Why your emails go to spam

The three technical pillars

• SPF states which servers may send for the domain.
• DKIM signs messages to preserve integrity.
• DMARC defines the policy to apply when checks fail and provides visibility.

Poor configuration reduces deliverability, weakens customer communication and makes spoofing easier. Checks should be regular, especially after changing a tool or provider.

Why Are Your Emails Going to Spam?

Many companies discover the issue when a customer says: “We never received your email.”

And yet, the messages were actually sent.

The problem often comes from an invisible but critical factor: the reputation and configuration of your email environment.

Today, when a professional email lands in spam, it is rarely due to chance. Modern mail systems continuously analyze dozens of criteria before accepting or classifying a message.

Email Deliverability Has Become a Strategic Issue

Email providers such as Microsoft 365, Google Workspace, and Gmail use increasingly advanced filtering mechanisms.

Their objective is simple:

• block spam;
• limit phishing attempts;
• reduce fraud attempts;
• protect users.

Before an email is even delivered, several elements are analyzed:

• domain reputation;
• IP address reputation;
• DNS configuration;
• security signatures;
• sending behavior;
• domain alignment;
• communication history.

A poor configuration can be enough to push a legitimate email into spam folders.

Reputation: An Often Underestimated Factor

Every domain has a digital reputation.

This reputation evolves depending on:

• the volume of emails sent;
• spam reports;
• compromised accounts;
• suspicious behavior;
• configuration quality;
• blacklisting records.

If your domain or IP address is considered unreliable, your emails are more likely to:

• be delayed;
• be classified as spam;
• or be completely rejected.

Email reputation has become a real indicator of digital trust.

SPF, DKIM, and DMARC: Essential Foundations

In many companies, deliverability issues originate from poor DNS configuration.

Three mechanisms have become essential:

SPF

The SPF (Sender Policy Framework) record specifies which servers are authorized to send emails on behalf of your domain.

DKIM

DKIM (DomainKeys Identified Mail) adds a cryptographic signature that guarantees the integrity of the message.

DMARC

DMARC aligns SPF and DKIM while defining a security policy for non-compliant emails.

Without these protections:

• emails inspire less trust;
• spoofing risks increase;
• filtering systems become stricter.

Domain Alignment: A Critical Detail

Even when SPF or DKIM are configured, emails may still be considered suspicious if domains are not properly aligned.

For example:

• a different sending domain;
• a poorly configured marketing tool;
• an unauthorized external relay;
• a forgotten third-party sending platform.

These inconsistencies are often detected by modern anti-spam systems.

The result:

• reputation degradation;
• spam classification;
• loss of digital trust.

Microsoft 365 and the False Sense of Security

Many companies believe that using Microsoft 365 automatically guarantees good email deliverability.

In reality, Microsoft 365 provides the tools… but not always the correct configurations.

Common issues include:

• incomplete SPF records;
• DKIM not enabled;
• missing DMARC policies;
• compromised accounts;
• poorly integrated third-party applications;
• excessive sharing;
• suspicious emails sent from user accounts.

Without regular supervision, these problems may remain invisible for a long time.

Monitoring and Auditing Have Become Essential

Email deliverability must now be supervised like a critical business service.

This notably includes:

• domain monitoring;
• IP reputation monitoring;
• blacklist tracking;
• log analysis;
• DNS audits;
• monitoring sending behavior;
• anomaly detection.

The faster an organization detects problems, the better it protects:

• its reputation;
• its communications;
• its customer relationships;
• its business continuity.

What Selection ICT Brings in Practice

At Selection ICT, we support organizations in analyzing, securing, and optimizing their messaging environments.

Our approach aims to:

• improve email deliverability;
• strengthen domain reputation;
• correct DNS configurations;
• secure Microsoft 365 environments;
• detect anomalies and suspicious behavior;
• structure email governance.

Because a professional email landing in spam can quickly become a major business issue.

Conclusion

When professional emails end up in spam, the issue rarely comes from a single factor.

It is often the result of a combination of:

• reputation;
• DNS configuration;
• domain alignment;
• security weaknesses;
• and insufficient governance.

In a digital environment where trust is becoming essential, mastering email deliverability is now a strategic challenge for all organizations.

Gustav Ahadji