Why Your Emails Are Going to Spam & How to Fix It

Introduction

As a new entrepreneur, you rely on email to communicate with customers, partners, and vendors. But what if your emails keep landing in the spam folder? One of the most common reasons is missing essential email authentication records: MX, SPF, DKIM, and DMARC. These records help mail servers verify that your emails are legitimate and not spoofed. Without them, email providers like Gmail and Outlook may flag your messages as spam or block them entirely.

In this guide, we’ll explain why these records are crucial and provide a step-by-step process to set them up and improve email deliverability.

Why Emails Go to Spam

Your emails may be flagged as spam due to:

1. Missing Authentication Records (MX, SPF, DKIM, DMARC) – Email providers can’t verify if your emails are legitimate.
2. New Domain Reputation – New domains have low credibility and are often treated with suspicion.
3. Spam-Like Content – Excessive links, all caps, or promotional language can trigger spam filters.
4. Lack of Engagement – If recipients don’t open or reply to your emails, spam filters may assume your messages are unwanted.

To fix this, the first step is setting up the proper authentication records.

Step 1: Set Up MX Records

What is it? MX (Mail Exchange) records direct your emails to the correct mail server.

How to Set Up:

1. Log in to your domain registrar (GoDaddy, Namecheap, etc.).
2. Navigate to DNS settings.
3. Find the existing MX records (or add new ones).
4. Use the recommended MX records from your email provider (e.g., Google Workspace, Microsoft 365).
5. Save and allow time for propagation.

Example for Google Workspace

Priority: 1 | Value: ASPMX.L.GOOGLE.COM

Priority: 5 | Value: ALT1.ASPMX.L.GOOGLE.COM

Priority: 5 | Value: ALT2.ASPMX.L.GOOGLE.COM

Priority: 10 | Value: ALT3.ASPMX.L.GOOGLE.COM

Priority: 10 | Value: ALT4.ASPMX.L.GOOGLE.COM

Step 2: Configure SPF (Sender Policy Framework)

What is it? SPF helps prevent spammers from sending emails on behalf of your domain.

How to Set Up:

1. Go to DNS settings in your domain registrar.
2. Add a TXT record with the following form

[ v=spf1 include:_spf.google.com ~all ]

( Replace _spf.google.com with your email provider’s SPF record. )

3. Save and allow 24-48 hours for changes to take effect.

Step 3: Enable DKIM (DomainKeys Identified Mail)

What is it? DKIM adds a digital signature to your emails, proving they haven’t been altered in transit.

How to Set Up:

1. Go to your email provider’s admin panel (Google Workspace, Microsoft 365, etc.).
2. Find the DKIM settings.
3. Generate a DKIM key.
4. Copy the generated key and add it as a TXT record in your domain’s DNS settings.
5. Save and enable DKIM authentication.

Example DKIM Record (for Google Workspace)

Name: google._domainkey

Type: TXT

Value: v=DKIM1; k=rsa; p=MIGf...your-key-here...

Step 4: Implement DMARC (Domain-based Message Authentication, Reporting & Conformance)

What is it? DMARC tells email providers how to handle unauthenticated emails from your domain.

How to Set Up:

1. Add a new TXT record in your domain’s DNS settings.
2. Use the following format

v=DMARC1; p=quarantine; rua=mailto:youremail@yourdomain.com; pct=100

3. Save and allow time for propagation.

Explanation:

• p=none – Only monitors emails (best for new domains).
• p=quarantine – Sends unverified emails to spam.
• p=reject – Blocks all unauthenticated emails (use only when fully set up).

Step 5: Verify Your Settings & Monitor Reports

1. Use MXToolbox ( https://mxtoolbox.com/ ) to check if your SPF, DKIM, and DMARC records are correctly set up.
2. If your emails are still landing in spam, consider adjusting DMARC to ‘p=none’ for monitoring before enforcing stricter policies.
3. Set up Google Postmaster Tools ( https://postmaster.google.com/ ) to track your domain’s email reputation.

Final Tips to Avoid Spam Filters

✅ Warm Up Your Email Domain – Start by sending a small number of emails daily and gradually increase volume.

✅ Encourage Engagement – Ask recipients to reply, open, or whitelist your emails.

✅ Use Professional Email Formatting – Avoid excessive capital letters, exclamation marks, and spam-triggering words.

✅ Add an Unsubscribe Option – This helps maintain a good sender reputation.

Conclusion

Email authentication is a must for any entrepreneur serious about business communication. By setting up MX, SPF, DKIM, and DMARC records, you increase your chances of inbox placement, ensuring that your customers and partners receive your emails.

Need help? Drop a comment below or contact Glowlink for expert guidance