Your team sends out an important proposal. A contract. An invoice. A customer support update. You assume the message is delivered because you hit “send”… but on the other side, nothing arrives. No notification. No bounce. Just silence.
Meanwhile, your client thinks you’re ignoring them. Your sales team thinks the prospect ghosted. Your finance team wonders why payments are late. And your support team gets hit with frustrated follow-ups asking, “Did you get my email?”
This is the hidden reality many businesses face today: email deliverability issues that quietly disrupt communication, slow revenue, and damage trust—with no warning until a complaint lands.
Email is still the backbone of business communication, but it’s also one of the most fragile. The systems that determine whether your message lands in the inbox have become more complex, more strict, and far less forgiving of misconfigurations.
If your business emails aren’t reaching clients, you’re not alone. And the good news: once you know what’s causing the problem, you can fix it.
The Scope of the Problem: More Emails Are Blocked Than You Think
Research shows that 20–30% of legitimate business emails never reach the inbox. That means nearly a third of your outgoing messages may be silently blocked, delayed, or filtered as junk.
Why does this happen?
Because email systems today operate like security checkpoints. And if your domain, servers, or message authentication settings don’t pass inspection perfectly, inbox providers err on the side of caution and block or quarantine the message.
Most business leaders assume deliverability is “just an IT thing” that works unless something breaks dramatically. In reality, deliverability issues don’t show up as obvious errors.
There’s no “warning label” telling you your messages are failing.You don’t get a system alert. And clients rarely check their spam folders.
The first sign of trouble is usually a frustrated customer—or a missed opportunity.
The Hidden Causes Behind Poor Deliverability
Deliverability problems happen for reasons far beyond spammy content or marketing emails sent too frequently. Most commonly, the root cause sits in the configuration of your domain.
Here are the most common issues:
1. Misconfigured or Missing Domain Authentication Records
Modern email systems rely on three primary DNS records to authenticate email:
- SPF (Sender Policy Framework)
- DKIM (DomainKeys Identified Mail)
- DMARC (Domain-based Message Authentication, Reporting & Conformance)
If any of these are missing — or misconfigured — your email looks untrustworthy to inbox providers.
Examples include:
- SPF records that don’t include all your sending systems.
- DKIM keys not set up or expired.
- DMARC policies missing, set to “none,” or inconsistently aligned.
These issues cause legitimate emails to fail authentication checks and be silently blocked.
2. Unaligned Third-Party Senders
Your business likely uses multiple tools that send email “from” your domain:
- CRMs
- Billing platforms
- Marketing automation software
- Booking systems
- Project management tools
- Ticketing/help desk platforms
Each one of these needs authorization in your DNS records. If they aren’t included, inbox providers cannot verify them as legitimate—and deliverability plummets.
This is one of the most common and most overlooked issues.
3. Reputation Damage to Your Domain
Every domain has a reputation score that influences how mailbox providers treat your emails.
Reputation drops when:
- Emails bounce too frequently.
- Users mark messages as spam.
- A mailbox is compromised.
- High volumes are sent suddenly.
- Your domain has been used in spoofing attempts.
Once your domain has a poor reputation, deliverability problems persist until the root cause is fixed and trust is rebuilt.
4. Email Spoofing and Impersonation Attempts
If cybercriminals try to spoof—or mimic—your domain, inbox providers may start flagging legitimate messages as suspicious.
This is especially common for:
- Professional services
- Financial firms
- Healthcare providers
- Hospitality
- Retail
Spoofing damages not only deliverability but also your brand’s credibility.
5. Overly Strict Recipient Filters
Even if your system is configured correctly, the recipient may have strict security filters. This is increasingly common in:
- Government
- Financial institutions
- Healthcare
- Global corporations
If your domain isn’t fully authenticated, or if your reputation score is low, your email may get rejected or redirected to junk—without you ever knowing.
Real Business Impact: What Happens When Emails Don’t Land
Deliverability issues affect more than IT—they hit every part of the organization.
Finance: Invoices not reaching clients → delayed payments → cash flow strain.
Sales: Proposals or quotes not delivered → lost deals → inaccurate pipeline forecasting.
Customer support: Critical updates or ticket responses unseen → customer frustration → lower satisfaction scores.
Operations: Vendors and internal teams miss key updates → delayed projects → miscommunication.
Leadership: Perception that the business is unreliable → reputational impact.
The damage may be invisible at first, but it compounds quickly.
Why Basic IT Setup Isn’t Enough
Here’s the biggest misconception: “Our IT team set this up years ago—we’re covered.”
Unfortunately, that’s not how email authentication works.
DNS records must evolve as your business does.
Any of the following can break your deliverability:
- Switching CRMs
- Adding a marketing platform
- Changing invoicing systems
- Migrating to a different email provider
- Implementing new security tools
- Adding additional domains or subdomains
And because records rarely break in obvious ways, you often won’t know something is wrong until a client tells you.
Deliverability isn’t a one-time task. It’s an ongoing responsibility.
How to Fix Email Deliverability Issues
Fortunately, improving deliverability is completely achievable with the right steps.
1. Verify SPF, DKIM, and DMARC
This is the foundation of modern email security.
Make sure:
- SPF includes all legitimate sending systems.
- DKIM is generating valid signatures.
- DMARC policies are aligned and enforceable.
Alignment is key—having the records isn’t enough; they must work together.
2. Audit All Third-Party Senders
Create an inventory of every system that sends email using your domain.
Update your DNS records so all tools are authenticated properly.
3. Monitor Domain Reputation
Use automated reporting or managed monitoring to:
- Catch reputation dips early
- Identify unauthorized senders
- Watch for spoofing attempts
- Verify ongoing deliverability
You cannot fix what you cannot see.
4. Protect Against Spoofing and Impersonation
DMARC with the right enforcement level plays a major role here.
Without DMARC enforcement, attackers can spoof your domain freely—and inbox providers may start flagging your emails as suspicious.
5. Implement Reporting and Alerts
Visibility matters.
Organizations need systems that alert them to:
- Authentication failures
- Rejected messages
- Suspicious activity
- New unauthorized senders
This allows teams to take action before problems reach clients.
How TrustedSend™ Solves These Challenges
BizCom Global designed TrustedSend™ to eliminate the most common—and costly—deliverability problems businesses face.
TrustedSend™ provides:
1. Expert Setup of SPF, DKIM, and DMARC
Your records aren’t just configured—they’re aligned, optimized, and validated.
2. Continuous Monitoring
TrustedSend™ watches your domain in real time, catching issues before they interrupt communication.
This includes:
- Unauthorized senders
- Failing alignment
- Reputation drops
- Spoofing attempts
3. Brand Protection
Spoofing and impersonation attempts are flagged, analyzed, and mitigated—protecting your brand and your clients.
4. Inbox Reliability
When authentication and reputation are strong, your emails consistently reach the inbox.
Not spam—not blocked—not lost.
5. Business Peace of Mind
Your communication systems work.
Your clients receive your emails.
Your team stops firefighting deliverability issues and gets back to real work.
TrustedSend™ ensures the technical side of deliverability is handled—continuously, proactively, and reliably.
Questions to Ask Your IT Team Today
To assess whether your emails are actually reaching clients, start with these:
-
Do we have fully aligned SPF, DKIM, and DMARC records?
-
When were our DNS records last updated—and by whom?
-
Which platforms send email on our behalf, and are they authorized?
-
Do we monitor domain reputation weekly or monthly?
-
Have we received client complaints about missing or spammed emails?
- Do we have a plan for responding if our domain is spoofed?
If your team can’t answer confidently, deliverability may already be impacted.
Conclusion & Call to Action
If clients never see your messages, your business can’t run.
Email deliverability isn’t a minor inconvenience—it’s a critical, high-impact issue that affects revenue, trust, and operations.
Instead of waiting for complaints or patching issues reactively, take control now.
BizCom Global’s TrustedSend™ gives you authentic, secure, and consistently delivered email—so your clients always receive the communication they depend on.
Learn how TrustedSend™ keeps your business emails where they belong: the inbox.