Summary
Recurring Proofpoint listings arise from a combination of factors, including: poor sender reputation (due to high complaint rates, sending to invalid addresses, and inconsistent volume), lack of recipient engagement, hitting spam traps, sending emails with attachments, absence of proper email authentication (SPF, DKIM, DMARC), high bounce rates, problematic content, IP reputation issues, non-compliance with SMTP standards, and exceeding email sending limits. Resolving these issues requires a multifaceted approach encompassing monitoring and improving sender/IP reputation, meticulous list hygiene and validation, robust email authentication, content optimization, email segmentation, adherence to sending limits and SMTP standards, considering Proofpoint's complex filtering criteria, and potentially suppressing Proofpoint-hosted domains.
Key findings
- Sender Reputation: Poor sender reputation is a leading cause, influenced by complaints, invalid addresses, and sending volumes.
- Recipient Engagement: Lack of engagement, such as ignored or deleted emails, degrades deliverability.
- Spam Traps: Hitting spam traps can lead to immediate listing.
- Email Authentication: Absence of SPF, DKIM, and DMARC makes emails appear less trustworthy.
- Content Filters: Proofpoint actively uses content filters to block spam.
- IP Reputation: Poor IP reputation triggers filtering and blocking.
- SMTP Compliance: Violations of SMTP standards lead to deliverability issues.
- Email Limits: Exceeding sending limits causes emails to be marked as spam or blocked.
- Attachments: Proofpoint can block emails with attachments.
- Direct complaints: High levels of complaints directly to proofpoint effect listings.
Key considerations
- Monitor Sender Reputation: Use tools like Google Postmaster Tools to track and improve sender reputation.
- Clean and Validate Lists: Implement double opt-in and regularly remove inactive and invalid addresses.
- Implement Authentication: Set up SPF, DKIM, and DMARC to verify email authenticity.
- Optimize Content: Avoid spam trigger words and ensure relevant, engaging content.
- Segment Email Lists: Send targeted content based on user preferences and behavior.
- Adhere to Standards: Comply with all relevant SMTP standards.
- Respect Limits: Understand and adhere to sending and recipient limits.
- Contact Proofpoint Postmaster: Contact postmaster@proofpoint for specific guidance.
- Monitor IP Reputation: Check IP reputation on reputable blacklists.
- Preview Emails: Preview and test emails across clients to catch potential issues.
- Consider suppression: Consider supressing Proofpoint domains.
What email marketers say
11 marketer opinions
Recurring Proofpoint listings can stem from various issues, primarily related to sender reputation and engagement. Common causes include poor sender reputation due to high complaint rates, sending to invalid email addresses, and inconsistent sending volumes. Lack of recipient engagement, hitting spam traps, using non-authenticated emails, high bounce rates, and problematic content can also contribute. Suppression of Proofpoint hosted domains has also been used as a strategy. Resolving these listings requires a multi-faceted approach, including sender reputation monitoring, email list cleaning and validation, implementing email authentication (SPF, DKIM, DMARC), content optimization, email segmentation, and adhering to SMTP standards.
Key opinions
- Sender Reputation: Poor sender reputation, influenced by complaints, invalid addresses, and inconsistent volumes, is a primary driver of Proofpoint listings.
- Recipient Engagement: Low recipient engagement, such as ignoring or deleting emails, can negatively impact deliverability with Proofpoint.
- Spam Traps: Hitting spam traps, particularly pristine traps, results in Proofpoint blocking emails.
- Email Authentication: Lack of SPF, DKIM, and DMARC authentication leads to emails being flagged as potentially fraudulent.
- Email Content: Using spam trigger words or irrelevant content causes Proofpoint to identify and block emails.
- Engagement Data: Lack of engagement could result in proofpoint listings
- Attachments: Proofpoint can block for attachments.
Key considerations
- Monitor Sender Reputation: Regularly monitor sender reputation using tools like Google Postmaster Tools and address any identified issues promptly.
- Clean and Validate Email Lists: Implement double opt-in for new subscribers and regularly clean your email list to remove inactive or invalid addresses to reduce bounce rates and spam complaints.
- Implement Email Authentication: Implement SPF, DKIM, and DMARC to verify the authenticity of your emails.
- Optimize Content: Ensure email content is relevant, engaging, and avoids spam trigger words. Regularly review and update email templates to optimize content for deliverability.
- Segment Email Lists: Segment email lists based on user preferences and behaviors to send targeted, personalized content and improve engagement.
- Adhere to SMTP Standards: Ensure email sending practices comply with all relevant SMTP standards, including proper header formatting and authentication.
- Preview Emails: Always preview your emails across different email clients and devices to ensure they render correctly and avoid issues that might trigger spam filters.
- Suppression: Consider supressing Proofpoint hosted domains.
Marketer view
Email marketer from ZeroBounce shares that regularly validating your email list is an important step in improving deliverability. They explain that email validation helps identify and remove invalid, risky, and inactive email addresses, reducing the risk of bounces and spam complaints.
6 Apr 2025 - ZeroBounce
Marketer view
Email marketer from Email Marketing Forum explains that hitting spam traps can definitely cause recurring Proofpoint listings. He suggests that you make sure you implement double opt-in for new subscribers and regularly clean your email list to remove inactive or invalid addresses.
5 Nov 2023 - Email Marketing Forum
What the experts say
4 expert opinions
Recurring Proofpoint listings are influenced by direct recipient complaints, complex Proofpoint reputation systems, and overall domain health. High complaint rates, even seemingly small percentages, are significant. Proofpoint's filtering considers factors beyond just IP, requiring tailored sending practices. Maintaining a good domain reputation, including avoiding blocklists and proper email authentication (SPF, DKIM, DMARC), is crucial. Monitoring tools like Google Postmaster Tools can help.
Key opinions
- Direct Complaints: Recipients reporting emails directly to Proofpoint because they don't want the mail significantly impacts listings.
- Complaint Threshold: Even seemingly low complaint rates (e.g., 0.03%) can be considered very high and trigger issues.
- Complex Filtering: Proofpoint's filtering considers numerous factors beyond IP address, requiring a holistic approach to deliverability.
- Domain Reputation: Domain reputation, including blocklist status and authentication configuration, is a key factor in Proofpoint listings.
Key considerations
- Contact Proofpoint Postmaster: Contact postmaster@proofpoint for assistance in troubleshooting and understanding specific listing reasons.
- Tailor Sending Practices: Adapt sending frequency, content, and recipient engagement based on Proofpoint's specific filtering criteria.
- Monitor Domain Health: Ensure your domain is not on any major blocklists and is correctly configured with SPF, DKIM, and DMARC.
- Use Monitoring Tools: Utilize Google Postmaster Tools or similar platforms to monitor domain and sender reputation.
Expert view
Expert from Spamresource.com suggests ensuring your domain reputation is good to avoid Proofpoint listings. Spamresource.com recommends ensuring your domain is not on any major blocklists, your domain is correctly configured with SPF, DKIM, and DMARC, and you monitor your domain reputation through tools like Google Postmaster Tools to maintain a good reputation.
13 Apr 2025 - Spamresource.com
Expert view
Expert from Email Geeks explains that any complaints are going to be from people who bother to send you a complaint manually and that 0.03% is incredibly high.
9 Sep 2022 - Email Geeks
What the documentation says
5 technical articles
Recurring Proofpoint listings are related to IP and sender reputation, adherence to email standards, list hygiene, and adherence to email limits. Proofpoint uses IP reputation as a filtering factor. Strict compliance with SMTP standards is critical. Sender reputation, particularly with Gmail, influences deliverability. Maintaining a clean email list, preventing blocklisting, and respecting email limits are essential for avoiding filtering and blocks.
Key findings
- IP Reputation: Proofpoint utilizes IP reputation as a key factor in determining email filtering.
- SMTP Compliance: Adherence to SMTP standards is crucial for avoiding spam flags and blocks.
- Sender Reputation (Gmail): Sender reputation, particularly with Gmail users, is an important indicator of overall deliverability performance.
- List Hygiene: Maintaining a clean email list by removing invalid addresses and unsubscribing inactive users prevents blocklisting.
- Email Limits: Exceeding email sending and recipient limits can lead to emails being blocked or flagged as spam.
Key considerations
- Monitor IP Reputation: Regularly monitor IP reputation using reputable blacklists and take steps to improve it if found to be poor.
- Review SMTP Compliance: Ensure email sending practices comply with all relevant SMTP standards, including proper header formatting and authentication.
- Monitor Sender Reputation (GPT): Use Google Postmaster Tools to monitor sender reputation metrics and identify any potential issues impacting deliverability, which has indicators to improve Proofpoint deliveries
- Implement List Hygiene: Implement double opt-in for new subscribers and regularly clean email lists to remove invalid and inactive addresses.
- Respect Email Limits: Understand and adhere to sending and recipient limits to prevent emails from being blocked or flagged as spam.
Technical article
Documentation from Spamhaus explains the importance of maintaining a clean email list to avoid being listed on their blocklists, which can affect deliverability with Proofpoint. The documentation recommends removing invalid email addresses, unsubscribing inactive users, and implementing a double opt-in process for new subscribers.
10 Apr 2023 - Spamhaus
Technical article
Documentation from Proofpoint Knowledge Base states that Proofpoint utilizes IP reputation as one factor in determining email filtering. They explains that if an IP address is associated with spam or malicious activity, Proofpoint may block or filter emails from that IP address. To resolve this, they suggest monitoring IP reputation using reputable blacklists and taking steps to improve it if it's found to be poor.
12 Dec 2024 - Proofpoint
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