Why Mail Are Delivered In Spam Folder

This article covers details of why legitimate emails landing in spam folders in free email services like gmail, yahoo, hotmail and others. As ISP service provider, we publish SPF and DKIM records for all domains sending the mails. This is a major policy that many professionally managed email service provider check for incoming mails so that itcan be marked as legitimate mails by the mails server at the receiving end.

We ensure that our server IPs are clean and here's the report for 66.45.236.154 -- the IP of the our mail server

https://mxtoolbox.com/SuperTool.aspx?action=blacklist%3a66.45.236.154&run=toolpage

​With IP clean and DKIM & SPF records for domains published, our end of professionalism covers every bit.

Also, if you notice, we have setup our filtering in such a way, that no mail lands in SPAM. Genuine spams are blocked at server level itself. But, free email services are free after all. And free comes with a cost of time wastage. Serious mail users never use free email for professional work and if they use they follow the guidelines for email not to fall in spam folder, as suggested by google and published on thousand of techincal blogs and informative website. One such link is also available in the end of the current mail

Now the issue of legit mails landing in Spam folder

As you must be aware, we do not control the remote servers nor does anyone know why, despite everything being fine, the mail still lands in the spam folder.

Few points:

1. Subject line plays an important role from what we have found. There's no fixed rule on this but any subject line that makes it look like a promo or list mail can be flagged by the incoming mail servers.
2. Sending mails to too many non existent email addresses or email addresses rate limted by remote server (gmail has incoming rate limiting policy for free email users). If mail doesnt go thru finally then there will be a bounce message. Normally we have found that users simply don't read the bounce message and take corrective action of removing that email address from their contact book.
3. Some remote user might have marked a mail from your domain as SPAM -- either accidentally or on purpose. In this case, only way that the mail can land in Inbox is that the remote user will have to mark mail as NOT SPAM.
4. Some of your accounts using Outllook must have been on a virus infected machine and sent out huge spam. The only solution to this is either keep your machines clean or dont use any desktop client and just use the webmail.
5. Many mails in Gmail and others land in Social and Promotional mails TAB and no one ever checks them, like no one bothers to check spam folder just because they think everything to should land in Inbox. That's not how things work.
6. Some set Auto-responders 24X7X365 on some mail accounts. Never do this and remove all auto responders/ Vacation mail from everywhere.

Only quick solution:

• Like it happens with every email server where the email doesn't reach the inbox is that users of free email are told to whitelist your domain in their filtering. This is done by everyone including banks that sends mails. Just as bank cannot control whether the email lands in Inbox or Spam, we also have no control where the mail lands in these free email services.
• The question will be to how many can one tell. The answer is to everyone. Perhaps include one line in every mail that you send:
• If mail from us is landing in spam folder, please whitelist our domain and it will land in Inbox folder. This way a free email user will be remined again and again to whitelist your domain.
• Menace of free email service providers:
• Nothing comes free. Free email service providers are wrongly making around 18% (or more) of mails as spam. So many free email service users are losing on opportunities. that's the Price that they pay for using something just because it is free. This issue is not just restricted to your case but a global issue.

Bottom Line:

When there are many corporate accounts on the same server and only one or two domains are having this issue, all it means is that the domain admin will have to follow the above to get their emails land in Inbox on free email service users.

So, Tell all your free email users to whitelist your domain. As more and more recipients on these free email services do it the email will land in Inbox.

Read the following Link published on the third party domain for resolving genuine mail landing in spam folder

https://donotpay.com/learn/why-are-my-emails-going-to-spam-gmail/

Even the above links suggest the following simple steps for for serious emails users

"If you have been waiting for an important email only to realize it has landed in the spam folder hours before, there are two ways to fix the problem in your Gmail account:

• Tag it as “not spam”
• Set up filters
• Tag the Sender’s Email as “Not Spam”