When you rely on email for client and agent communication, it’s crucial to ensure that your messages consistently reach their inboxes. Unfortunately, emails can sometimes land in spam or go undelivered.
Here’s a guide to help you maximize the chances of your emails being successfully delivered and troubleshoot any issues that might arise.
❇️ Pro-tip: You can see if emails were opened by the client or agent on the Inspection Details page. Click here to see how!
Use a Professional Email Address
Using a free email service may lead to your messages being flagged as spam. We recommend using a professional email address with your own domain (e.g., info@yourcompany.com) to increase credibility and reduce the chances of emails being filtered.
If you are using a Yahoo or AOL email address, they do not allow other services to send on your behalf. Emails sent through Spectora when using a Yahoo or AOL email will end up in the junk/spam folders for your recipients.
To avoid having your emails sent to junk/spam, it is highly advised that you change to a different email address provider like Google.
To see how to change your email address, click here.
Check Client and Agent Spam Folders
Even with the best precautions, sometimes emails can still end up in spam folders. Ask your clients and agents to check their spam or junk folders if they’re not receiving emails.
They should also mark your emails as “Not Spam” or add your email address to their contacts to avoid future issues.
If emails are being delivered to spam folders, we recommend using a placeholder like {{ADDRESS}} in your subject line. Unique subject lines look less like spam. Check out this article if you're not sure how to change the subject line of your automated emails.
Add your email address to the BCC field for all outgoing emails. When any Spectora email is sent, you will receive the same email verifying it has been sent.
Have your clients add you to their email contact list.
Have your clients add mail@spectora.com to their contact list.
Troubleshooting Emails Not Being Delivered or Dropping
If emails are not reaching your clients or agents, there are a few potential causes and solutions:
Email Bounce-Backs: If an email bounces back, this could be due to an incorrect email address, a full inbox, or a temporary server issue on the recipient’s end.
Verify Email Address Accuracy: Double-check the email addresses entered for typos or errors.
Sender Reputation: If you’ve experienced a high bounce rate or complaints about your emails, it could hurt your sender reputation, leading to more messages being filtered out.
For more information on emails bouncing or dropping, click here.
Monitor Email Activity in Spectora
Spectora provides tools for monitoring your email activity. In your inspection details, you can see whether an email was successfully delivered, opened, or if it bounced. This insight can help you pinpoint issues quickly and take corrective action.
To see if your emails were sent to clients or agents, click here to check out our article.
Resend Emails if Needed
If an email didn’t get through, you can manually resend it from within Spectora. Make sure to verify the email address and correct any issues before resending to improve the chances of successful delivery.
Add Your Email Domain to Your DNS Settings (For Custom Domains)
If you’re using a custom email address, ensure that your domain is properly configured for email delivery. Adding SPF, DKIM, and DMARC records to your DNS settings can improve email deliverability. These records authenticate your emails, making them less likely to be marked as spam.
Contact Support If Issues Persist
If you’ve followed these steps and are still having trouble with email deliverability, reach out to our support team. We can help diagnose the issue, whether it’s a configuration problem, a server issue, or something else.
If you have any questions or feedback, write into our chat bubble or email support@spectora.com!
