When your emails are blocked by a client, it means that messages you send are not reaching their inbox. This can happen for various reasons, such as your email being flagged as spam, technical settings on your mail server, or security filters on the client's side. For a small or mid-sized Australian business, this disruption can cause missed opportunities, delayed projects, and strained customer relationships.
Why this matters for Australian SMBs
Email is a critical communication tool for most businesses. If your emails are blocked, you risk losing timely contact with clients or suppliers, which can slow down workflows and damage trust. In regulated industries, failing to deliver important information can also create compliance headaches. Additionally, blocked emails may indicate underlying issues like compromised accounts or poor email reputation, which could expose your business to cyber risks.
A typical scenario
Consider a 50-employee Australian consulting firm using Microsoft 365 for email. One of their major clients reports they aren't receiving proposals or invoices. The IT team discovers the client's email system has marked their domain as suspicious due to previous spam reports or misconfigured settings like SPF, DKIM, or DMARC records. The IT provider works with both parties to correct email authentication records and request removal from blacklists, restoring normal communication within a day.
Practical checklist: What to do if your email is blocked
- Confirm the issue: Ask your client for bounce-back messages or error codes. These often indicate why emails were blocked.
- Check your email setup: Verify your Microsoft 365 domain has correct SPF, DKIM, and DMARC records configured. These help prove your emails are legitimate.
- Review your sending reputation: Use online tools or ask your IT provider to check if your domain or IP address is listed on email blacklists.
- Scan for compromised accounts: Ensure no user accounts are sending spam or phishing emails without your knowledge.
- Communicate with your client's IT team: Request they whitelist your domain or IP address once issues are resolved.
- Ask your IT provider: How do they monitor and maintain email deliverability? What processes do they have for resolving blocked email incidents?
- Consider email security services: Such as Microsoft Defender for Office 365, which can help prevent your emails from being flagged as malicious.
What to ask your IT provider
- Do you regularly audit and update our email authentication records?
- How quickly can you respond if a client reports blocked emails?
- Can you provide reports on email deliverability and security incidents?
- What steps do you take to prevent compromised accounts from affecting our email reputation?
If you experience blocked emails, it's important to act quickly and methodically. Working with a knowledgeable managed IT provider who understands Microsoft 365 email settings and security can help you resolve issues efficiently and reduce the risk of recurrence. Reach out to your trusted IT advisor to review your email configuration and incident response processes, ensuring your business communications remain reliable and professional.