You write the perfect email, hit “send,” and never hear back. Later you find out the message landed in your client’s spam folder. For a small business, that’s more than frustrating — it can mean lost sales, missed opportunities, and strained relationships.
At MaineBizPros, we’ve helped many Maine businesses solve this problem. Here’s why it happens and what you can do about it.
1. You’re Sending From a Free Address
Emails sent from addresses like @gmail.com or @yahoo.com don’t look professional and are more likely to be flagged. Switching to a custom address ([email protected]) instantly improves trust and delivery rates.
2. Missing Authentication Records
Behind the scenes, email providers check DNS records like SPF, DKIM, and DMARC to confirm that messages are legitimate. Without these, your mail may be treated as suspicious — even if it’s genuine.
3. Spammy Content
Filters look for certain red flags:
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ALL CAPS SUBJECT LINES!!!
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Overuse of exclamation points
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Too many links or misleading text
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Attachments from unknown sources
Even small mistakes can make filters cautious.
4. Poor List Hygiene
If you send to outdated or incorrect addresses, you rack up bounces. Too many bounces = bad sender reputation, which increases spam filtering.
How to Fix It
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Use a professional email address tied to your domain.
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Set up SPF, DKIM, and DMARC (we can help add these to your DNS).
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Write clean, clear subject lines without gimmicks.
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Keep your contact lists fresh by removing invalid or unengaged addresses.
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Encourage customers to whitelist you by adding your address to their contacts.
Final Thoughts
Spam filters are getting stricter, but with the right setup and habits, your important messages will land where they belong — in the inbox.
At MaineBizPros, we make email deliverability simple. We’ll configure your records, audit your sending practices, and keep your business communication running smoothly — no more lost messages, no more guessing games.
