Overview
If your emails are ending up in recipients’ spam folders instead of their inboxes, don’t worry — this is a common issue and usually easy to fix. This guide explains why it happens and how to improve your email deliverability when sending from your ArchGriffin hosting account.
Step 1: Check Your Domain Authentication
Modern email servers check for SPF, DKIM, and DMARC authentication records. Without them, your emails are more likely to be flagged as spam.
- Good News: All domains hosted with ArchGriffin include SPF, DKIM, and basic DMARC by default.
- If you're using a third-party service (e.g., Microsoft 365, Google Workspace, SendGrid), make sure your SPF and DKIM settings are updated accordingly. Contact support if you’re unsure.
Step 2: Avoid Spam Trigger Words
Email content is also scanned for phrases that often appear in spam. Avoid using:
- Excessive exclamation marks (e.g., “Buy now!!!”)
- Words like “free,” “guaranteed,” “winner,” “urgent”
- ALL CAPS SUBJECT LINES
Instead, write clear, professional subject lines and body content.
Step 3: Personalize Your Emails
Personalized emails (e.g., including the recipient’s name) and natural sentence structures are less likely to be flagged.
- Use a familiar sender name (e.g., “ArchGriffin Support Team” instead of just “Info”)
- Include a valid physical mailing address and unsubscribe instructions if sending bulk emails
Step 4: Review Email Attachments and Links
- Large attachments (especially executable files like .exe) increase the chance of emails being flagged.
- Spam filters penalize emails with too many links or suspicious URLs.
- Always link to reputable domains — avoid URL shorteners like bit.ly unless absolutely necessary.
Step 5: Ask Recipients to Whitelist You
Instruct your contacts to add your email address to their safe sender or whitelist list. This helps future messages land in their inbox.
Step 6: Check for Blacklist Issues
Although rare, if your sending IP address is on a blacklist, it can affect deliverability. ArchGriffin monitors server reputation continuously, but if you suspect a problem, open a support ticket and we’ll investigate for you.
Step 7: Test Before Sending
Use tools like:
- www.mail-tester.com – Free spam score and deliverability check
- MXToolbox – DNS, SPF, DKIM, and blacklist lookups
Send a test email to check for problems before sending important campaigns or emails.
Final Notes
- Email deliverability is affected by both technical setup and the content you send.
- ArchGriffin’s servers are configured for high deliverability, but good practices on your side make a big difference.
Need Help?
If your emails are still landing in spam after following these tips, submit a support ticket and we’ll perform a full deliverability audit for your domain and emails.
