Why are my emails going to the promotions tab in Gmail? - Knowledge Base

Summary

Gmail TempFail errors are temporary delivery failures resulting from a confluence of factors. These include rate limiting by Gmail (requiring slower sending and a better IP reputation), network issues, overloaded servers, throttling, greylisting, spam filtering, and resource constraints on either the sending or receiving server. Furthermore, SPF escalation or DKIM replay attacks, as well as misconfigured or missing SPF, DKIM, and DMARC records, contribute to TempFails. Troubleshooting involves analyzing server logs, monitoring sending rates, verifying authentication, addressing network connectivity, monitoring IP reputation, examining email content, and optimizing queue management. Notably, DKIM validation does not require the recipient to be in the To: field or any signed fields.

Key findings

Rate Limiting: Sending emails too quickly leads to "TempFail - Rate limit exceeded" errors.
4xx Deferrals: Rate limiting errors are often indicated by 4xx SMTP deferral codes.
Network/Server Issues: Temporary network issues, overloaded servers, or throttling by the recipient server can cause TempFails.
Resource Constraints: Resource constraints (CPU/memory) on sending or receiving servers can lead to TempFails.
Authentication Issues: Missing or misconfigured SPF, DKIM, and DMARC records are common causes.
IP Reputation: Poor IP reputation can significantly increase the frequency of TempFail errors.
Greylisting: Receiving servers employing greylisting can temporarily reject emails, causing TempFails.
Spam Filtering: Aggressive spam filtering algorithms may flag legitimate emails, resulting in TempFails.
DKIM Flexibility: DKIM signatures don't require the recipient to be present in the 'To:' field or any signed field.
Potential SPF Escalation/DKIM Replay: TempFails can be caused by SPF escalation attacks, DKIM replay attacks or spoofing from another entity.

Key considerations

Monitor Sending Rate: Adjust sending rates to adhere to Gmail's limits; gradually increase as reputation improves.
Analyze Server Logs: Regularly review server logs for specific error codes and diagnostic information.
Verify Authentication: Ensure accurate and complete configuration of SPF, DKIM, and DMARC records.
Optimize Queue Management: Implement efficient queue management procedures on sending servers to prevent overloads.
Address Resource Constraints: Monitor and resolve CPU, memory, or I/O bottlenecks on sending and receiving servers.
Improve IP Reputation: Proactively manage IP reputation through IP warming, list hygiene, and adherence to best practices.
Check Network Connectivity: Verify network paths to Gmail, assessing firewall rules, DNS configurations, and routing.
Assess Email Content: Review email content for triggers of spam filters, employing clear and concise messaging.
Monitor External Reputation: Keep an eye on how your IP is regarded to flag any reputational errors.

What email marketers say

11 marketer opinions

Gmail TempFail errors are temporary delivery issues that can stem from various causes. These include transient server issues, rate limiting, greylisting, network connectivity problems, spam filtering, authentication issues (SPF, DKIM, DMARC), and IP reputation. Troubleshooting involves checking server logs for specific error messages, monitoring sending rates, verifying authentication settings, assessing network connectivity, and evaluating email content for spam triggers. Proper email authentication and maintaining a good IP reputation are also crucial.

Key opinions

Transient Errors: TempFails often manifest as transient or deferred errors in server logs.
Connection Rejection: If the connection to Gmail's MTA is not accepted, it can cause TempFails and may not be logged in standard logs.
Rate Limiting: "TempFail - Rate limit exceeded" indicates sending too quickly, necessitating a reduction in sending rate.
Server Configuration: TempFails often stem from needing to check server logs, checking server health with a tool such as MXToolbox, and ensuring your SPF and DKIM records are correctly configured.
Greylisting: Greylisting (temporary rejection to filter spam) can trigger TempFails, requiring proper retry configurations.
Network Issues: Network connectivity issues between your mail server and Gmail can result in TempFails, so one must check DNS settings, firewall rules, and routing.
Spam Filters: Gmail's spam filters can cause TempFails if email content is flagged as suspicious; avoid spammy content.
Authentication: Incorrect SPF, DKIM, and DMARC records can lead to TempFails, indicating the need for proper email authentication configuration.
IP Reputation: Poor IP reputation can increase TempFail frequency; improve reputation through IP warming and best practices.

Key considerations

Log Analysis: Regularly monitor and analyze mail server logs for specific error messages related to TempFails to diagnose underlying issues.
Sending Rate: Adjust sending rates to avoid exceeding Gmail's rate limits, especially when initiating new campaigns or sending to large lists.
Authentication Setup: Ensure proper configuration of SPF, DKIM, and DMARC records to authenticate emails and improve deliverability.
Content Review: Review email content and subject lines to minimize triggers for spam filters, maintaining a professional and relevant tone.
Network Configuration: Verify network connectivity between your mail server and Gmail's servers, addressing DNS issues, firewall rules, and routing problems.
IP Reputation Monitoring: Continuously monitor IP reputation using available tools and take proactive steps to maintain a positive reputation.
Retry Mechanism: Ensure that mail servers are configured to properly retry sending emails after a TempFail, adhering to SMTP standards.
MXToolbox Utilisation: Regularly use MXToolbox and other mail server health tools to identify DNS issues, SMTP errors, and blacklist listings that may cause temporary failures.

Marketer view

Email marketer from Sendgrid community shares that poor IP reputation can cause more frequent TempFail errors. Use tools to check your IP reputation and take steps to improve it, such as warming up your IP address and following email best practices.

13 Aug 2021 - Sendgrid Community

Marketer view

Email marketer from Port25 mentions that proper email authentication with SPF, DKIM, and DMARC is crucial. Incorrect authentication can cause mail servers to temporarily reject your emails.

2 Jul 2021 - Port25 Solutions

What the experts say

8 expert opinions

Gmail TempFail errors arise from various factors, including rate limiting, temporary network issues, server overload, and throttling. Resolving these involves adjusting sending speeds, monitoring server logs for error codes, and building a better sender reputation. Suspicious activity like SPF escalation or DKIM replay might also contribute. Crucially, recipients may not need to be in any specific or signed fields for DKIM validation, complicating troubleshooting.

Key opinions

Rate Limiting: Sending too quickly often triggers "TempFail - Rate limit exceeded" errors, requiring a reduction in sending rate.
4xx Deferral: Rate limiting errors typically manifest as 4xx deferrals.
SPF Escalation/DKIM Replay: Domain-based reporting might indicate SPF escalation or DKIM replay attacks where mail isn't from your servers.
DKIM Recipient Independence: DKIM validation doesn't require the recipient to be in the To: or any signed fields.
Network Issues/Server Overload: Temporary network issues or overloaded receiving servers can cause TempFails.
Throttling: Receiving servers might throttle connections, leading to temporary delivery failures.

Key considerations

Sending Speed: Adjust sending speed to avoid rate limits and gradually increase as reputation builds.
Log Monitoring: Regularly check mail server logs for specific error codes to diagnose issues.
Sender Reputation: Focus on improving sender reputation to allow faster sending speeds.
Suspicious Activity Checks: Investigate potential SPF escalation or DKIM replay attacks if domain-based reporting indicates issues.
Throttling Monitoring: Monitor sending limits and adapt sending patterns to avoid triggering throttling.

Expert view

Expert from Email Geeks shares that in the short term, you should send slower to avoid "TempFail - Rate limit exceeded" errors. In the longer term, you should build a better reputation to allow sending faster.

13 Mar 2023 - Email Geeks

Expert view

Expert from Email Geeks answers that rate limiting errors are likely a 4xx deferral.

12 Jan 2024 - Email Geeks

What the documentation says

4 technical articles

Gmail TempFail errors, as defined by documentation, indicate a temporary unavailability of the receiving server. These errors are represented by 4xx SMTP reply codes, with the retry schedule determined by the receiving server. Causes can include resource constraints on the receiving server (CPU/memory) and overloaded queues. Proper queue management and monitoring server performance are essential for resolving these issues.

Key findings

Temporary Unavailability: TempFails indicate the receiving server is temporarily unavailable.
4xx SMTP Codes: These errors are signaled by 4xx SMTP reply codes.
Retry Schedule: The receiving server determines the retry schedule for TempFails.
Resource Constraints: Resource constraints (CPU/memory) on the receiving server can cause temporary errors.
Queue Overload: Overloaded queues on the sending server can also result in TempFails.

Key considerations

Server Monitoring: Monitor server performance to identify and address resource bottlenecks (CPU/memory).
Queue Management: Implement efficient queue management to prevent queue overload and ensure timely email processing.
Retry Configuration: Ensure proper configuration for retrying failed deliveries according to SMTP standards.
Underlying Infrastructure: Monitor mail server health via MXToolbox and other tooling to highlight the cause of the error.

Technical article

Documentation from Postfix.org explains proper queue management is critical for mail servers. Tempfails can occur if the queue is overloaded. Ensure your server is configured for efficient queue processing.

5 Aug 2023 - Postfix.org

Technical article

Documentation from Microsoft Learn notes that in Exchange Server, temporary errors can occur due to resource constraints on the receiving server (e.g., CPU or memory). Monitoring server performance and addressing bottlenecks can help resolve these issues.

26 Sep 2022 - Microsoft Learn