Symptoms#
- Messages landing in spam despite previously good placement
- Bounces mentioning policy, authentication, or reputation
- Provider dashboards showing a drop in reputation or authentication pass rate
Diagnosis steps#
- Confirm the configuration is live: query DNS from an external resolver and check the sending platform's settings page.
- Send to a seed mailbox and read the full headers, especially Authentication-Results.
- Compare the domains in From, Return-Path, and DKIM d= for alignment.
- Check provider dashboards (Google Postmaster Tools, Microsoft SNDS) for reputation and error rates.
- Review recent changes: new vendors, DNS edits, list imports, volume spikes.
Likely causes#
- Tracking in a spreadsheet separate from the inbox.
- Following up too quickly on non-urgent asks.
Fix and re-verify#
- Tag or snooze every message that needs a reply from someone else.
- Set a default follow-up window per contact type.
- Let an assistant draft the follow-up so the action is one click.
- Review the waiting list each morning.
Frequently asked questions#
How long should I wait before following up?
Two to four business days for most professional asks; sooner if there is a stated deadline.