Here’s the issue. When you’re starting out, you can’t think about everything. I get it. It can be overwhelming. Then when you think you’re setup is nearly done, you learn that emails that go out from your website are marked as SPAM.

Real, proper emails like registration confirmation that contains an account activation link or a purchase receipt from your store. You might be tempted to immediately start blaming the plugins that send those emails.

That’s not a good place to start, though. This post is designed to guide you through steps and recommendations that will ensure email deliverability as much as humanly possible.

Use an SMTP Service

By default, WordPress uses the wp_mail() function, which often relies on the hosting server’s mail system. This is unreliable and can result in emails being marked as spam.

Steps:

• Install an SMTP Plugin: Use plugins like WP Mail SMTP or Easy WP SMTP.
• Choose an SMTP Service: Configure the plugin to send emails via a reliable SMTP service such as:
  • SendGrid
  • Amazon SES
  • Mailgun
  • Postmark
• Authentication: Set up the SMTP credentials in the plugin (e.g., username, password, SMTP host, and port).
• Test Emails: Use the plugin’s built-in testing feature to ensure the setup works.

Configure SPF, DKIM, and DMARC Records

These DNS records help authenticate your emails, reducing the chances of being flagged as spam.

Steps:

• SPF (Sender Policy Framework):
  • Add an SPF record in your domain’s DNS settings.
  • Example: v=spf1 include:_spf.google.com include:sendgrid.net ~all (adjust based on your SMTP provider).
• DKIM (DomainKeys Identified Mail):
  • Enable DKIM signing through your SMTP provider.
  • Add the DKIM TXT record provided by your SMTP service to your DNS.
• DMARC (Domain-based Message Authentication, Reporting, and Conformance):
  • Add a DMARC record to monitor and enforce email policies.
  • Example:cssCopy codev=DMARC1; p=none; rua=mailto:postmaster@yourdomain.com

Use a Dedicated Email Address

Avoid using generic email addresses like admin@yourdomain.com. Instead, create a professional, dedicated address for sending emails.

Steps:

• Use an email like noreply@yourdomain.com or support@yourdomain.com.
• Ensure the email address matches the domain name of your website for consistency.

Verify Email Content

Email content can sometimes trigger spam filters.

Tips:

• Avoid Spammy Keywords: Refrain from using words like “free,” “guarantee,” or excessive exclamation marks.
• Plain Text and HTML: Include a plain text version of the email alongside the HTML version.
• Unsubscribe Link: While not mandatory for transactional emails, including an unsubscribe link adds credibility.

Monitor Your Domain’s Reputation

Regularly check your domain’s reputation to ensure it isn’t flagged by spam filters.

Tools:

• Google Postmaster Tools
• MXToolbox
• SenderScore

Use Email Logging

Install an email logging plugin like WP Mail Logging to keep track of outgoing emails and troubleshoot delivery issues.

Test Email Deliverability

Use tools to analyze how your emails are perceived by mail servers.

Tools:

• Mail-tester.com
• GlockApps
• MXToolbox

Avoid Shared Hosting for Email

Shared hosting often shares IP addresses with other users, some of whom may have poor sending reputations. Switch to a VPS or a dedicated hosting plan, or use a dedicated IP address from your SMTP provider.

Shared hosting providers often impose hourly email sending limits to prevent SPAM and ensure server reliability. These limits vary among providers and can depend on specific hosting plans. Here are some examples:

• Namecheap:
  • Stellar Plan: 50 emails per hour per domain.
  • Stellar Plus Plan: 200 emails per hour per domain.
  • Stellar Business Plan: 10,000 emails per hour per domain.
• HostGator: 500 emails per hour per domain.
• GoDaddy:
  • Web Hosting (cPanel): 500 emails per hour.
  • Windows Hosting (Plesk): 1,000 emails per day.
  • Managed WordPress: 1,000 emails per day.
• DreamHost: 100 recipients per hour per email address.
• A2 Hosting: 500 emails per hour per email account, with a daily limit of 1,000 emails per account.
• SiteGround: 400 emails per hour per domain.
• Hostinger: 200 emails per hour via Webmail; 500 emails per hour using SMTP, depending on the plan.
• Bluehost: 150 emails per hour.
• InMotion Hosting: 250 emails per hour on shared hosting accounts.

Many hosting providers enforce a hard limit, meaning emails exceeding the hourly limit are dropped and never sent. You won’t receive an explicit notification for each dropped email unless your application logs email errors or the hosting provider alerts you. Please double check the limits with your hosting provider we took the numbers shown above at the time of writing this article.

Implement HTTPS

Ensure your WordPress site uses HTTPS. This doesn’t directly impact email deliverability but can enhance overall trustworthiness in spam filter algorithms.

Regular Plugin and Theme Updates

Ensure all plugins (like PeepSo and WooCommerce) are updated. Outdated or poorly coded plugins can interfere with email functionality.

Periodic Reviews

Monitor email performance periodically to ensure that any changes in settings or infrastructure do not negatively impact deliverability.

Summary

That’s it folks. It seems like a lot, but most of it is just set up once. Unless, something comes up at one of your periodic reviews or services like Gmail change something in the way they handle emails.

Need a Hand?

If you don’t want to handle this yourself, we can help you with the setup of your SMTP service and make sure it’s configured well for you. You can our service add it to the cart here. After purchase just contact us and we’ll take care of it for you.

To be clear, when you pick a service, they will help and guide you through the setup including but not limited to the domain records. But if you’re unsure about how things should go, we’re here to help.

Make Your Community Mobile

PeepSo now offers a seamless solution to transform your PeepSo-based community into a powerful mobile app. No third-party integrations needed.

Everything you need to create, manage, and grow your mobile community is built directly by us for You and Your Community. Imagine the unlimited access to Your Community in the palm of your hand.

See Pricing

Brought to you by Eric Tracz

I’m a Digital Nomad currently living in Manila, The Philippines. Co-Founder and CEO of PeepSo.com. First time WordCamp Speaker at WordCamp Kuala Lumpur 2017, WordCamp Singapore 2019 and hoping to speak more soon. I started my journey with open source nearly a decade ago as a simple support guy. Joomla! was my first encounter with the world of Open Source. After that period of my life got phased out I fell in love with WordPress and never left. I have been both lucky and at the same time I worked my ass off to get to where I am right now. Free time, if I have any, is usually spent with my wife and / or travel around South-East Asia. Even when I’m supposed to be on a little vacation, not a day goes by when I don’t check up on PeepSo. So far visited or lived in: Hungary, Czech Republic, Slovakia, Indonesia, Malaysia, Singapore, Hungary, Vietnam, Cambodia, Laos, Thailand, China, Japan, Maldives, Sri Lanka, Myanmar, Norway, Germany, Scotland, England and more… Whenever possible, I jump on my Ducati Monster and just ride.