If your business emails are suddenly landing in your clients’ spam folders, you are not alone. Across Long Island and beyond, businesses are realizing that important emails — proposals, invoices, customer replies, marketing campaigns, and even simple conversations are never making it to the inbox.
At LI Tech Advisors, we have seen this issue increase significantly over the past few years, especially as Google, Microsoft, and Yahoo continue tightening their email security and spam filtering policies.
The good news? In most cases, the problem is completely fixable often within a day.
Your emails are typically landing in spam because the receiving mail server does not fully trust that the message is actually coming from your business domain.
Every time you send an email, the receiving server performs a behind-the-scenes verification check on your domain. If your domain is missing critical authentication records or they are configured incorrectly, the server assumes the email could be fraudulent, spoofed, or unsafe.
Instead of delivering your message to the inbox, it may:
That means your client may never see your email and you may never know it happened.
If you feel like this issue suddenly became more common, you are right.
Major providers like Gmail, Outlook, Microsoft 365, and Yahoo have recently strengthened their email authentication requirements to reduce phishing attacks, spam campaigns, and business email compromise scams.
Domains that used to “pass” without proper security settings are now being flagged much more aggressively.
Your emails may not have changed, but the rules have.
There are three core email authentication records that determine whether your emails are trusted:
SPF tells the world which mail servers are authorized to send emails on behalf of your domain.
Think of it as an approved sender list.
If an email comes from a server not listed in your SPF record, receiving servers may treat it as suspicious.
DKIM adds a digital signature to your emails.
This signature proves the email was not altered or tampered with during delivery and confirms it legitimately came from your domain.
DMARC ties SPF and DKIM together.
It tells receiving mail servers what to do when an email fails authentication:
DMARC also provides reporting and visibility into what is happening with your domain behind the scenes.
Without DMARC, most businesses have little to no insight into whether their domain is being spoofed or whether emails are failing authentication checks.
For many small businesses across Babylon, Long Island, and the surrounding areas, the issue usually falls into one of these categories:
All of these situations can lead to poor email deliverability and spam folder issues.
One of the most frustrating parts of this problem is inconsistency.
You may send ten emails and notice:
This happens because different email providers enforce security policies differently.
For example:
This inconsistency causes many businesses to assume the issue is random when it is actually a domain trust problem.
Another major issue we commonly see is businesses using shared hosting servers for email.
When your email runs through shared hosting, your domain shares an IP reputation with dozens — sometimes hundreds — of other businesses.
If another domain on that server sends spam or gets blacklisted, your business email reputation can suffer as well.
This is why we strongly recommend dedicated business email platforms such as:
Reliable email infrastructure plays a major role in keeping your emails out of spam folders.
The first step is understanding your current email authentication setup.
A proper email security check should verify:
Once the missing pieces are identified, the fix is usually straightforward:
In many cases, improvements begin within 24–48 hours after proper configuration.
Email authentication is not something businesses should “set and forget.”
Over time:
Without monitoring, email deliverability problems can quietly return.
Continuous monitoring helps ensure:
If your business emails are landing in spam folders, the issue may be easier to fix than you think.
At LI Tech Advisors, we offer a free email domain check to help businesses identify authentication issues and email security gaps.
Run your free check here:
Free Email Security & Domain Check
Want help understanding the results?
Schedule a free five-minute consultation with our team here:
Contact LI Tech Advisors
Anthony has been in the MSP business since before the acronym existed. Managed IT once started as break-fix solutions and some light phone support.
Since then, he has seen the industry flourish into a landscape of platforms, cloud servers, software tools and AI . Tailoring network configurations and software stacks to the specific needs of each business.
In his current role, he focuses on proactive planning, ensuring clients can avoid potential issues altogether. This involves meticulous planning for enhanced business continuity, allowing swift resolution of any unforeseen challenges. What initially began as addressing "fires" through break-fix solutions has evolved into a proactive approach, ensuring that such issues are prevented from arising in the first place.
