Why your business emails go to spam, and how to fix it

If your mail lands in your customers' spam folder, the cause is almost always one of a few things you can check in minutes. It's usually missing SPF, DKIM or DMARC records on your domain. Since 2024, Gmail and Yahoo treat mail without them as suspicious.

Check your domain first (free)

Run your domain through mail.syncgaze.in/check. It reads your public DNS records and tells you in plain words which ones are missing or weak. Nothing is stored.

The 7 usual causes

1. No SPF record. Receivers can't tell whether the server sending your mail is allowed to. Add one TXT record starting with v=spf1. See SPF explained.
2. Two SPF records. A domain may have only one, and with two, SPF fails outright. Merge them.
3. No DKIM signature. Without it, receivers can't confirm the message wasn't changed. Your mail provider gives you a DKIM key to publish.
4. No DMARC record. Gmail and Yahoo now expect one from anyone sending in volume. See what DMARC is.
5. Sending from a free address for business. Mail from yourshop@gmail.com about invoices and orders looks like phishing. Use an address on your own domain.
6. Spammy content. Watch for subject lines in ALL CAPS, many links, link shorteners, a single large image with no text, or attachments like .zip and .exe.
7. Bulk mail from your normal mailbox. Hundreds of identical emails from a personal mailbox damage your domain's reputation. Use a newsletter tool for campaigns, and keep your mailbox for real conversations.

How to see why one email went to spam

Send a message to a Gmail address. In Gmail, open it, click ⋮ → Show original, and look at the three lines at the top.

Any FAIL or NONE points to the record to fix.

On SyncGaze Mail

SyncGaze creates your DKIM key, gives you the exact SPF and DMARC values to copy, and checks them on the Domains page. There are step-by-step guides for GoDaddy, Hostinger, Cloudflare, Namecheap and BigRock.

Verify and test

1. Wait 5–30 minutes after saving. Most changes show up within minutes, but some take up to a few hours.
2. Go back to dashboard.syncgaze.in → Domains and click Verify. Each record turns green when SyncGaze can see it.
3. Run a free check on mail.syncgaze.in/check. It reads your MX, SPF, DKIM and DMARC records and explains anything still missing.
4. Send a test email to a Gmail address and open Show original. It should show SPF: PASS, DKIM: PASS and DMARC: PASS.