Do's and don'ts to prevent your emails from ending up in the spam box

Do's and don'ts to prevent your emails from ending up in the spam box

Do's and don'ts to prevent your emails from ending up in the spam box Hoogma Webdesign Beerta
Leo Hoogma - Hoogma Webdesign Beerta

Written by:
, 16 March 2021

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Mail Problems
We have recently received a lot of calls from customers who have problems sending the mail. Their e-mails do not reach the recipients or end up in the spam box. This may be because the requirements for spam filters have recently been tightened. These are becoming increasingly strict. Where previously you could just send with a warning, e-mails are now immediately blocked.

This is usually caused by an incorrect e-mail setting at the sender. To check this, we have a tip:
A handy tool to test your emails is 'Test the Spammyness of your mails' mail-tester.com. Send an email to the email address you see there and check your score. This system indicates where the problems are, so that you can solve them.

Common problems can be:

  • The settings of your outgoing mail server are not correct. Check whether you have set the correct mail server, the correct port number and the correct security. Security must be SSL or TLS.
  • Another cause could be an incorrectly set SPF record. An SPF record tells which domains and IP addresses are allowed to send with your address. This prevents malicious parties - spoofers - from emailing on your behalf. An incorrectly set SPF record therefore causes delivery problems because your domain name or server IP is not on the safe 'whitelist', and you are therefore not allowed to send emails. The SPF record behind the domain name must therefore be correct .
  • We have already seen several cases where the e-mail signature ensures that the mail ends up in the spam box. We advise you to put as few external links as possible in the email signature, and keep it simple in terms of layout. Do not place too many images and certainly no images that link to something.


Example of label spam by e-mail signature
One of our customers - very kindly - had at the bottom of every e-mail that was sent: '' Best regards, '' in six or seven different languages. This was considered unsolicited e-mail by the spam filter and the e-mails never reached their recipient. Our advice is therefore: Keep your email signature simple. Not too many bells and whistles, which can more or less be seen as advertising.

Why not use too many images in your emails?

A common trick used by spammers is to put text in an image. Google cannot 'read' this text because it is actually an image. But as a result, emails with images in them are more likely to be seen as spam or phishing.

Have you completed all the steps above?
Then you should be above 8 at mail-tester in terms of score . That's a great score. It will never be a 10, because for that you also need a special DKIM encryption. DKIM, or DomainKeys Identified Mail, is a technique where the receiving server checks that the mail has been sent by the authorized owner of the DKIM domain, and that the email has not been contaminated or mutated in transit.
DMARC is also a way to add authentication data to your mail, which gives you a better chance of ending up in the inbox. However, this is very specialist work and with a small disruption your entire mail will no longer work, which is why this is not done much.

Do you need help with your e-mail settings?

Are you struggling, or are you looking for a good spam filter for your own inbox? Please contact with us, we are happy to help you.

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