Outbound Emails Labeled as Spam by Recipient

Here we explain how to correct outbound emails being labeled as spam or blocked by recipients. Updating SPF, DKIM, and DMARC records for the domain associated with the email account will help prevent this issue.

Access to cPanel will be needed to complete this task.

DNS record changes can take 4 to 24 hours to update/propagate. 

Related Article

Add DMARC Record in cPanel

Improve Email Authentication

IMPORTANT: This solution requires that the domain is using Web Hosting Hub email services and is pointed to Web Hosting Hub's nameservers.

1. Log into cPanel
2. Select Email Deliverability, located in the Email section
   
3. Ensure that the DKIM and SPF records are valid for the domain
4. If SPF and DKIM are not valid, select the Repair option to update the SPF and/or DKIM record
5. If the option to repair is not there click Manage
   1. Click Install The Suggested Record in the DKIM and SPF area
      
6. Follow the guide to create a DMARC Record

Other Troubleshooting

1. The above steps only work for emails that are sent from the hosting plan
   1. If using a third party to send emails, the third party will have their own SPF and DKIM records that should be added as well
      NOTE: The third party's SPF record should be combined with the suggested SPF from cPanel as there can only be one SPF record. However, there can be multiple DKIM records.
2. The contents of emails can sometimes trigger spam filters
   1. Unknown or uncommon URLs in the subject, body, or signature of a URL can often trigger spam filters
      TIP: This is commonly seen when there is a hyperlink to a website in the signature. Try removing the link from the signature. Some filters will accept the email if it just has the domain not hyperlinked. Some may require the domain to be removed entirely.
   2. Calls to action in the body or subject of an email will often trigger a spam filter
      EXAMPLE:
      Buy Now
      Offer Expires Soon
      Click Here
   3. Similarly, subjects beginning in numbers, currency symbols, or percentage symbols can trigger spam filters
      EXAMPLE:
      12345 - Order Pending
      €50 Off / $50 Off
      10% Discount
   4. Marketing emails are commonly filtered as spam and must be carefully worded to avoid potential spam filters
      1. An online search for "spam trigger words" should give many references for the most recent words that may trigger a spam filter
3. Email clients, contact forms, and other software is able to send emails as an email account that may not exist
   1. Some recipients have a way of verifying if the sending address exists on the sending server, and may block the email if it doesn't
4. If a mostly empty test email is flagged as spam and everything above is addressed, the domain likely has a poor or unknown mail reputation
   1. In time, as the domain sends out more legitimate emails, its reputation will improve and emails will eventually stop going to spam