Why am I not receiving emails after filling out a webform?

Key findings

• Configuration errors: Simple typos in recipient email addresses or 'from' fields are frequent culprits preventing delivery.
• Authentication issues: Lack of proper SPF, DKIM, and DMARC records can lead to emails being marked as spam or rejected. This is a primary reason WPForms often fails to send email.
• SMTP setup: Many web servers are not configured to send emails directly, requiring a dedicated SMTP service for reliable delivery.
• Sender reputation: Poor sender reputation or being listed on a blocklist can cause legitimate webform emails to be blocked. Regularly check your email deliverability factors.

Key considerations

• Check webform settings: Verify recipient email addresses, 'from' email addresses (ensure they are on your domain), and any conditional logic.
• Review email logs: Examine your web server's mail logs or the logs of your email service provider for delivery failures or error messages.
• Test sender authentication: Ensure your domain's SPF, DKIM, and DMARC records are correctly configured and aligned.
• Consider transactional email services: For critical notifications, using a dedicated transactional email service can significantly improve deliverability compared to native PHP mail functions.
• Check spam folders: Always advise users to check their spam or junk folders, as legitimate emails can sometimes be misclassified.

Key opinions

• Initial checks: Marketers first check simple things like typos in email addresses or incorrect 'from' email settings within the form plugin. This is a common troubleshooting step for form notification emails.
• Spam folder suspicions: A frequent assumption is that the emails are landing in the spam folder, especially if delivery reports show success. This points to a need to understand why welcome emails might go to spam.
• Hosting or plugin issues: Many marketers suspect their web hosting environment or a specific form plugin (e.g., WordPress forms) is to blame when emails fail to send.
• Hidden problems: The most frustrating aspect is when logs indicate emails are sent, but recipients claim they never arrived, suggesting emails are silently dropped.

Key considerations

• 'From' address best practices: Always configure the 'from' email address to be on your domain. Using generic emails like Gmail or the submitting user's email can cause authentication failures.
• SMTP plugin usage: For WordPress and similar CMS platforms, using an SMTP plugin (like WP Mail SMTP) is crucial for bypassing unreliable PHP mail functions and routing emails through a proper mail server.
• Confirmation processes: Implement double opt-in or confirmation emails for webform submissions where appropriate, but ensure these confirmation emails themselves are deliverable.
• User communication: Inform users to check their spam folders for webform confirmations, and provide an alternative contact method if emails don't arrive.

Key opinions

• Log analysis: Experts primarily rely on server and email service provider logs to trace email paths and identify specific failure points. If logs show an email was processed, it indicates the issue is likely downstream.
• Authentication validation: Checking for correct SPF, DKIM, and DMARC setup is paramount, as misconfigurations are leading causes of rejection. This is part of a simple guide to email authentication.
• IP and domain reputation: Being on an email blocklist or having a poor sender reputation can cause legitimate emails to be blocked without bounce-backs. Understanding what happens when your domain is on a blacklist is key.
• Recipient server policies: Different email providers have varying spam filtering algorithms and policies that can affect deliverability, even for transactional messages. A Quora discussion also points to spam filter changes as a likely issue.

Key considerations

• Analyze bounce codes: If bounces occur, understanding the specific SMTP error codes can pinpoint the exact reason for non-delivery.
• Monitor blocklists: Regularly check if your sending IP or domain is listed on major public blocklists, which can immediately halt delivery.
• Sender address consistency: Ensure the 'from' address in your webform matches the authorized sending domain, especially when using third-party SMTP services.
• SPF DNS timeout: Awareness of the hidden SPF DNS timeout issue with Microsoft can be crucial for diagnosing delivery problems to Outlook/Microsoft 365.

Key findings

• SMTP configuration: Many documentation sources identify the lack of proper SMTP configuration as the leading cause for webform emails not sending, particularly for CMS platforms like WordPress.
• Email authentication: Official guides stress the importance of correctly setting up SPF, DKIM, and DMARC records to ensure emails are authenticated and not flagged as spam.
• From address validation: Documentation often advises using an email address within the current domain for the 'from' field to comply with sender policies and improve delivery rates.
• Server-side filtering: Practical guides for IT administrators, like those on Practical365, explain how Exchange mailbox or other mail server configurations and filtering rules can prevent webform emails from being received. This is a common issue with Exchange.

Key considerations

• Review plugin settings: Carefully check all email-related settings within your specific webform plugin or CMS configuration.
• Verify DNS records: Ensure your domain's SPF, DKIM, and DMARC DNS records are correctly published and validated. For DMARC, monitor reports to fix common DMARC issues.
• Test with an email testing tool: Use online tools to send a test email from your webform to diagnose deliverability issues and identify potential spam triggers. These help you understand your spam rate.
• Consult server logs: Access and interpret your web server's mail logs for specific error messages that indicate why an email failed to send or was rejected.