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How To Improve Email Deliverability and Keep Your Messages Out of Spam
How To Improve Email Deliverability and Keep Your Messages Out of Spam
Overview
If your business sends marketing emails, newsletters, or automated campaigns, you’ve probably faced the dreaded “Spam Folder” issue.
This guide will walk you through how to set up and maintain healthy email sending practices inside Tekmatix — ensuring your messages reach your audience’s inbox, build credibility, and improve conversions.
We’ll also include a sample scenario at the end so you can see exactly how these steps look in action.
Why This Is Important
Email deliverability isn’t just about sending — it’s about being trusted by inbox providers like Gmail, Outlook, and Yahoo.
Without proper setup and consistent warm-up, even legitimate emails can end up in spam, wasting your time and marketing efforts.
By following these steps, you’ll:
Improve your domain reputation
Increase open and click rates
Avoid being flagged as spam
Build long-term deliverability success
Step-by-Step: Setting Up for Strong Email Deliverability
Step 1: Set Up a Dedicated Sending Domain
Your dedicated domain is your digital signature. Instead of sending from a shared system domain, you’ll use your own (e.g., mail.yourbusiness.com).
Why it matters:
It gives you full control of your sender reputation and keeps your brand trusted by inbox providers.
How to do it in Tekmatix:
Go to Settings > Email Services > Dedicated Domain
Follow the on-screen setup wizard to connect your business domain
Verify the connection before sending
Pro Tip: If you’re seeing emails still land in spam after setup, contact Tekmatix Support to check DNS alignment and SPF/DKIM configuration.
Step 2: Use a Dedicated Sending IP (For High Volume Senders)
If you send more than 200,000 emails a week, consider adding a dedicated IP address.
Why it matters:
This isolates your sending reputation, ensuring your performance isn’t affected by others using shared IPs.
Setup Tip:
Contact Tekmatix Billing to enable a dedicated IP. Cost: $59/month per IP.
Step 3: Enable Email Validation
Email validation checks if an email address actually exists before you send to it.
Why it matters:
Invalid or outdated addresses hurt your domain reputation and increase bounce rates.
How to enable in Tekmatix:
Go to Settings > Business Profile
Check the box for “Verify Email Address when sending to a new contact”
Enable revalidation every 90 days in your sub-account settings
💡 Pro Tip: Tekmatix charges just $2.50 per 1,000 validations, 79% cheaper than competitors.
Step 4: Add a DMARC Record
DMARC tells email servers how to handle messages from your domain.
Why it matters:
Without it, mailbox providers might treat your emails as suspicious.
How to add:
Log in to your DNS provider and add this TXT record:
Type: TXT
Name: _dmarc
Value: v=DMARC1; p=reject
Use a DMARC checker tool to confirm your setup.
Step 5: Use the Correct “From Email”
Always send from an address that matches your verified domain.
Example:
If your sending domain is mail.tekmatix.com, use [email protected] or [email protected], not [email protected].
Step 6: Always Include an Unsubscribe Link
Emails without unsubscribe options often trigger spam filters.
In Tekmatix:
Use the Footer element in your email builder — it automatically includes a compliant unsubscribe link.
Step 7: Use Double Opt-In
Ask new subscribers to confirm their subscription by clicking a verification link.
Why it matters:
This ensures your list is made of genuine, engaged recipients and protects your sender reputation.
In Tekmatix:
Set up a Double Opt-In Workflow using Automations > Workflows > New Flow > “Double Opt-In Email.”
Step 8: Stop Sending to Unengaged Contacts
If someone hasn’t opened or clicked your emails in 30–60 days, pause or remove them.
Why it helps:
Engaged recipients improve your deliverability score, while ignored emails signal “spam behavior” to inbox providers.
Step 9: Send Consistently — But Not Too Often
Consistency matters.
Sending too many or too few emails can hurt your reputation.
Recommended schedule:
First week: 1 email per day (for engaged, opt-in users)
Weeks 2–4: 2–3 emails per week
After 30 days of inactivity: Weekly or pause sending
Warming Up Your Domain
When you start with a new sending domain, don’t blast your full list right away.
Gradually increase volume to build trust:
Tip: Always send to opted-in, engaged users during the warm-up period.
Helpful Tools
Mail-Tester.com: Test how “spammy” your email content is.
MXToolbox Email Health Report: Check domain reputation and DNS records.
Google Postmaster Tools: Monitor your domain’s performance and deliverability trends.
Sample Scenario: Real-World Use
Case Example: Sarah’s Marketing Agency
Sarah runs a small digital agency using Tekmatix to send newsletters and client updates.
She recently noticed open rates dropping below 15%, and some clients said her emails landed in spam.
Here’s what she did:
Set up a dedicated sending domain in Tekmatix: mail.sarahdigital.com
Enabled email validation to clean her contact list.
Added a DMARC record and updated her From Email to match her domain.
Implemented double opt-in and started removing unengaged contacts.
Gradually warmed up her domain using the 4-week schedule above.
After one month, her open rates rose to 42%, and spam complaints dropped to nearly zero.
Troubleshooting Checklist
If your emails still land in spam:
Check how long you’ve been sending (warm-up takes ~4 weeks).
Verify your MX and DMARC records.
Test content for spam triggers.
Reduce sending volume if necessary.
Reach out to Tekmatix Support for help.
Frequently Asked Questions (FAQ)
Q. What about Cold Email Outreach?
Cold emailing means reaching out to contacts who haven’t opted in — and it’s generally not recommended, especially for new domains. If you choose to do it, follow strict best practices to protect your sender reputation.
Cold Email Outreach Pro Tips:
✅ Validate all emails and remove invalid addresses.
✅ Send small batches and increase volume gradually.
✅ Warm up your domain before starting any cold campaigns.
✅ Use a separate sub-domain (never your main one).
✅ Use cold email tools to qualify leads before importing them into Tekmatix.
Recommended Third-Party Cold Email Tools:
Platforms like instantly.ai or smartlead.ai can help manage cold outreach campaigns safely. Once leads start engaging, you can move them into Tekmatix for automated follow-ups and nurturing. (Note: These tools are not affiliated with Tekmatix.)
Q. What if I already have a Dedicated Email Sending Domain and my Emails are Going to SPAM?
That’s normal at first. If your domain has already been warmed up and your emails still land in spam, it’s best to set up a new sub-domain instead of trying to fix the existing one. This helps reset your reputation faster.
Q. Should I Share the Same Dedicated Sending Domain Across Multiple Sub-Accounts or My Entire Agency?
No — each Tekmatix sub-account should have its own dedicated sending domain. Sharing a single domain can cause deliverability issues across accounts and weaken your overall email reputation.
Q. What is Email Warm-Up?
Email warm-up is the process of gradually increasing your email sending volume to build trust with inbox providers. This helps your emails avoid spam folders and reach your audience successfully.
Q. What is Email Deliverability?
Email deliverability measures how often your emails land in the inbox instead of spam. It depends on factors like:
Sender reputation
List quality
Email content
Engagement rates
Following Tekmatix’s email best practices helps improve all of these.
Q. What is Domain Reputation?
Domain reputation reflects how trustworthy your sending domain appears to mailbox providers.
A strong reputation helps you reach inboxes consistently, while a poor reputation triggers spam filters and reduces open rates.
Q. How Long Does It Take to Warm Up a Domain?
Typically around 4 weeks. Be consistent with your sending schedule, monitor engagement, and stick to Tekmatix’s best practices to build a healthy reputation over time.
Q. What Happens If I Send More Than the Recommended Amount?
Sending too many emails too quickly can damage your domain’s reputation — or even get you blacklisted. Always increase sending volume gradually and follow Tekmatix’s volume guidelines.
Q. What Are the Differences Between Tekmatix Email and a Custom SMTP Provider?
Tekmatix Email: Built-in email tools, optimized deliverability, and full support from the Tekmatix team.
Custom SMTP Provider: More control, but you’re responsible for setup, maintenance, and troubleshooting — and Tekmatix support may be limited for third-party configurations.
Q. What is a Dedicated Domain?
A dedicated domain gives you full control over your email reputation. By separating your sending activity from others, you reduce the risk of being affected by poor senders and improve inbox placement.
Q. How Can I Send Emails in Drip Mode (Hourly or Daily Sending)?
Use Bulk Actions or Workflows in Tekmatix to send your emails gradually. Drip sending prevents sudden volume spikes and helps maintain a positive sender reputation.
Q. What is an Email Bounce?
A bounce occurs when your email can’t be delivered.
Hard Bounce: The address is invalid or doesn’t exist.
Soft Bounce: A temporary issue, like a full inbox or server error.
Tekmatix automatically tracks and flags these bounces so you can keep your email lists clean and healthy.
Final Thoughts
Email deliverability isn’t a one-time setup — it’s an ongoing practice.
By following these Tekmatix email best practices, you’ll strengthen your domain reputation, land more emails in inboxes, and build long-term trust with your subscribers.
