You send a quotation, and your client never sees it, because it went straight to their spam folder. This is one of the most common email problems for small businesses, and it can usually be fixed in a few minutes.
Why it happens
Email providers like Gmail and Outlook try to block fake emails. To decide whether a message really comes from your domain, they check three DNS records. If they are missing or wrong, your messages look suspicious.
The three records, explained simply
SPF (Sender Policy Framework)
A list of the servers allowed to send email for your domain. If an email comes from a server not on the list, it is more likely to be treated as spam.
DKIM (DomainKeys Identified Mail)
A digital signature added to every email you send. The receiving server checks it against a public key in your DNS to confirm the message was not changed on the way.
DMARC
Tells receiving servers what to do when SPF or DKIM checks fail, and can send you reports. A good starting record is a “monitor only” policy, which you tighten later.
How to fix it in cPanel
- Log in to cPanel from your client area.
- Open Email Deliverability.
- Find your domain. If it shows problems, click Manage.
- Install the suggested SPF and DKIM records with one click.
- If your domain’s DNS is managed somewhere else, copy the records and add them there.
DNS changes can take a few hours to take effect.
Other common causes
- Sending from a free address such as Gmail while using your business name. Use an address on your own domain instead. See business email.
- Spammy wording: all capitals, lots of exclamation marks, or “FREE!!!” in the subject.
- Large attachments: share big files as links instead.
- Bulk mailing from your normal mailbox: use a newsletter service for mass emails.
- A hacked account sending spam: change passwords and contact support.
Still landing in spam?
Open a support ticket with your domain name and an example email, or WhatsApp us on 078 377 1089. We will check your records for you.