Email Reputation

Is Your Professional Email Hitting the Mark? Test Your Email Reputation Now!

If you’re using a professional email with a custom domain, like @darkhorseit.com, you want to ensure your emails are being delivered where they belong—in the recipient’s inbox. In today’s world, where email scams, phishing attempts, and spam are at an all-time high, email providers such as Google, Yahoo, and Outlook are becoming increasingly strict in how they filter messages.

This means that even if your email is legitimate, it could be getting flagged as spam, or worse, never even delivered to the recipient. The good news is, there’s a free and simple way to check your email’s reputation: mail-tester.com. Here’s why you should take advantage of this tool and how it works.

Why Should You Check Your Email Reputation?

Email is one of the primary ways businesses stay in touch with customers, partners, and clients. Imagine spending hours crafting an important email, only for it to end up in a spam folder or blocked entirely. If your email is flagged as spam or not delivered, your professional image could take a hit, and you might miss important opportunities.

Common reasons your emails might not be reaching the recipient include:

  • Your domain has a low reputation: If your email domain lacks proper authentication protocols (like SPF, DKIM, and DMARC), or if it has been marked as suspicious in the past, email servers might reject or quarantine your messages.
  • Your email content appears spammy: The content of your email—whether it’s the subject line, attachments, or even wording—can sometimes trigger spam filters. For instance, too many links or the use of certain keywords can raise red flags.
  • You’re using a blacklisted IP or server: If your email server has been compromised or flagged for sending spam in the past, all emails sent from that IP could be blocked by email providers.

If your emails are not hitting the inbox, you could be dealing with one or more of these issues. Fortunately, the mail-tester.com tool can quickly diagnose problems by giving your email a reputation score.

How Mail-Tester Works

Here’s how to check your email reputation:

  1. Go to mail-tester.com. You’ll be given a unique email address on the homepage.
  2. Send an email to that address from your custom domain (e.g., yourname@darkhorseit.com). Make sure the email is representative of the types of messages you usually send.
  3. Click the “Check Your Score” button on the website. It will analyze your email and give you a score out of 10, along with detailed feedback on what’s working and what needs fixing.

Why You Might Not Be Getting a Perfect Score

Mail-Tester evaluates several key factors that affect your email’s deliverability. Here are some of the most common reasons your score might be less than 10/10:

  1. Lack of Proper Authentication (SPF, DKIM, and DMARC)
    • SPF (Sender Policy Framework): This verifies that the mail server sending your email is authorized to do so. Without an SPF record, other servers might assume your email is fake or spoofed.
    • DKIM (DomainKeys Identified Mail): This adds a digital signature to your email to confirm that it hasn’t been altered during transit. If DKIM isn’t set up, email servers can’t be sure that your message is trustworthy.
    • DMARC (Domain-based Message Authentication, Reporting & Conformance): This policy ties SPF and DKIM together, telling email servers how to handle emails that fail these checks—whether to reject, quarantine, or allow them.
    Without these authentication methods in place, email providers like Gmail or Yahoo will have no way of confirming that you are who you say you are. They might reject your email outright or send it straight to the junk folder.
  2. Spammy Content Triggers Even if you pass the authentication tests, the content of your email can trigger spam filters. Factors like excessive use of capital letters, overuse of certain keywords (e.g., “free,” “urgent,” “act now”), or including too many links and images can lower your score. It’s crucial to balance your content to avoid appearing suspicious.
  3. Blacklisted Servers If the mail server you’re using has been compromised in the past or used to send spam, it might be on an email blacklist. This can affect your score, and it’s a common reason emails get blocked or filtered out.

What to Do If Your Score Isn’t Perfect

If you’re not hitting a 10/10, don’t panic. For DIYers, a fantastic resource is dmarcian.com, which walks you through how to configure DMARC, SPF, and DKIM settings for your domain. These are the gold standards for email security and reputation, and they are crucial for ensuring your emails don’t get spoofed or blocked.

Here’s a quick breakdown of what each setting does:

  • SPF makes sure that only authorized servers can send emails from your domain.
  • DKIM verifies that your emails haven’t been tampered with during delivery.
  • DMARC ensures email servers know what to do with unauthorized emails, like rejecting or flagging them.

By setting these up, you help secure your email domain, reduce the chances of spoofing, and improve your chances of reaching the inbox.

Need Help? DarkHorse IT Has You Covered!

At DarkHorse IT, we understand that managing email security can feel overwhelming. Configuring DNS settings and fixing SPF, DKIM, and DMARC records can be tricky, but they are essential steps to keep your emails flowing smoothly.

If you’re not comfortable making these changes yourself or just want an expert to handle it, we’re here to help. We’ll ensure your email reputation is solid and your business communications stay secure. Whether you’re troubleshooting deliverability issues or setting up a new domain, DarkHorse IT has the expertise to guide you.

Contact us today for professional assistance with your email security and IT needs. https://darkhorseit.com

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