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Emails can land in your company’s spam firewall for a variety of reasons. Spam filters use complex algorithms and heuristics to assess incoming emails and determine whether they are legitimate or potentially malicious. Here are some common reasons why an email might be flagged as spam:

  1. Content Analysis: Spam filters analyze the content of an email, including the text, images, and links. Emails that contain certain keywords or phrases commonly associated with spam, such as offers for cheap pharmaceuticals, can trigger the spam filter.

  2. Sender Reputation: The reputation of the sender’s email server or domain is an important factor. If the sender’s domain or IP address has a history of sending spam, their emails are more likely to be marked as spam.

  3. Authentication and Spoofing: Emails with missing or incorrectly configured authentication mechanisms, such as SPF (Sender Policy Framework) and DKIM (DomainKeys Identified Mail), may be flagged as suspicious. Conversely, emails that appear to be spoofing a trusted sender can also be flagged.

  4. Volume and Frequency: Sending a large number of emails in a short period or sending emails to a large number of recipients can trigger spam filters. Spammers often send emails in bulk, so this is a common pattern.

  5. Attachments and Links: Emails with attachments or links to potentially harmful websites can be seen as suspicious. This is especially true if the attachment contains malware or if the linked website is known for phishing or other malicious activities.

  6. HTML and Formatting: Poorly formatted or overly complex HTML in an email can trigger spam filters. Additionally, the use of invisible text or hidden links can be a red flag.

  7. User Feedback: Spam filters may take into account reports from users who mark certain emails as spam. If multiple users flag an email from a specific sender or with particular content, it can contribute to it being marked as spam.

  8. Blacklists: Spam filters often reference blacklists of known spammers and malicious domains. If an email’s sender or content matches an entry on one of these lists, it can result in the email being classified as spam.

  9. IP Reputation: The reputation of the IP address from which the email was sent matters. If that IP is associated with spammy behavior, it can lead to the email being flagged.

  10. Spammy Characteristics: Emails with excessive use of capital letters, excessive punctuation, or certain types of encoding can be seen as spammy.

To prevent legitimate emails from being marked as spam, companies can configure their spam filters carefully, use authentication methods, and maintain a good sender reputation. It’s also important for recipients to check their spam foldersĀ  and privders firewalls regularly and mark legitimate emails as “Not Spam” to help train the spam filter.

Keep in mind that spam filters are not perfect, and occasionally, legitimate emails may still end up in the spam folder, and spam may get through to the inbox. Regularly reviewing and fine-tuning your company’s spam filter settings is essential to strike a balance between blocking unwanted emails and ensuring important messages are not missed.