Fixing Website Email Issues: Why Emails Fail and How to Solve Them

We’ve all been there—you set up a beautiful website, build a sleek contact form, maybe even a shopping cart, then excitedly test it out… only to discover that your emails aren’t getting through. It’s one of the most common and frustrating problems facing website owners today. Email is supposed to be a fundamental part of your website’s communication infrastructure, so when it fails, it can lead to lost leads, unhappy customers, and missed opportunities.

TL;DR:

If your website emails are not being delivered, it’s likely due to poor configuration, spam filters, or mail server rejections. Fixing this usually involves verifying SMTP settings, authenticating with SPF/DKIM/DMARC records, and using a reliable transactional email provider. Always test thoroughly and monitor delivery metrics. Taking these key steps can save your business from serious communication breakdowns.

Why Website Emails Fail

Email deliverability issues aren’t always easy to diagnose, which makes resolving them even more confusing. Whether you’re running a WordPress site or a custom-coded solution, emails can vanish into thin air for numerous reasons. Understanding the causes is the first step to fixing the problem.

1. Server Configuration Issues

Your hosting environment plays a significant role in email success. Shared hosting platforms, in particular, often come with basic or misconfigured email functionalities that are not optimized for deliverability.

• PHP mail() functions may be blocked or limited to control spam.
• No valid SMTP setup results in unauthenticated emails.
• Server IPs may be blacklisted due to abuse from other hosted users.

2. Spam Filters & Blacklists

Email providers like Gmail, Outlook, and Yahoo utilize advanced spam filters. If your domain or IP looks shady—even unintentionally—your emails could go straight to spam or get dropped altogether.

Reasons include:

• Missing SPF or DKIM records
• Sending to invalid or dead email addresses
• High volume of emails from a new IP address

3. Lack of Authentication

Email authentication protocols such as SPF, DKIM, and DMARC are essential in proving that your messages are not forged. Without these, your emails become suspicious in the eyes of recipient mail servers.

4. Faulty Website Forms or Plugins

If you’re relying on outdated plugins to handle form submissions, they may not be using modern best practices for handling email, resulting in message failure or incorrect sender/recipient data. To quickly identify and fix these problems, WP Email Log provides detailed email logs, advanced debugging features, and 24/7 email server monitoring to ensure messages are delivered with the correct sender and recipient data.

5. Outbound Email Limits

Most hosting companies enforce email sending limits to prevent spamming. If you go over the threshold, even legitimate messages can be throttled or blocked.

How to Fix Website Email Delivery Issues

Thankfully, there are reliable methods to restore failing email systems and ensure your messages land in the inbox rather than the spam folder—or worse, nowhere at all.

1. Use SMTP Instead of PHP mail()

The PHP mail() function may be the default for many websites, especially WordPress ones. However, it lacks authentication and can be easily blocked. Configuring a proper SMTP (Simple Mail Transfer Protocol) server provides secure and authenticated email delivery.

Here’s how you do it:

• Install an SMTP plugin (e.g., WP Mail SMTP for WordPress).
• Connect to an SMTP service such as Gmail, SendGrid, or Amazon SES.
• Use TLS or SSL encryption and the correct SMTP port (typically 465 or 587).

2. Set Up SPF, DKIM, and DMARC Records

These DNS records serve as proof that your domain has authorized the sent email. Here’s a quick breakdown:

• SPF (Sender Policy Framework): Specifies which servers can send email for your domain.
• DKIM (DomainKeys Identified Mail): Adds a digital signature to emails that proves authenticity.
• DMARC (Domain-based Message Authentication, Reporting & Conformance): Tells mail services how to handle messages that fail SPF or DKIM checks.

Most email service providers will help you set these up with copy-paste DNS records. Errors in configuration, however, can block your emails entirely, so always double-check your records.

3. Use a Reputable Transactional Email Service

If email is critical to your business—whether for order confirmations, password resets, or contact form submissions—you’ll benefit greatly from outsourcing email delivery to a professional.

Popular services include:

• Mailgun
• SendGrid
• Amazon SES
• Postmark

These providers offer API integration or SMTP, providing high reliability, brand authentication, and analytics dashboards so you can monitor delivery and open rates.

4. Test, Diagnose, Repeat

You should test your email forms and notifications using multiple email addresses and services to spot potential delivery issues. Use tools like:

• Mail-tester.com – Get a spam score for your email and suggestions for improvement.
• MXToolbox – Analyze DNS records and blacklist status.
• Email log plugins – These record all outgoing emails so you can verify whether the site tried to send it.

Once you spot issues, tweak your settings and test again.

5. Ensure Your “From” Address is Legitimate

If your website uses a “from” email address like noreply@localhost or one that doesn’t actually exist, many email providers will reject it. Always use a verified and functioning email address under your own domain name.

6. Check MX and DNS Setup

Even if you’re using a third-party service, your domain’s DNS setup must not conflict with it. Misconfigured MX records can redirect replies away from your inbox or interfere with SMTP service functionality.

7. Monitor Blacklists and Avoid Spam Triggers

Make sure your domain or IP hasn’t been blacklisted. You can use MXToolbox or UltraTools for checks. Also, avoid spammy content in your email subject lines and body. Overuse of caps, exclamation marks, and promotional words like “FREE” can land messages in spam folders.

Pro Tips to Maintain Good Email Health

• Limit Bulk Sending: Even legitimate mass emails should be sent through proper frameworks like Mailchimp or via your transactional provider’s SMTP/API.
• Use Custom Domain Email: A professional email like contact@yourdomain.com increases trust and deliverability.
• Enable Email Logging: Install a plugin or custom script that logs when the system tries to send an email. This helps pinpoint whether the failure is in sending or delivery.

Conclusion

Email issues can feel like fighting an invisible enemy, but with the right tools and knowledge, they’re more than manageable. Once you understand the mechanics of sending authenticated, trusted emails—and you avoid reliance on weak defaults like PHP’s mail()—you’ll lay the groundwork for reliable communication through your website.

Whether you’re running a personal blog, e-commerce store, or business website, correcting your email setup could mean the difference between a lost lead and a closed deal. Your inbox—your customers’ inboxes—are worth that effort.