What can I do for Gmail emails stop going to Spam? - email

I have come across different solutions for this problem, but none have worked for me. When a user registers in my website, we automatically send him a "Verify your account" email which has a button and at the footer there is a link to our website. When the user clicks the button, he is directed to our website. We're using gmail with our domain email (#mydomain.com), and we can see that over 50% of emails go directly to Spam. We have worked around a couple of solutions, but none are working. We don't want to use a service such as SendGrid.
This is how we create and send our emails (step by step)
We created an html/css email using a Zurb's template.
We used the Zurb Email Inliner to make the CSS inline.
We use the NodeMailer library to send the emails
Finally, the messages are signed using DKIM
As I've mentioned before, most emails end up in Spam. Any thoughts?

.1 First have only the DKIM is pretty much useless if you don’t also have an SPF as they work in conjunction:
Ensure mail delivery & prevent spoofing (SPF)
Generate a DKIM key for your domain
.2 Then you need to Set up an outbound mail gateway
Furthermore take not of this:
An incorrectly set Auto forwarding or routing setting. Like dual delivery or automatic responses.
Enter in the field "CC" or "BCC" when composing a message with too many email addresses at a time.
Not having the SPF and DKIM values set correctly.
Recipient addresses mark your emails as Spam, includes either a manual action or an automatic action such as a filter they have enabled or a device (very often phones) that automatically marks as Spam.
Also important to note that you shouldn’t use HTML and CSS to hide content in your messages. Hiding content might cause messages to be marked as spam. as explain in this article (and I suggest you to read it through):
.1 follow best practices for sending to Gmail
**EDIT**
I forgot to mention that you can run some test if you send email to Gmail using The Postmaster Tools
keep in mind that is only towards Gmail account, but you can open few free one for test purposes
Any other questions feel free to ask

Related

SendGrid Emails Getting Rejected as Spam

I'm making a user management system for my app, and I need to send users a "forgot my password" email with a token that lets them reset their account password. I signed up for SendGrid through Azure (to get the 25,000 emails per month free, which sounded like a great deal) and wrote some code to use it, but after testing my program a bit I was dismayed to find that only a couple of my emails actually went through.
After going onto the SG control panel, I found that 4 out of the 6 test emails I sent went through, and all of the others were rejected as being spam. I sent an email to mail-tester.com to see what it though my spam score was and it gave me a 4.3/10.
The email in question was a single sentence with a link to the password reset, without any images or other elements. I only sent those 6 emails out, so the volume of my emails definitely wasn't the issue. Still, I'm very puzzled as to why my messages are getting flagged as spam.
Without going to the trouble of making an elaborate authentication setup, are there any basic changes I can make to my system to make it get through to users?
In this case it's most likely because you are sending such a short message, with a link to 'reset your password' from a non-whitelabelled email address (the email address you're sending from cannot be verified against the actual domain), and the link may also be a different URL. It's probably getting pulled up as a potential phishing email.
You can rectify this by white labeling your domain and email links via the SendGrid dashboard, it's easy to do and should improve your deliverability.
Also check out this article from the SendGrid support team about White Labeling.
A question from 2015 which is sadly still relevant today as usage of SendGrid increases.
My organization has blocked all SendGrid mails except for those on the paid tier using fixed IP addresses with resolvable public DNS names (such as sendgrid1.sampledomain.tld) which we then whitelist.
There are now far too many domain impersonation, phishing and other spam mails coming in from SendGrid for us to allow everything from them - roughly 10 000 mails over a seven day period, which is far too many to manually report to SendGrids abuse department.
So my answer would be that switching to the paid tier of SendGrid is the better option if you like a better chance of your mails arriving intact at their destination.
I receive only Spam Mails from Sendgrid.
Goes direct to Spam folder and try to report Sendgrid everywhere I can. Maybe they get blocked by most mail servers and make them think about their policy in "hosting" all these Spammers.
In my case my emails are marked as spam because of the anchor label different to the href being actually called.
And that's because of the 'click tracking' setting of sendgrid.
So, if you have something like
yourdomain.com
sendgrid may replace the href and you end up with something like:
yourdomain.com
The sendgrid page being called tracks the click and then redirects the user to the url you originally set. But this sometimes results in your email being marked as spam.
Try to set 'click tracking' in sendgrid dashboard to off: settings | tracking | click tracking.
details here: https://sendgrid.com/docs/ui/account-and-settings/tracking/
Always start by setting up Domain Authentication, formerly known as domain whitelabel as #MartynDavies says. Found under Settings -> Sender Authentication in the UI. Should look like this:
https://sendgrid.com/docs/ui/account-and-settings/how-to-set-up-domain-authentication/
To identify problems have a look at Activity and choose to see deferred, drops, bounces, blocks and spam reports.
https://app.sendgrid.com/email_activity
Under Suppressions you can see details for Blocks and Bounces among others:
https://app.sendgrid.com/suppressions/blocks
https://app.sendgrid.com/suppressions/bounces
There you can see errors like:
550 5.7.1 SPF check failed. em1234.mydomain.com does not declare 11.222.33.44 as a valid sender
If it says Verified but you see errors like this then contact SendGrid support.
One thing that has worked is to upgrade from the Free plan to Essentials or Bronze via the Azure Portal. This made a lot of the emails marked as spam pass through.
I had a similar issue when trying to send a user verification email using SendGrid.
In my case, using a custom domain as the sender identity solved the issue.
Make sure to also verify the domain before using it.

Suggest link to add to contacts for email recipients

I am trying to avoid going into the spam folder when I send an email to users on my website.
Mainly I need them to activate their newly registered account and if it's in the spam folder, they most likely will never activate it.
I noticed that for the most part, it's Hotmail that blocks my emails.
I read a lot that the more people mark it as not-spam, and if they add the email to their contacts, that why it increases the chances of not going to spam folders in the future.
Is there a way to offer a link for "add this email to your contacts" in the html body of the email?
Also, what can I do to not get to the spam in general? I tried stripping all the html and just send plain text but still went to spam...
To prevent your emails from going to spam can entail optimizing a number of things such as
Text of the email (even if it's plain text.. spammy/salesy wording will still trigger spam
The domain in which your sending the email from
Whether or not your sending domain is authenticated (e.g. SPF, DKIM)
Checking that your not on spam lists
What people usually do is create a link to a page which provides step by step instructions on how users can whitelist the sender in various email clients and providers.
This website will actually auto-generate the instructions page for you: http://www.emaildeliveryjedi.com/email-whitelist.php
Mailchimp offers a solution which allows you to add an 'Add-to-Address-Book' link to your campaigns but it's not very broadly compatible with all clients. What they're doing is embedded hcard microdata.
Further:
Mailchimp Add-to-Address-Book Links
hCard
I'd recommend sending a test email to http://isnotspam.com/
They run a SpamAssassin test (and a few others) on the email and give you an output, which is a good metric to judge most spam filters by.
Another thing to look out for is that GMail's doesn't like when you mention money at all, especially large amounts.

HTML email going to spam

Not sure if this is in the right place, but it's all stemming from a PHP email send script that isn't working.
I have an email server for my clients that exists at email.thoughtspacedesigns.com. I run multiple domains from this server (e.g. pittsburghphotography.co). I've set up SPF and DKIM for these external domains, and plain text messages are going through just fine, but anything that contains an HTML attachment (even if it's accompanied by plain text) is going directly to spam when sent to any gmail account. So for example, if I send an HTML email from contact#pittsburghphotography.co, regardless of the client I use (Mac Mail, WordPress, pure PHP script), it goes into spam. I'm not sure what I can do to circumvent this issue as I've already set up just about all of the verification factors I thought were possible. Any insight?
Emails can get sent to the spam folder for a variety of reasons. Here are some things you might look into:
Every email server has a numbered rating and that can effect how your email is delivered. Check that at senderscore.org.
Another thing you might look into is if your email server is on any "Black lists" meaning that you tanked your senders score and got put on a list as a know spammer. Don't feel bad if you are, it's easy to wind up on one. Check for that at blacklistmonitoring.com.
Also, a simple way to check for spam keywords is isnotspam.com. There are other spam checkers out there but that's the one I like.
EDIT: I also forgot to mention gmail can be a bit more fickle than other email clients when it comes to spam. It's just something in their spam filtering algorithm that is more sensitive than other applications.
Best of luck!

Gmail thinks our email is NOT from the FROM domain and puts it in Spam Folder, how to solve this?

We have a website where we allow you to reset your password (say if you forget your password). This is standard on many websites. Basically you enter your email address which you've used to register on our website, then we send you an email containing an email reset link.
This is all standard stuff. However, the problem is: Gmail somehow thinks this email we send to the user is spam, and puts it in the Spam folder.
The specific message Gmail shows is:
Be careful with this message. Our systems couldn't verify that this message
was really sent by xyz.com. You might want to avoid clicking links or replying
with personal information.
Let me explain how we send the email. We use the company sendgrid.com to deliver
the emails. xyz.com is a domain we control. (xyz is a pseudo-name here.)
The email's from address is: do-not-reply#xyz.com
We have changed xyz.com's SPF record to include "sendgrid.com" (and "sendgrid.net" "sendgrid.me").
There's no website associated with xyz.com, however.
My question is: what else can we do to make Gmail believe the email is from the domain xyz.com? So it doesn't put the email in the spam folder?
Thank you.
Did you end up publishing DKIM with Sendgrid? Also, I have a feeling your SPF record isn't quite right as generally there's one official entry per email provider. You mention adding several. I'd recommend looking at their docs for exactly what they recommend publishing in your SPF. Do this for any provider you use for any kind of email.
Since you mentioned Sendgrid as your ESP, here are Sendgrid's instructions. Once you've done the DNS you have to ask Sendgrid to "sign" it. Since DKIM uses cryptography you'll need them to do their side.
DKIM's less complicated than it sounds. The DNS records you have to add will take a few minutes then presumably open a ticket to Sendgrid to have them do their side.
Also, as an aside, could you post what you have for your SPF record here? I don't mean your domain but what the value is? It's not directly causing the problem but it's a key component of email authentication.
Once you've completed SPF and DKIM, it is critical you validate them both. Do a search for SPF validates and DKIM validator to find online tools.

How do you make sure email you send programmatically is not automatically marked as spam?

This is a tricky one and I've always relied on techniques, such as permission-based emails (i.e. only sending to people you have permission to send to) and not using blatantly spamish terminology.
Of late, some of the emails I send out programmatically have started being shuffled into people's spam folder automatically and I'm wondering what I can do about it.
This is despite the fact that these particular emails are not ones that humans would mark as spam, specifically, they are emails that contain license keys that people have paid good money for, so I don't think they're going to consider them spam
I figure this is a big topic in which I am essentially an ignorant simpleton.
Use email authentication methods, such as SPF, and DKIM to prove that your emails and your domain name belong together, and to prevent spoofing of your domain name. The SPF website includes a wizard to generate the DNS information for your site.
Check your reverse DNS to make sure the IP address of your mail server points to the domain name that you use for sending mail.
Make sure that the IP-address that you're using is not on a blacklist
Make sure that the reply-to address is a valid, existing address.
Use the full, real name of the addressee in the To field, not just the email-address (e.g. "John Smith" <john#blacksmiths-international.com> ).
Monitor your abuse accounts, such as abuse#yourdomain.example and postmaster#yourdomain.example. That means - make sure that these accounts exist, read what's sent to them, and act on complaints.
Finally, make it really easy to unsubscribe. Otherwise, your users will unsubscribe by pressing the spam button, and that will affect your reputation.
That said, getting Hotmail to accept your emails remains a black art.
Sign up for an account on as many major email providers as possible (gmail/yahoo/hotmail/aol/etc). If you make changes to your emails, either major rewording, changes to the code that sends the emails, changes to your email servers, etc, make sure to send test messages to all your accounts and verify that they are not being marked as spam.
A few bullet points from a previous answer:
Most important: Does the sender address ("From") belong to a domain that runs on the server you send the E-Mail from? If not, make it so. Never use sender addresses like xxx#gmail.com. User reply-to if you need replies to arrive at a different address.
Is your server on a blacklist (e.g. check IP on spamhaus.org)? This is a possibility when you're on shared hosting when neighbours behave badly.
Are mails filtered by a spam filter? Open an account with a freemailer that has a spam folder and find out. Also, try sending mail to an address without any spam filtering at all.
Do you possibly need the fifth parameter "-f" of mail() to add a sender address? (See mail() command in the PHP manual)
If you have access to log files, check those, of course.
Do you check the "from:" address for possible bounce mails ("Returned to sender")? You can also set up a separate "errors-to" address.
You can tell your users to add your From address to their contacts when they complete their order, which, if they do so, will help a lot.
Otherwise, I would try to get a log from some of your users. Sometimes they have details about why it was flagged as spam in the headers of the message, which you could use to tweak the text.
Other things you can try:
Put your site name or address in the subject
Keep all links in the message pointing to your domain (and not email.com)
Put an address or other contact information in the email
Confirm that you have the correct email address before sending out emails. If someone gives the wrong email address on sign-up, beat them over the head about it ASAP.
Always include clear "how to unsubscribe" information in EVERY email. Do not require the user to login to unsubscribe, it should be a unique url for 1-click unsubscribe.
This will prevent people from marking your mails as spam because "unsubscribing" is too hard.
In addition to all of the other answers, if you are sending HTML emails that contain URLs as linking text, make sure that the URL matches the linking text. I know that Thunderbird automatically flags them as being a scam if not.
The wrong way:
Go to your account now: http://www.paypal.com
The right way:
Go to your account now: http://www.yourdomain.org
Or use an unrelated linking text instead of a URL:
Click here to go to your account
You may consider a third party email service who handles delivery issues:
Exact Target
Vertical Response
Constant Contact
Campaign Monitor
Emma
Return Path
IntelliContact
SilverPop
Delivering email can be like black magic sometimes. The reverse DNS is really important.
I have found it to be very helpful to carefully track NDRs. I direct all of my NDRs to a single address and I have a windows service parsing them out (Google ListNanny). I put as much information from the NDR as I can into a database, and then I run reports on it to see if I have suddenly started getting blocked by a certain domain. Also, you should avoid sending emails to addresses that were previously marked as NDR, because that's generally a good indication of spam.
If you need to send out a bunch of customer service emails at once, it's best to put a delay in between each one, because if you send too many nearly identical emails to one domain at a time, you are sure to wind up on their blacklist.
Some domains are just impossible to deliver to sometimes. Comcast.net is the worst.
Make sure your IPs aren't listed on sites like http://www.mxtoolbox.com/blacklists.aspx.
I hate to tell you, but I and others may be using white-list defaults to control our filtering of spam.
This means that all e-mail from an unknown source is automatically spam and diverted into a spam folder. (I don't let my e-mail service delete spam, because I want to always review the arrivals for false positives, something that is pretty easy to do by a quick scan of the folder.)
I even have e-mail from myself go to the spam bucket because (1) I usually don't send e-mail to myself and (2) there are spammers that fake my return address in spam sent to me.
So to get out of the spam designation, I have to consider that your mail might be legitimate (from sender and subject information) and open it first in plaintext (my default for all incoming mail, spam or not) to see if it is legitimate. My spam folder will not use any links in e-mails so I am protected against tricky image links and other misbehavior.
If I want future arrivals from the same source to go to my in box and not be diverted for spam review, I will specify that to my e-mail client. For those organizations that use bulk-mail forwarders and unique sender addresses per mail piece, that's too bad. They never get my approval and always show up in my spam folder, and if I'm busy I will never look at them.
Finally, if an e-mail is not legible in plaintext, even when sent as HTML, I am likely to just delete it unless it is something that I know is of interest to me by virtue of the source and previous valuable experiences.
As you can see, it is ultimately under an users control and there is no automated act that will convince such a system that your mail is legitimate from its structure alone. In this case, you need to play nice, don't do anything that is similar to phishing, and make it easy for users willing to trust your mail to add you to their white list.
one of my application's emails was constantly being tagged as spam. it was html with a single link, which i sent as html in the body with a text/html content type.
my most successful resolution to this problem was to compose the email so it looked like it was generated by an email client.
i changed the email to be a multipart/alternative mime document and i now generate both text/plain and text/html parts.
the email no longer is detected as junk by outlook.
Yahoo uses a method called Sender ID, which can be configured at The SPF Setup Wizard and entered in to your DNS. Also one of the important ones for Exchange, Hotmail, AOL, Yahoo, and others is to have a Reverse DNS for your domain. Those will knock out most of the issues. However you can never prevent a person intentionally blocking your or custom rules.
You need a reverse DNS entry. You need to not send the same content to the same user twice. You need to test it with some common webmail and email clients.
Personally I ran mine through a freshly installed spam assassin, a trained spam assassin, and multiple hotmail, gmail, and aol accounts.
But have you seen that spam that doesn't seem to link to or advertise anything? That's a spammer trying to affect your Bayesian filter. If he can get a high rating and then include some words that would be in his future emails it might be automatically learned as good. So you can't really guess what a user's filter is going to be set as at the time of your mailing.
Lastly, I did not sort my list by the domains, but randomized it.
I've found that using the recipients real first and last name in the body is a sure fire way of getting through a spam filter.
In the UK it's also best practice to include a real physical address for your company and its registered number.
That way it's all open and honest and they're less likely to manually mark it as spam.
I would add :
Provide real unsubscription upon click on "Unsubscribe". I've seen real newsletters providing a dummy unsubscription link that upon click shows " has been unsubscribed successfully" but I will still receive further newsletters.
The most important thing you can do is to make sure that the people you are sending email to are not likely going to hit the "Spam" button when they receive your email. So, stick to the following rules of thumb:
Make sure you have permission from the people you are sending email to. Don't ever send email to someone who did not request it from you.
Clearly identify who you are right at the top of each message, and why the person is receiving the email.
At least once a month, send out a reminder email to people on your list (if you are running a list), forcing them to opt back in to the list in order to keep receiving communications from you. Yes, this will mean your list gets shorter over time, but the up-side is that the people on your list are "bought in" and will be less likely to flag your email.
Keep your content highly relevant and useful.
Give people an easy way to opt out of further communications.
Use an email sending service like SendGrid that works hard to maintain a good IP reputation.
Avoid using short links - these are often blacklisted.
Following these rules of thumb will go a long way.
I have had the same problem in the past on many sites I have done here at work. The only guaranteed method of making sure the user gets the email is to advise the user to add you to there safe list. Any other method is really only going to be something that can help with it and isn't guaranteed.
It could very well be the case that people who sign up for your service are entering emails with typing mistakes that you do not correct. For example: chris#gmial.com -or- james#hotnail.com.
And such domains are configured to be used as spamtraps which will automatically flag your email server's IP and/or domain and hurt its reputation.
To avoid this, do a double-check for the email address that is entered upon your product subscription. Also, send a confirmation email to really ensure that this email address is 100% validated by a human being that is entering the confirmation email, before you send them the product key or accept their subscription. The verification email should require the recipient to click a link or reply in order to really confirm that the owner of the mailbox is the person who signed up.
It sounds like you are depending on some feedback to determine what is getting stuck on the receiving end. You should be checking the outbound mail yourself for obvious "spaminess".
Buy any decent spam control system, and send your outbound mail through it. If you send any decent volume of mail, you should be doing this anyhow, because of the risk of sending outbound viruses, especially if you have desktop windows users.
Proofpoint had spam + anti-virus + some reputation services in a single deployment, for example. (I used to work there, so I happen to know this off the top of my head. I'm sure other vendors in this space have similar features.) But you get the idea. If you send your mail through a basic commerical spam control setup, and it doesn't pass, it shouldn't be going out of your network.
Also, there are some companies that can assist you with increasing delivery rates of non-spam, outbound email, like Habeas.
Google has a tool and guidelines for this. You can find them on: https://postmaster.google.com/ Register and verify your domain name and Google provides an individual scoring of that IP-address and domain.
From the bulk senders guidelines:
Authentication ensures that your messages can be correctly classified. Emails that lack authentication are likely to be rejected or placed in the spam folder, given the high likelihood that they are forged messages used for phishing scams. In addition, unauthenticated emails with attachments may be outrightly rejected, for security reasons.
To ensure that Gmail can identify you:
Use a consistent IP address to send bulk mail.
Keep valid reverse DNS records for the IP address(es) from which you send mail, pointing to your domain.
Use the same address in the 'From:' header on every bulk mail you send.
We also recommend the following:
Sign messages with DKIM. We do not authenticate messages signed with keys using fewer than 1024 bits.
Publish an SPF record.
Publish a DMARC policy.
I always use:
https://www.mail-tester.com/
It gives me feedback on the technical part of sending an e-mail. Like SPF-records, DKIM, Spamassassin score and so on. Even though I know what is required, I continuously make errors and mail-tester.com makes it easy to figure out what could be wrong.
First of all, you need to ensure the required email authentication mechanisms like SPF and DKIM are in place. These two are prominent ways of proving that you were the actual sender of an email and it's not really spoofed. This reduces the chances of emails getting filtered as spam.
Second thing is, you can check the reverse DNS output of your domain name against different DNSBLs. Use below simple command on terminal:
**dig a +short (domain-name).(blacklist-domain-name)**
ie. dig a +short example.com.dsn.rfc-clueless.org
> 127.0.0.2
In the above examples, this means your domain "example.com" is listed in blacklist but due to Domain Setting Compliance(rfc-clueless.org list domain which has compliance issue )
note: I prefer multivalley and pepipost tool for checking the domain listings.
The from address/reply-to-id should be proper, always use visible unsubscribe button within your email body (this will help your users to sign out from your email-list without killing your domain reputation)
The intend of most of the programmatically generated emails is generally transactional, triggered or alert n nature- which means these are important emails which should never land into spam.
Having said that there are multiple parameters which are been considered before flagging an email as spam. While Quality of email list is the most important parameter to be considered, but I am skipping that here from the discussion because here we are talking about important emails which are sent to either ourself or to known email addresses.
Apart from list quality, the other 3 important parameters are;
Sender Reputation
Compliance with Email Standards and Authentication (SPF, DKIM, DMARC, rDNS)
Email content
Sender Reputation = Reputation of Sending IP address + Reputation of Return Path/Envelope domain + Reputation of From Domain.
There is no straight answer to what is your Sender Reputation. This is because there are multiple authorities like SenderScore, Reputation Authority and so on who maintains the reputation score for your domain. Apart from that ISPs like Gmail, Yahoo, Outlook also maintains the reputation of each domain at their end.
But, you can use free tools like GradeMyEmail to get a 360-degree view of your reputation and potential problems with your email settings or any other compliance-related issue too.
Sometimes, if you're using a new domain for sending an email, then those are also found to land in spam. You should be checking whether your domain is listed on any of the global blocklists or not. Again GradeMyEmail and MultiRBL are useful tools to identify the list of blocklists.
Once you're pretty sure with the sender reputation score, you should check whether your email sending domain complies with all email authentications and standards.
SPF
DKIM
DMARC
Reverse DNS
For this, you can again use GradeMyEmail or MXToolbox to know the potential problems with your authentication.
Your SPF, DKIM and DMARC should always PASS to ensure, your emails are complying with the standard email authentications.
Here's an example of how these authentications should look like in Gmail:
Similarly, you can use tools like Mail-Tester which scans the complete email content and tells the potential keywords which can trigger spam filters.
To allow DMARC checks for SPF to pass and also be aligned when using sendmail, make sure you are setting the envelope sender address (-f or -r parameter) to something that matches the domain in the From: header address.
With PHP:
Using PHP's built-in mail() function without setting the 5th paramater will cause DMARC SPF checks to be unaligned if not done correctly. By default, sendmail will send the email with the webserver's user as the RFC5321.MailFrom / Return Path header.
For example, say you are hosting your website domain.com on the host.com web server. If you do not set the additional parameters parameter:
mail($to,$subject,$message,$headers); // Wrong way
The email recipient will receive an email with the following mail headers:
Return-Path: <your-website-user#server.host.com>
From: <your-website-user#domain.com>
Even though this passes SPF checks, it will be unaligned (since domain.com and host.com do not match), which means that DMARC SPF check will fail as unaligned.
Instead, you must pass the envelope sender address to sendmail by including the 5th parameter in the PHP mail() function, for example:
mail($to,$subject,$message,$headers, '-r bounce_email#domain.com'); // Right way
In this case, the email recipient will receive an email with the following mail headers:
Return-Path: <bounce_email#domain.com>
From: <your-website-user#domain.com>
Since both of these headers contain addresses from domain.com, SPF will pass and also be aligned, which means that DMARC will also pass the SPF check.