Sending an email might seem straightforward, but it's not, especially if you’re a marketer or SDR who sends marketing or cold emails daily. You might write excellent emails, but still may encounter high bounce rates and low opens. A major reason why this happens might be because your domain or IP is blacklisted.
When you send emails using a blacklisted IP or domain, it can trigger alarms on lists like RBLs (Real-time Blackhole Lists) or DNSBLs (DNS-based Blackhole Lists). These lists are like gatekeepers on the internet—they aim to block spam and protect users from malicious emails.
So, what to do if your IP or domain is blacklisted? Or, how do you delist your domain from an email blacklist?
In this guide, we'll walk you through the process of identifying if your domain is blacklisted and the precise steps to take in order to get it removed.
Landing on an email blacklist is not the goal of any marketer, but despite your best efforts, sometimes you can land on one. The first thing to understand here is that it is not a dead end. You have to be patient and carefully take all necessary steps needed for the blacklist removal.
Let’s understand the blacklist removal process in 4 simple steps.
The first step in delisting your domain from an email blacklist is to determine if you are actually blacklisted.
Tools like Smartlead's blacklist checker can help with this process.
You will get the complete analysis within a few seconds on the screen, like shown below:
It's advised to use multiple blacklist checking services to cross-verify the results, as different services may have varying criteria and listings.
Once you've identified that your domain is indeed blacklisted, the next crucial step is to understand why.
Many blacklists provide specific error codes or reasons for blacklisting. Common reasons include sending spam-like content, having a compromised server, or even being incorrectly flagged due to shared hosting issues. Understanding the reason will guide your next actions effectively.
Sending Spam-like Content:
Compromised Server:
Incorrectly Flagged Due to Shared Hosting Issues:
After identifying the reasons for your domain being blacklisted, it's imperative to address and fix these issues before proceeding with the delisting process.
Take this step seriously, as simply requesting delisting without resolving the underlying problems can lead to repeated blacklisting.
It is also important to note that once your domain is blacklisted and you do not take effective measures to delist it, eventually your IP too may be flagged.
When submitting a removal request for email blacklists, it's important to understand that the process can vary significantly based on the type of blacklist and the policies of the listing organization.
Major email blacklists and Real-Time Blackhole Lists (RBLs), such as Spamhaus, SpamCop, and Barracuda, each have their own procedures and criteria for delisting.
Some may require a simple removal request through their website or email, while others may have specific forms or verification processes.
Below we have shared a list of popular RBLs and how to delist from each one of them.
Spamhaus is one of the most recognized and stringent email blacklists. If your domain is listed on Spamhaus, you'll need to follow their specific delisting process. This typically involves:
Spam Filters
Barracuda maintains its own blacklist and reputation system. To delist from Barracuda:
SpamCop automatically handles blocking and unblocking of IP addresses. If SpamCop continues to receive reports of spam originating from the networks you are responsible for, those networks will remain listed. However, if no further reports are received, SpamCop will automatically delist your IP address after 24 hours.
It's important to note that if the reports received by SpamCop relate only to web-hosting for the spammer, they do not count towards the blocking list. SpamCop's email filters specifically consider complaints related to spam sourcing.
If you have recently closed an open relay on your network or removed a botnet infection, it is advisable to check and possibly notify other blocking systems in use, such as Spamhaus CBL (Composite Blocking List), but only if they have indeed detected and listed your server.
SURBL (Spam URI Real-time Blocklists) focuses on detecting spam based on URLs included in email messages. If your domain or URL is listed on SURBL, you can request delisting by:
For Microsoft 365's delisting process from their blocked senders list, you can use their delist portal. Here's how the process generally works:
Microsoft 365 uses a blocked senders list to safeguard users from spam, spoofing, and phishing threats. If your IP address is flagged as a potential risk to their service, it may be added to this list to prevent email communication with Microsoft 365 organizations.
To request removal from the blocked senders list:
For more detailed information and to access the delist portal, you can visit Microsoft's official delist portal.
This portal will guide you through the steps necessary to request removal from Microsoft 365's blocked senders list effectively.
Each blacklist may have its own delisting procedures and requirements. It's important to:
Once your domain is successfully delisted, it's essential to implement preventive measures to avoid future blacklisting.
This includes maintaining a clean email list, using authentication methods like SPF (Sender Policy Framework) and DKIM (DomainKeys Identified Mail), regularly monitoring your email sending practices, and promptly addressing any reports of abuse or spam.
Let’s talk about each one of them in detail:
Regularly clean your email list by removing invalid or inactive email addresses.
Implement double opt-in procedures to ensure subscribers genuinely want to receive your emails.
Honor unsubscribe requests promptly to reduce the risk of recipients marking your emails as spam.
Implement SPF (Sender Policy Framework) and DKIM (DomainKeys Identified Mail) to authenticate your email messages.
Ensure that your DNS records are correctly configured to reflect these authentication mechanisms.
Consider implementing DMARC (Domain-based Message Authentication, Reporting & Conformance) to monitor and enforce email authentication policies.
Regularly monitor your email sending practices to detect any anomalies or signs of abuse.
Use email analytics to track engagement metrics and adjust your email campaigns accordingly.
Be vigilant for any reports of abuse or spam and address them promptly to mitigate potential blacklisting risks.
Ensure that your email servers are secure and up-to-date with the latest security patches.
Implement strong password policies and consider using two-factor authentication (2FA) for email accounts.
Monitor for unauthorized access or suspicious activity that could indicate a compromise.
Educate employees on email security best practices, including recognizing phishing attempts and avoiding common pitfalls.
Conduct regular training sessions to reinforce the importance of maintaining a reputable email sending reputation.
Establish clear policies and procedures for handling customer data and email communications to minimize risks.
Avoid purchasing email lists or using questionable sources for acquiring email addresses.
Follow best practices for email marketing, such as including a clear opt-out mechanism and respecting recipients' preferences.
Segment your email list to send targeted and relevant content, which can improve engagement and reduce the likelihood of spam complaints.
Monitor feedback loops and spam reports provided by email service providers or blacklist administrators.
Respond promptly to any complaints or issues raised by recipients to prevent escalation.
Use feedback to continuously improve your email practices and maintain a positive sender reputation.
Effectively managing and delisting your domain from email blacklists is a critical aspect of maintaining smooth communication and safeguarding your online reputation.
By following the systematic steps outlined in this guide—checking for blacklisting, addressing issues promptly, and implementing preventive measures—you can navigate the complexities of email blacklists with confidence.
By staying vigilant and responsive, you not only ensure the delivery of your important communications but also uphold the trust and reliability of your domain in the digital realm.
If you find that your domain is blacklisted, the first step is to identify the specific blacklist(s) where your domain is listed.
Once identified, review the reasons for blacklisting and take immediate action to address any issues.
This typically involves fixing security vulnerabilities, removing spammy content, and following the delisting procedures outlined by the respective blacklist.
The time it takes to get delisted varies depending on the blacklist and the severity of the issue.
Some blacklists offer automated delisting processes that can resolve within hours, while others may require manual review, which could take several days.
It's essential to follow the delisting instructions carefully and provide all necessary evidence of corrective actions to expedite the process.
Yes, you can take preventive measures to reduce the risk of your domain being blacklisted.
Implement email authentication protocols like SPF, DKIM, and DMARC, maintain a clean email list, regularly monitor your email sending practices for anomalies, and educate your team on email security best practices.
Proactive management and adherence to email marketing guidelines can significantly mitigate the risk of future blacklisting.
Domains are often blacklisted for sending spam-like content, having a compromised server that sends out spam, being incorrectly flagged due to shared hosting issues, or not adhering to email marketing regulations.
It's crucial to monitor your email practices closely and address any issues promptly to avoid being blacklisted.
Yes, there are several online tools and services that allow you to check if your domain is listed on multiple blacklists simultaneously.
These tools can provide comprehensive reports showing which blacklists have listed your domain and the reasons for listing.
It's advisable to use multiple tools for cross-verification to ensure accuracy.
If your delisting request is denied, carefully review the feedback provided by the blacklist administrator.
Address any additional concerns or issues raised, and ensure that all necessary corrective actions have been taken. You may need to re-submit your delisting request with additional evidence or clarification to demonstrate compliance with the blacklist's policies.
If necessary, seek assistance from a professional email deliverability consultant for further guidance.
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Smartlead's cold email outreach tool helps businesses scale their outreach efforts seamlessly. With unlimited mailboxes, fully automated email warmup functionality, a multi-channel infrastructure, and a user-friendly unibox, it empowers users to manage their entire revenue cycle in one place. Whether you're looking to streamline cold email campaigns with automated email warmups, personalization fields, automated mailbox rotation, easy integrations, and spintax, improve productivity, or enhance scalability with subsequences based on lead’s intentions, automated replies, and full white-label experience, our cold email tool implifies it in a single solution.
Smartlead is a robust cold emailing software designed to transform cold emails into reliable revenue streams. Trusted by over 31,000 businesses, Smartlead excels in email deliverability, lead generation, cold email automation, and sales outreach. A unified master inbox streamlines communication management, while built-in email verification reduces bounce rates.
Additionally, Smartlead offers essential tools such as CNAME, SPF Checker, DMARC Checker, Email Verifier, Blacklist Check Tool, and Email Bounce Rate Calculator for optimizing email performance.
Our "unlimited mailboxes" feature allows you to expand your email communications without restrictions imposed by a mailbox limit. This means you won't be constrained by artificial caps on the number of mailboxes you can connect and use. This feature makes Smartlead the best cold email software and empowers you to reach a wider audience, engage with more potential customers, and manage diverse email campaigns effectively.
Smartlead’s robust cold email API and automation infrastructure streamline outbound communication by transforming the campaign creation and management processes. It seamlessly integrates data across software systems using APIs and webhooks, adjusts settings, and leverages AI for personalised content.
The cold emailing tool categorises lead intent, offers comprehensive email management with automated notifications, and integrates smoothly with CRMs like Zapier, Make, N8N, HubSpot, Salesforce, and Pipedrive. Smartlead supports scalable outreach by rapidly adding mailboxes and drip-feeding leads into active campaigns Sign Up Now!
The "unibox" is one of the unique features of Smartlead cold email outreach tool, and it's a game-changer when it comes to managing your revenue cycle. The master inbox or the unibox consolidates all your outreach channels, responses, sales follow-ups, and conversions into one centralized, user-friendly mailbox.
With the "unibox," you gain the ability to:
1. Focus on closing deals: You can now say goodbye to the hassle of logging into multiple mailboxes to search for replies. The "unibox" streamlines your sales communication, allowing you to focus on what matters most—closing deals.
2. Centralized lead management: All your leads are managed from one central location, simplifying lead tracking and response management. This ensures you take advantage of every opportunity and efficiently engage with your prospects.
3. Maintain context: The "unibox" provides a 360-degree view of all your customer messages, allowing you to maintain context and deliver more personalized and effective responses.
Smartlead, the best cold email marketing tool, ensures your emails reach the intended recipients' primary inbox rather than the spam folder.
Here's how it works:
1. Our "unlimited warmups" feature is designed to build and maintain a healthy sending reputation for your cold email outreach. Instead of sending a large volume of emails all at once, which can trigger spam filters, we gradually ramp up your sending volume. This gradual approach, combined with positive email interactions, helps boost your email deliverability rates.
2. We deploy high-deliverability IP servers specific to each campaign.
3. The ‘Warmup’ feature replicates humanized email sending patterns, spintax, and smart replies.
4. By establishing a positive sender reputation and gradually increasing the number of sent emails, Smartlead minimizes the risk of your emails being flagged as spam. This way, you can be confident that your messages will consistently land in the primary inbox, increasing the likelihood of engagement and successful communication with your recipients.
Yes, our cold emailing software is designed to significantly improve your email deliverability rates. It enhances email deliverability through AI-powered email warmups across providers, unique IP rotating for each campaign, and dynamic ESP matching.
Real-time AI learning refines strategies based on performance, optimizing deliverability without manual adjustments. Smartlead's advanced features and strategies are designed to improve email deliverability rates, making it a robust choice for enhancing cold email campaign success.
Smartlead enhances cold email personalisation through advanced AI-driven capabilities and strategic integrations. Partnered with Clay, The cold remaining software facilitates efficient lead list building, enrichment from over 50 data providers, and real-time scraping for precise targeting. Hyper-personalised cold emails crafted in Clay seamlessly integrate with Smartlead campaigns.
Moreover, Smartlead employs humanised, natural email interactions and smart replies to boost engagement and response rates. Additionally, the SmartAI Bot creates persona-specific, high-converting sales copy. Also you can create persona-specific, high-converting sales copy using SmartAI Bot. You can train the AI bot to achieve 100% categorisation accuracy, optimising engagement and conversion rates.
Certainly, Smartlead cold email tool is designed for seamless integration with a wide range of tools and platforms. Smartlead offers integration with HubSpot, Salesforce, Pipedrive, Clay, Listkit, and more. You can leverage webhooks and APIs to integrate the tools you use. Try Now!
Smartlead accommodates both small businesses and large enterprises with flexible pricing and comprehensive features. The Basic Plan at $39/month suits small businesses and solopreneurs, offering 2000 active leads and 6000 monthly emails, alongside essential tools like unlimited email warm-up and detailed analytics.
Marketers and growing businesses benefit from the Pro Plan ($94/month), with 30000 active leads and 150000 monthly emails, plus a custom CRM and active support. Lead generation agencies and large enterprises can opt for the Custom Plan ($174/month), providing up to 12 million active lead credits and 60 million emails, with advanced CRM integration and customisation options.
No, there are no limitations on the number of channels you can utilize with Smartlead. Our cold email tool offers a multi-channel infrastructure designed to be limitless, allowing you to reach potential customers through multiple avenues without constraints.
This flexibility empowers you to diversify your cold email outreach efforts, connect with your audience through various communication channels, and increase your chances of conversion. Whether email, social media, SMS, or other communication methods, Smartlead's multi-channel capabilities ensure you can choose the channels that best align with your outreach strategy and business goals. This way, you can engage with your prospects effectively and maximize the impact of your email outreach.
Smartlead is the cold emailing tool that facilitates seamless integration with existing CRM systems and other tools through robust webhook and API infrastructure. This setup ensures real-time data synchronisation and automated processes without manual intervention. Integration platforms like Zapier, Make, and N8N enable effortless data exchange between Smartlead and various applications, supporting tasks such as lead information syncing and campaign status updates. Additionally, it offers native integrations with major CRM platforms like HubSpot, Salesforce, and Pipedrive, enhancing overall lead management capabilities and workflow efficiency. Try Now!
No. Smartlead distinguishes itself from other cold email outreach software by focusing on limitless scalability and seamless integration. While many similar tools restrict your outreach capabilities, Smartlead offers a different approach.
Here's what makes us uniquely the best cold email software:
1. Unlimited Mailboxes: In contrast to platforms that limit mailbox usage, Smartlead provides unlimited mailboxes. This means you can expand your outreach without any arbitrary constraints.
2. Unique IP Servers: Smartlead offers unique IP servers for every campaign it sends out.
3. Sender Reputation Protection: Smartlead protects your sender reputation by auto-moving emails from spam folders to the primary inbox. This tool uses unique identifiers to cloak all warmup emails from being recognized by automation parsers.
4. Automated Warmup: Smartlead’s warmup functionality enhances your sender reputation and improves email deliverability by maintaining humanised email sending patterns and ramping up the sending volume.
Ensuring the security of your data is Smartlead's utmost priority. We implement robust encryption methods and stringent security measures to guarantee the continuous protection of your information. Your data's safety is paramount to us, and we are always dedicated to upholding the highest standards of security.
Getting started with Smartlead is straightforward! Just head over to our sign-up page and follow our easy step-by-step guide. If you ever have any questions or need assistance, our round-the-clock support team is ready to help, standing by to provide you with any assistance you may require. Sign Up Now!
We're here to assist you! You can easily get in touch with our dedicated support team on chat. We strive to provide a response within 24 hours to address any inquiries or concerns you may have. You can also reach out to us at support@smartlead.ai