Preparing for Your Call on Email Deliverability: What You Need and What to Expect
- 16 hours ago
- 3 min read
Email deliverability issues can disrupt business communication, frustrating your team and customers. When your emails fail to reach inboxes, it’s not just inconvenient—it can impact your reputation and sales. If you’ve scheduled a call to address these problems, knowing what to expect and how to prepare can make the process smoother and more effective.
This guide explains what happens during the call, what information you should have ready, and how the technical side of your email setup will be reviewed and improved.
Image caption: Checking email setup details to identify deliverability problems
What Happens During the Call
The call focuses on diagnosing and fixing your email deliverability problems. The expert will:
Review the symptoms of poor deliverability, such as emails landing in spam folders, bounce backs, or low open rates.
Identify possible causes, which often relate to incorrect Email DNS settings or misconfigured email setup.
Use online tools to analyse your current email domain status and reputation.
Access your email and domain settings to make necessary changes.
Explain each step clearly so you understand what is being adjusted and why.
The goal is to improve your email deliverability so your messages reach recipients’ inboxes reliably.
What You Need to Prepare Before the Call
To make the most of the session, gather the following:
The domain name that is experiencing email problems.
An email address on that domain to test and verify changes.
Login credentials for your domain registrar, where you can update DNS settings.
Admin access to your email provider, such as Google Workspace or Microsoft 365, to adjust mail settings.
Any previous error messages or bounce-back emails you have received.
Having these ready will allow the expert to quickly access your email setup and DNS records, speeding up the troubleshooting process.
Common Email Deliverability Issues and Their Causes
Understanding typical problems helps you follow the call better:
Emails marked as spam: Often caused by missing or incorrect SPF, DKIM, or DMARC records in your Email DNS settings.
Emails bouncing back: Could be due to blacklisted IP addresses or incorrect mail server configurations.
Low open rates: Sometimes linked to poor sender reputation or inconsistent email authentication.
Delayed email delivery: May result from server issues or throttling by email providers.
The call will focus on identifying which of these issues apply to your domain and fixing them.
How Online Tools Help Diagnose Problems
During the call, the expert will use tools like:
MXToolbox to check your DNS records and blacklists.
Google Postmaster Tools for domain reputation insights.
Mail Tester to analyse email headers and authentication.
DNSChecker to verify propagation of DNS changes.
These tools provide a clear picture of your email setup’s current state and highlight areas needing improvement.
Image caption: Editing Email DNS settings to improve email delivery success
What Changes Might Be Made During the Call
Based on findings, the expert may:
Add or correct SPF, DKIM, and DMARC records in your DNS settings.
Update mail server configurations in your email provider’s admin panel.
Remove your domain or IP from blacklists.
Adjust sending practices or recommend changes to your email content to avoid spam filters.
Each change will be explained so you understand how it improves your email deliverability.
Tips for a Smooth Call Experience
Ensure you have a stable internet connection.
Have all login details handy and tested before the call.
Be ready to share the screen or grant temporary access if needed.
Prepare any questions about your email setup or deliverability issues.
Take notes during the call for future reference.
Being organised helps resolve email problems faster and builds your confidence in managing your email setup.
Moving Forward After the Call
Once the call ends, monitor your email performance closely. Check if emails are reaching inboxes and review any bounce-back messages. If problems persist, schedule a follow-up or consult your email provider’s support.
Improving email deliverability is an ongoing process. Regularly reviewing your Email DNS settings and email setup helps maintain strong communication with your customers.
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