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Emails Going to Spam? How to Fix It

Nothing worse than important emails disappearing into spam folders. Invoices, quotes, client replies - gone.

If people keep saying "I never got your email," this guide is for you.

Why emails go to spam

Email providers (Gmail, Outlook, etc.) score every incoming email. Too many red flags = spam folder.

Red flags include:

  • Sender not verified (no SPF/DKIM records)
  • Domain has bad reputation
  • Email content looks spammy
  • Sending too many emails too fast
  • People marking your emails as spam

Let's fix each one.

1. Check if your domain is verified properly

This is the #1 reason business emails hit spam. Your domain needs SPF and DKIM records set up.

What are these?

  • SPF tells email providers "these servers are allowed to send email from my domain"
  • DKIM adds a digital signature proving the email is really from you

Check yours free:

Go to mail-tester.com:

  1. Send an email to the address they show you
  2. Click "Then check your score"
  3. See what's wrong

Score below 7? You have problems to fix.

2. Set up SPF record

You need access to your domain DNS settings (where you bought your domain - GoDaddy, Namecheap, etc.)

Add a TXT record:

Type: TXT
Name: @ (or leave blank)
Value: v=spf1 include:_spf.google.com ~all

The exact value depends on your email provider:

  • Google Workspace: v=spf1 include:_spf.google.com ~all
  • Microsoft 365: v=spf1 include:spf.protection.outlook.com ~all
  • Zoho: v=spf1 include:zoho.eu ~all

If you don't know what this means, your IT person (or email provider support) can set this up in 5 minutes.

3. Set up DKIM

This is usually done in your email provider's admin panel:

  • Google Workspace: Admin console → Apps → Google Workspace → Gmail → Authenticate email
  • Microsoft 365: Microsoft 365 Defender → Email authentication → DKIM
  • Others: Search "[your provider] DKIM setup"

You'll get a TXT record to add to your DNS. Same process as SPF.

4. Stop using free email addresses for business

Sending business emails from yourcompany@gmail.com or yourname@yahoo.com?

That screams spam to email filters.

Get a proper business email:

  • Google Workspace: £5/month
  • Microsoft 365: £5/month
  • Zoho Mail: Free tier available

alex@yourcompany.com looks professional AND delivers better.

5. Check if you're blacklisted

Your email server IP might be on a spam blacklist without you knowing.

Check free:

On a blacklist? Each one has a removal process. Usually you request removal and fix whatever caused it.

6. Fix your email content

Certain things trigger spam filters:

Avoid:

  • ALL CAPS SUBJECT LINES
  • Excessive exclamation marks!!!
  • Words like "FREE" "URGENT" "ACT NOW"
  • Too many links
  • Large attachments (use file sharing links instead)
  • Red or green coloured text
  • Tiny font or hidden text

Better:

  • Normal subject lines
  • Plain text or simple formatting
  • Few links, all to legitimate sites
  • Attachments under 5MB (or use Google Drive/Dropbox links)

7. Don't send too many at once

Suddenly sending 500 emails when you normally send 10? Spam filters notice.

If you're sending bulk:

  • Use proper email marketing tools (Mailchimp, etc.)
  • Warm up new domains gradually
  • Don't buy email lists

Quick checklist

  • [ ] Run mail-tester.com - score above 7?
  • [ ] SPF record set up?
  • [ ] DKIM enabled?
  • [ ] Using business email (not @gmail)?
  • [ ] Not on blacklists?
  • [ ] Email content looks normal?

Still going to spam?

Email deliverability can get technical. If you've tried everything and emails still aren't arriving:

  • Server configuration might be wrong
  • Domain reputation might need rebuilding
  • Shared hosting sometimes has bad IP reputation

Need help? I sort out email problems for small businesses. Proper diagnosis, proper fix, emails actually arriving.

Get in touch →

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https://alexsusanu.com/blog/emails-going-to-spam/

"Did you get my email?"
"No... let me check spam"

If your business emails keep landing in spam, you're losing clients without knowing it.

Common reasons:

- Your domain isn't verified properly (SPF, DKIM - yes, you need these)
- You're sending from a free email address
- Your email content looks spammy
- You're on a blacklist

Here's how to check and fix it. Free tools included to test your email reputation.

https://alexsusanu.com/blog/emails-going-to-spam/