emails going to spam

[SAguy]

A family of member of mine reached out about their family owned company emails often going to receivers spam, which is hurting their business.

I haven't found out much about their setup (ie who hosts emails), but I did ask her to send me a test email.
My guess is that it's a reputation thing, since they are probably using some local ISP to host their emails and website. I'm not an email expert though.

I inspected the email and see the line:

Received: from outgoing11.cpt4.host-h.net (outgoing11.cpt4.host-h.net. [197.189.123.123]) [redacted the IP, since it may be their public IP]

Using ipqualityscore.com I checked that IP and I get:


I think my assumption is correct that it's their email service provider? I almost want to try convince them to switch over to Google Workspaces for ease of use. At least then you don't have these types of issues.

 

[OCP]

Looks like they are using hetzner (now xneelo) for mail hosting.
I suggest they contact the mail host and ask to be moved to a different host with a better rating.

Failing that - have them move to domains.co.za or Absolute hosting - hosting mail on both and never had any issues with reputations yet.
(Unlike Afrihost where their hosts were constantly blacklisted)

 

[WAslayer]

The mail sending IP addresses are shared with other customers in this case and with a shared hosting provider where weak passwords to email accounts are fine a dozen and often compromised and those accounts used for spam, IP reputation is always a very good possibility..

At the same time, each mail service provider have different ways of checking and maintaining IP reputation and external website reputation checkers like this are not the end all and be all for definitively saying that IP reputation is the issue here..

Moving email to a reputable provider like workspaces is definitely a good move and is not going to hurt.. also, adding SPF, DKIM and DMARC will be a benefit as well.. it's not necessarily going to stop all emails from going to spam, but there could be a slight improvement, due to the way in which most email service providers score emails in terms of spamminess..

Lastly, it would be an excellent idea for them to reach out to their recipients, where possible, and have them follow up with their email service provider as to why the email was delivered to spam.. getting an answer from the horse's mouth, is the best way to a solution..

 

[Dawie_Botes]

If they've got access to their CPanel (or equivalent), and also their DNS Settings for their URL, then they should be able to configure their SPF, DKIM and DMARC. There should be an icon called "Email Deliverability" or something on their CPanel which will guide them. Then, another great tool to try and find issues with emails is MXToolbox.com. You can look up your domain and see where things are going wrong. Another place to try and white-list the domain is at postmaster.google.com .

Those are the tools I used to use and it normally got solved for all my domains I used to manage.