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guide
Email deliverability playbook
Keep support messages out of spam folders with technical and content best practices.
10 min•operations•
email
operations
1. Authenticate properly
- Complete SPF, DKIM, and DMARC setup per the domain checklist.
- Rotate DKIM keys annually or after vendor changes.
- Align envelope sender (MAIL FROM) with visible From address when possible.
2. Monitor reputation
- Add postmaster tools (Google, Microsoft) for each sending domain.
- Track bounce, spam complaint, and block rates in NexusCore analytics.
- Investigate sudden dips in inbox placement with your ESP.
3. Warm up new domains
- Start with small daily volumes (hundreds) and ramp gradually.
- Prioritize transactional emails before high-volume campaigns.
- Mix in responses from high-engagement customers.
4. Craft reliable content
- Keep subject lines clear and avoid spam trigger phrases.
- Personalize with customer name, ticket ID, or order details.
- Maintain consistent signatures and contact information.
- Provide easy opt-out for proactive messaging.
5. Handle bounces and complaints
- Configure Mesh automation to suppress hard-bounced addresses automatically.
- Investigate soft bounces; retry within 24 hours or route to alternate channel.
- Remove contacts who submit spam complaints to protect reputation.
6. Review regularly
- Monthly: audit templates, macros, and domain health dashboards.
- Quarterly: refresh inbox placement tests using third-party tools.
- Annually: renegotiate sending limits with providers if volume grows.
Healthy deliverability keeps critical support updates and AI-assisted replies in your customers’ inboxes.
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