Email deliverability problems

Why do my emails go to spam?

Common reasons:

1. You're using a brand new domain
2. You haven't set up SMTP properly
3. You're sending too many emails too fast
4. Your email content triggers spam filters
5. Recipients are marking you as spam

Quick fixes (try these first)

Use your own SMTP

Instead of default Clients.ai sending:

• Connect Gmail or another email provider
• Go to Settings → Email
• Set up SMTP
• Send test email

This helps because:

• Your domain has a reputation
• Less likely to be flagged
• You control the sender address

Warm up your sending

Don't send 1000 emails on day 1!

Day 1-3: Send to 10 people

Day 4-7: Send to 25 people

Week 2: Send to 50 people

Week 3: Send to 100 people

Week 4+: Full speed

Why this matters:

• Sudden large volumes = spam signals
• Gradual increase = normal behavior

Check your subject lines

Don't use:

• ALL CAPS
• Multiple exclamation marks!!!
• "FREE" "MONEY" "WINNER"
• Excessive emojis

Do use:

• Normal capitalization
• Personalization (Hi Sarah, ...)
• Value (not hype)

Advanced deliverability

Set up SPF, DKIM, DMARC

What are these?

• Technical settings that prove you're legit
• Reduces spam filtering
• Increases trust

How to set them up:

1. Contact your domain provider (GoDaddy, Namecheap, etc.)
2. Say "I need to set up SPF, DKIM, and DMARC records"
3. They'll walk you through it
4. Or search "[your provider] SPF setup guide"

For Gmail specifically:

• Go to Google Admin (if using Google Workspace)
• Apps → Google Workspace → Gmail → Authenticate email
• Follow instructions

Monitor your sender reputation

Free tools to check:

• Mail-tester.com (send an email there, get a score)
• Google Postmaster Tools
• MXToolbox Blacklist Check

Red flags:

• Score below 7/10 on mail-tester
• You're on a blacklist
• High bounce rate (over 5%)

Specific problems

Emails not being delivered at all

Check:

1. Go to Settings → Email → Send Test Email to yourself
2. Did you receive it?
3. If NO: Your SMTP settings are wrong - fix them
4. If YES: The problem is with recipient's email, not yours

Emails delivered but going to spam folder

Short term fix:

• Ask recipients to move your email to inbox
• Ask them to add you to contacts
• This "teaches" their email provider you're safe

Long term fix:

• Improve email content (see below)
• Set up SPF/DKIM/DMARC
• Send more consistently (same time each week)

Gmail specifically blocking you

Gmail is strictest. Here's how to fix:

1. Use Gmail SMTP (not default)
2. Set up Google Workspace ($6/month)
3. Warm up slowly (very important for Gmail)
4. Don't send more than 500/day at first

High bounce rate

What is a bounce?

• Email address doesn't exist
• Inbox full
• Server blocked you

How to fix:

1. Export your leads
2. Use a verification tool (NeverBounce, ZeroBounce)
3. Remove bad emails
4. Re-import clean list

Don't send to bounced addresses again!

People unsubscribing a lot

If unsubscribe rate > 2%:

• Your content isn't valuable enough
• You're sending too often
• You're being too salesy

Fix:

• Send less frequently
• Provide more value
• Be more helpful, less pushy

Content that avoids spam filters

Good email structure

Do:

• Start with recipient's name
• Get to the point quickly
• Short paragraphs (2-3 sentences)
• Clear single call-to-action
• Unsubscribe link at bottom

Don't:

• Giant image with no text
• All text as an image
• Deceptive subject lines
• Fake "Re:" or "Fwd:"

Words to avoid

High spam triggers:

• Free
• Guarantee
• Winner
• Click here
• Act now
• Limited time
• Make money
• Congratulations
• Prize

Use instead:

• Complimentary
• Assured
• Selected
• Learn more
• Available now
• For a short time
• Earn
• You've been chosen
• Reward

HTML vs plain text

Best practice:

• Send both HTML and plain text versions
• Most email tools do this automatically
• Clients.ai does this for you

If doing custom emails:

• Keep HTML simple
• Don't use complex layouts
• Test in multiple email clients

Testing your emails

Before sending to everyone

1. Send test to yourself (Gmail, Yahoo, Outlook)
2. Check all 3 spam folders
3. If it's in spam, revise and test again
4. Also send to mail-tester.com for a score

After sending

Monitor these metrics:

• Open rate (should be 15-30%)
• Click rate (should be 2-8%)
• Bounce rate (should be under 2%)
• Spam complaints (should be under 0.1%)

If numbers are bad:

• Pause the sequence
• Fix issues
• Resume slowly

Emergency: you're blacklisted

How to know:

• Emails aren't delivering at all
• Check MXToolbox Blacklist Check
• You appear on a list

How to fix:

1. Find out which blacklist (MXToolbox tells you)
2. Go to that blacklist's website
3. Request removal
4. Usually takes 24-48 hours
5. Fix the issue that got you listed (spam complaints, etc.)

Prevent it happening again:

• Clean your list
• Send valuable content
• Never buy email lists
• Get explicit permission before emailing

When to contact support

Email hi@clients.ai if:

• You've tried everything here
• SMTP test emails work but follow-up emails don't
• You're getting specific error codes
• You need help setting up SPF/DKIM/DMARC

Include in your email:

• What SMTP provider you're using
• Screenshots of settings
• Screenshots of any error messages
• Example of email that's not delivering