Why Your Business Emails Keep Going to Spam (And How to Fix It Easily)

Have you ever sent an important email to a client, only to discover it landed in their spam folder? You’re not alone. At Intetrix Solutions, we businesses solve this frustrating problem. The good news? Fixing it is simpler than you think.

The Real Reason Your Emails Get Flagged as Spam

Email providers like Gmail and Outlook use automatic filters to protect users from junk mail. If your emails don’t pass three key security checks – called SPF, DKIM, and DMARC – these filters assume you might be a scammer, even if you’re completely legitimate.

Think of it like sending a certified letter versus tossing a handwritten note in someone’s mailbox. One gets delivered properly, while the other looks suspicious.

The Three Email Security Essentials

1. SPF – Your Email’s ID Card This tells email providers which servers are allowed to send emails from your domain. Without it, anyone could pretend to be you. Setting it up is like giving your mail carrier a list of approved messengers.
2. DKIM – Your Email’s Digital Seal This adds an invisible signature to prove your email hasn’t been tampered with during delivery. It’s like putting your official company stamp on every document.
3. DMARC – Your Spam Instructions This tells email providers what to do if an email fails the first two checks. You can choose to monitor suspicious emails first, then later block them completely.

Why This Matters for Your Business

• Lost Opportunities – Important proposals or invoices might never be seen
• Damaged Reputation – Clients may think you’re ignoring them
• Security Risks – Scammers could impersonate your business

How to Check and Fix Your Email Setup

1. Test Your Current Setup Use free tools like MXToolbox to see if you’re missing any of these protections.
2. Work With Your IT Team Implementing these changes requires updating your domain’s DNS settings – something your web host or IT provider can help with.
3. Monitor Improvements Tools like Google Postmaster will show you how your email performance improves.

Bonus Tips to Stay Out of Spam

• Keep your email list clean (remove inactive addresses)
• Avoid spam-trigger words like “FREE” or “GUARANTEED” in subject lines
• Always include an unsubscribe option
• Send consistent volumes (sudden spikes look suspicious)

Need Help? We Make It Easy