, as each font has its own format, quality, and reliability. Ensuring consistency between these disparate sources is a complex task.
Another limiting factor is temporal validity: data is constantly changing, and what is accurate today may not be accurate tomorrow. This requires verification tools to regularly update the information to maintain its accuracy.
We recommend implementing an API that is specifically tailored to your business needs and offers regular updates to your databases.
Conclusion
Remember that real-time data verification is not only a technological trend, but a fundamental tool for the success of your business in 2025. Throughout this article, we’ve explored how these systems improve the quality of your campaigns and protect your digital reputation.
We recommend implementing an API to validate emails as a first step towards automating your verification processes. This investment will significantly reduce your bounce rates and prevent your communications from being classified as spam.
The procedures we’ve outlined—syntactic verification, domain validation, and data cross-checking—work together to ensure the quality of your information. These techniques protect your ad spend and optimize the performance of every campaign you send.
Integrating with web forms and CRM systems is simpler than you might think. Today’s solutions allow the entire process to be automated without the need for advanced technical knowledge. This automation minimizes human error and speeds up your business processes.
Although there are technical limitations such as catch-all domains, the benefits of a verification system far outweigh these challenges. The reduction in operational costs and the increase in return on investment fully justify the implementation.
Working with verified data is a business necessity in today’s digital environment. Incorporating an API to validate email addresses in your infrastructure will improve the effectiveness of your communications, strengthen your customers’ trust, and optimize your financial results.
If you have any questions about implementing these systems, our support team will be happy to help you choose the most suitable solution for your business.
Key Takeaways
Real-time data verification is critical to business success in 2025, transforming the quality of your campaigns and protecting your digital reputation.
• Real-time verification reduces bounce rates by up to 50% and prevents your emails from being marked as spam
• Incorrect data costs businesses an average of $12.9 million annually in operational
losses• Validation APIs automate the entire process, from syntactic verification to cross-checking from multiple sources
• Integration with web forms and CRMs improves lead quality and increases conversions by up to 50%
• Automated systems eliminate human error and provide instantly updated contextual information
Implementing an API to validate emails is not only a best practice, but a business necessity that optimizes financial results and strengthens customer trust in the long run.
