Why are my emails going to spam folder australia

Summary

This guide helps you troubleshoot and resolve: Why are my emails going to spam folder australia. Follow the steps below to fix the issue.

Common Causes

When your business emails consistently land in your recipient's spam folder—or are blocked entirely—it is usually because the receiving mail server cannot verify that the message actually came from you. Email spoofing is common, so modern providers like Gmail, Outlook, and Apple Mail rely on DNS authentication records to confirm the sender's identity. If your domain is missing SPF, DKIM, or DMARC records, or if those records are misconfigured, your emails may be flagged as suspicious.

Quick Fix Steps

1. Log in to your domain registrar or DNS hosting control panel.
2. Navigate to the DNS management or zone editor section for your domain.
3. Check for existing TXT records related to SPF, DKIM, and DMARC.
4. Add or correct any missing records using the values provided by your email service.
5. Save your changes and allow time for DNS propagation.
6. Send a test email to an external address to verify deliverability.

Detailed Instructions

Understanding SPF, DKIM, and DMARC

These three records work together to authenticate your outgoing email:

• SPF (Sender Policy Framework): A TXT record that lists which mail servers are authorised to send email on behalf of your domain.
• DKIM (DomainKeys Identified Mail): Adds a digital signature to your emails so receiving servers can verify the message was not altered in transit.
• DMARC (Domain-based Message Authentication, Reporting & Conformance): Tells receiving servers how to handle emails that fail SPF or DKIM checks, and where to send reports.

Checking Your Existing DNS Records

1. Open your domain registrar or DNS provider's control panel.
2. Locate the DNS Management, Zone Editor, or Advanced DNS section.
3. Look for TXT records. Common host or name values include @, your domain name, or default._domainkey for DKIM.
4. Record the current values so you can compare them against your email provider's recommended settings.

DNS changes can take anywhere from a few minutes to 48 hours to propagate globally. If you just updated your records, wait before retesting email delivery.

Adding or Correcting an SPF Record

1. In your DNS editor, select Add Record or Create TXT Record.
2. Set the Type to TXT.
3. Set the Host or Name field to @ (or leave it blank, depending on your provider).
4. Enter the SPF value provided by your email host. A typical example looks like: v=spf1 include:_spf.google.com ~all (use your provider's actual value).
5. Set the TTL (Time to Live) to the default or 3600 seconds.
6. Save the record.

Only create one SPF record per domain. Multiple SPF records will cause authentication failures. If one already exists, edit it to include your email service rather than adding a second record.

Adding or Correcting a DKIM Record

1. Log in to your email service's admin console and locate the DKIM setup or email authentication section.
2. Generate a DKIM key pair if prompted. Your provider will display a public key and a DNS record name (often something like default._domainkey.yourdomain.com.au).
3. In your DNS control panel, add a new TXT record.
4. Enter the host/name value exactly as provided by your email service.
5. Paste the public key value into the TXT value field.
6. Save the record.
7. Return to your email admin console and activate or enable DKIM signing.

Adding or Correcting a DMARC Record

1. In your DNS editor, add a new TXT record.
2. Set the Host or Name to _dmarc.
3. Enter a DMARC policy value. A basic starting point is: v=DMARC1; p=none; rua=mailto:[email protected] (replace with your own reporting address).
4. Save the record.

Starting with p=none monitors email failures without blocking messages. Once you confirm your SPF and DKIM are working, you can tighten the policy to p=quarantine or p=reject.

Troubleshooting

Emails Still Going to Spam After DNS Updates

• Verify there are no typos in your TXT record values. Even a missing space or incorrect character can break authentication.
• Use a free online DNS lookup tool to confirm your records are publicly visible and correctly formatted.
• Check that you have not created duplicate SPF records.
• Ensure DKIM is actually enabled in your email admin console, not just published in DNS.

Propagation Delays

If you recently changed your web hosting or nameservers, DNS records may still be propagating. Wait up to 24–48 hours before concluding the configuration is incorrect.

Third-Party Email Services

If you send newsletters or marketing emails through a third-party platform, you may need to add their sending servers to your SPF record and configure DKIM for their domain as well. Check that platform's documentation for the exact TXT values required.

Remember — If you host with us, you don't need to do this yourself — just Open a Ticket and our Brisbane team will get it sorted.

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