This article contains the best practices for outgoing email from your server to the internet. These practices must be followed so that your emails do not get filtered, blocked, or marked as spam by anti-spam systems/ organizations.
Why protective measures to outgoing emails?
For every IP available with our products and services, as an internet service provider, we will register and reserve it with organizations such as RIPE or ARIN. This means that we appear as the IP abuse contact for litigation in the WHOIS database.
If an IP is reported to organizations such as Spamhaus and SpamCop etc.., which work to combat spam, malicious websites and phishing, then the reputation of the entire network is at stake.
It is therefore important that we takes care of the reputation, quality and security of the network, which also forms an important part of your service. There are spam filters applied in our Canada data center those monitor and filter spamming from emails.
How does the protection system work in Canada data center?
The system is based on the Vade Retro anti-spam technology.
What to do after receiving an email alert
Important steps to take on receiving a block alert BEFORE the affected IP can be unblocked.
- You should stop sending email (e.g. stop all mail software such as qmail, Postfix, Sendmail etc.)
- Check the email queue (e.g. qmHandle for qmail, postqueue -p for Postfix)
- Analyse your logs using the Message-ID found in the block alert
Please note: It is not possible to get a whitelisting, i.e. a filtering exclusion on the outgoing emails from your server.
We can only assist you with the logs diagnosis, if the Message-IDs are unknown and not part of your legitimate emails or mailing lists.
False Positives
If you have checked and found that Message-ID are from your legitimate email, you should then ensure that your email messages comply with the RFC and the Best Practices indicated below. If they do comply, you can inform us by sending a sample of your email (including header). We can provide support for next steps. Please open a ticket with details.
Best Practices
Best practices are recommended methods which are often based on RFC documents and are intended to advise you on the best way for configurations. In this instance, this means the basic rules to follow so that your emails are not marked as spam.
Sending Volume
If your outgoing email volume is very high, you are advised to:
- Reserve an IP block dedicated solely to email usage
- Provide an 'abuse' address on this block in order to receive complaints
- Configure reverses on all IPs correctly
This operation will enable you to simultaneously isolate the IP and domain reputation if you send emails for various domains, to receive the complaints, and thus do what is necessary to get unblocked by various organizations. It also enables you to locate a problem more quickly on a form that uses domain X or Y, as the emails are not sent out from the same IP and don't have the same reverse.
Email Content
Avoid using spammer keywords in your emails such as “buy” and “last chance”, and avoid capital letters, impersonal subjects, exclamation marks, and % discounts.
Don't forgot to provide an unsubscribe link for people who have not requested to receive your email or who believe it to be illegitimate.
Be particularly careful to ensure that your emails contain the sender's address (or an alias), a subject, and a correct ratio of text, images and links in the body of the message.
The text vs. image and text vs. link ratio must be high. Don't overload the email with hypertext links and avoid Javascript.
FBL - Feedback Loop
This system will enable you to follow up on feedback provided by some internet service providers directly, informing you that their users have marked your message as illicit, and that it has thus been classified as spam. This will enable you to interact with these ISPs directly concerning your reputation. Some FBLs:
Authentication
Some authentication services enable you to protect your reputation.
- Sender-ID
An email authentication technology developed by Microsoft which validates the authenticity of your domain name by verifying the IP address of the sender. This technology is based on the IETF standard: RFC4406
- SPF
Sender Policy Framework is a standard for verifying the domain of the sender. It is based on RFC4408 and consists of adding an SPF or TXT field to the domain DNS, which contains the list of IPs authorized to send emails from this domain.
- Reverse DNS
Reverse enables your IP to be "translated” into your domain. That allows the domain associated with the IP address to be found.
- DKIM
DKIM This standard is described in RFC4871.
AOL, Google (Gmail) work on this basis. Official website: DKIM
