Email Troubleshooting for Users

Is your mail sliding into the spam folder? Has your reputation slipped to "low" in Google Postmaster Tools? Does Microsoft SNDS think you stink like a kid who just came in from recess? Well, I have good news and bad news. 🟢 Good first: Most major mailbox providers (MBPs) provide methods of contacting them! Gmail, Microsoft, Yahoo, Comcast, Apple (and more!) all offer sender support forms or publish postmaster email addresses so that you can reach out directly when you're encountering an issue delivering mail to their users. 🔴 Now for the bad: These MBPs receive a ton of submissions, most of them from spammers. They already have information on your traffic, which is why you're blocked or bulked in the first place. They're not going to just fix whatever problem you're having because you asked nicely. They're definitely not going to fix it if you're being rude. They don't care about your business model, or your bottom line, or your legal requirements. What they care most about is their own customers. And if you're sending to the right people, then those people are also *your* customers, and you should care about them, too! So, even though it's an option to ask the MBP for help, it's probably not the first (or best) one, because all the evidence they have available so far indicates that your mail is potentially dangerous, and maybe you are too. Your job now is to demonstrate that they got it wrong, ideally using your actions and not just words. Before submitting that sender contact form, review the MBP's guidelines and your own practices. After all, their playground, their rules! Each MBP has its own quirks, but the basics tend to be the same. If you're not sure where to start, it's here! 🛝 Rule 1: Keep spam complaints as low as possible. The best way to do that? Get permission, always. Maintain a healthy list by removing bounces and sending to your most-engaged subscribers. Make it easy to unsubscribe, and honor unsubscribe requests when you get them. 🛝 Rule 2: Authenticate your mail. Use SPF, DKIM, and DMARC so you earn the deliverability you deserve (and don't forget to actually review your DMARC reports!). Authentication doesn't guarantee inbox placement, but you'll be left in the dust without it. 🛝 Rule 3: Be predictably yourself. MBPs and subscribers both reward consistency, and results tend to be stronger when everyone knows what to expect, when. Send similar volumes at similar times on similar days, ensuring increases are gradual to give the filters (and the audience) time to adjust. If you're ramping up and see increased delays, blocks, or complaints, or lower opens than expected, slow down and reassess. It's possible that the segment is no longer viable, or requires a different approach. If these bases are covered, THEN you can reach out. Include your name, your company, your domain & IP, the specific outcome you're having (including the bounce reason, if applicable), and what you've done to improve. And be nice!

So say, you’re sending emails to a list weekly. You know the content is delicious because the open rates are very healthy, about 20% above the industry norm. Then, overnight, the open rates TANK. Free fall. Off a cliff. 📉🚽 The content is still aces. You know because it performs quite well on other platforms. ❓ What would you do to troubleshoot? I saw this question 👆 on Threads yesterday. Here was my answer: First check authentication: (use mxtoolbox(.)com) - SPF - DKIM - DMARC Second, make sure the DMARC record has the right policy. Should be p=none for the most part. Third, check google postmaster tools. Look at spam complaints, domain reputation, IP reputation, and authentication. If everything looks good there... Fourth, check blacklists (use mxtoolbox(.)com again) Fifth, use a tool like GlockApps to test inbox placement. Can help you see if it's a domain issue or mailbox provider issue. Sixth, review new opt ins. How is the list being built? Organically? Paid ads? Recommendation engines like SparkLoop? Scraped? Seventh, review engagement. Is there a segment of the list who is unengaged, yet still receiving the content. Then because of their unengagement, damaged the domain reputation, which is now causing inboxing issues. There is more you can do, but most of time, the issue will present itself at one of those steps. What do you think... did I miss anything? #marketing #emailmarketing #emailmarketingstrategy

Emails going to Spam? Here’s how to fix it If your email open rates are below 25%, your emails are consistently getting filtered into spam and email providers don’t trust you. But here’s the good news: you can fix it. *The 4-Step Framework to Diagnose & Fix Email Deliverability Issues* → Step 1: Check your Sender Reputation Your sender reputation is like your credit score. It determines how trustworthy your emails appear to inbox providers like Gmail and Outlook. ▸ Use tools like Google Postmaster Tools or SenderScore to check your email reputation. ▸ If your reputation is low, it’s often due to high bounce rates, low engagement, or spam complaints. How to Fix it: Clean your email list regularly. Remove inactive subscribers who haven’t engaged in 90+ days and AVOID sending to purchased lists. → Step 2: Authenticate Your Emails Email providers block or filter out emails that seem suspicious. Authentication proves your emails are legitimate. ▸ SPF: Confirms your email is coming from an authorized sender (also blocks UV rays). ▸ DKIM: Ensures the email hasn’t been altered after being sent. ▸ DMARC: Prevents phishing attacks using your domain. How to Fix it: Ask your email provider or IT team to set up SPF, DKIM, and DMARC records. Without them, your emails will always be at risk. → Step 3: Optimize your Email Content to avoid Spam Triggers Spam filters scan for certain words, formats, and practices that make emails look untrustworthy. ▸ Avoid excessive capitalization and punctuation (🔥 LIMITED TIME OFFER!!!). ▸ Use a branded sender name instead of a generic one (“Ryan from [Dispensary Name]” instead of “info@[dispensary].com”). How to Fix it: Keep your emails natural, balanced, and engaging. If an email looks or feels spammy, it probably is. → Step 4: Improve Engagement Metrics Email providers prioritize senders who get high engagement (opens and clicks) and penalize those who get ignored. ▸ Start with engaged customers. Send emails to your most active list segment first before emailing everyone else. ▸ Monitor your open rates. If it’s consistently under 25%, your emails are likely being flagged. How to Fix it: Segment your audience, remove unengaged contacts, and write subject lines that actually make people want to open. → Test It: Want to see if you have a problem? Send a test email to multiple inbox types (Gmail, Outlook, Yahoo, etc.) and check where it lands. It can take 3-4 weeks to go from a low reputation to medium in Google Postmaster, so be patient. If more people get your emails in their main inbox it will lead to 💵 💵 💵 If you’re seeing issues, or just want to guarantee your emails reach more customers—we can help. Tact Firm specializes in cannabis email marketing that actually gets delivered. Let’s fix this together.

You hit send, but your email vanishes into thin air. No reply. No bounce notification. Just silence. What if I told you this is a common trap many fall into? Your email could be undeliverable, and if you're ignoring this, you're letting valuable leads slip away. Here’s the scoop on why your emails might not land: 1. Typos and Fake Emails: A simple error can send your message into the void. 2. Full Mailboxes: If the recipient's inbox is packed, they won't see your email. 3. Spam Filters: Certain words and multiple links can trigger these filters. 4. Blocked Domains: Too many "spam" reports can get your domain blacklisted. 5. Attachment Overload: Large files can cause issues - opt for cloud storage instead. Now, how can you fix this and boost deliverability? → Verify your email list often. → Monitor your bounce rates closely. → Authenticate your emails with SPF, DKIM, and DMARC. → Test before you send - use inbox placement tools to ensure success. If your emails aren’t reaching inboxes, they’re essentially worthless. Once you improve your deliverability, expect heightened engagement and increased revenue. Ever faced the frustration of undeliverable emails? Share your experience in the comments.