Why Are Our Emails Going to Junk? Deliverability Troubleshooting Guide
Your customers can't get your emails. Here's how to fix it.
The Problem: Emails Not Arriving
Your customers can't get your emails. They can't reply. You're losing business. This usually comes down to a few fixable things: authentication, sender reputation, and IP trust.
The worst part? You don't know it's happening until someone complains. By then, you've already lost deals.
Why This Matters to Your Business
Lost Revenue: Customers can't get your quotes, invoices, or follow-ups.
Operational Disruption: Your supply chain relies on email communication.
Trust Damage: If your emails don't arrive, customers wonder if something's wrong with you.
Competitive Disadvantage: Your competitors' emails are probably getting through.
Troubleshooting: 5-Point Checklist
1. Is Your Domain Authenticated? (SPF/DKIM/DMARC Status)
Email providers check if your emails are signed and authorized. If not, they're treated as suspicious.
If any are failing: tell your IT team to set them up
This is the #1 reason emails end up in junk
2. Are Your Sender Details Consistent? (Domain Match, Name Alignment)
Email providers check if the "from" address matches your domain. Mismatches look suspicious.
☐ Are you sending from @yourcompany.com (not @gmail.com)?
☐ Is the sender name consistent across emails?
☐ Are you using forwarding/BCC in a way that breaks authentication?
☐ If using Microsoft 365: check shared mailbox settings
3. Is Your IP Address Trusted? (Reputation Check)
Email providers track your IP address's sending history. A new or "dirty" IP will be treated with suspicion.
☐ Are you sending from a dedicated IP or shared IP?
☐ Check your IP reputation on MXToolbox or similar tools
☐ If you recently changed email providers, your IP is new (takes time to build trust)
☐ Are you sending bulk emails? That can tank your IP reputation.
4. Are You On Any Blocklists? (How to Check)
Your IP might be on spam blocklists. This immediately blocks your emails.
Use MXToolbox or SURBL to check if your IP is listed
If you are: request delisting (usually immediate)
If you just moved providers: check again after 48 hours
5. Testing & Monitoring (How to Know You've Fixed It)
Once you've made changes:
☐ Send a test email to yourself or a test account
☐ Check if it lands in inbox or junk
☐ Wait 24–48 hours for IP reputation to update
☐ Run the security check again to verify authentication
☐ Monitor your email logs for bounce messages
The Bottom Line
Most deliverability issues are fixable in 5 minutes with the right DNS changes or email provider settings. The key is identifying which of the above is causing your problem. Start with the security checker—it will tell you exactly what's wrong.
Why Are Your Emails Failing? Find Out in 30 Seconds
Run the free email security check to identify whether authentication, sender reputation, or blocklists are causing your delivery problems. Get a clear diagnosis with next steps.