Keep your emails out of your clients' spam folders
What to set up on your side, and the short checklist to send a new client, so proposals, invoices and replies land in their inbox with your pictures showing.
Two kinds of email leave your workspace
Messages you write yourself, in the Inbox or on a project, go out from your own connected mailbox. Automated messages, such as invoices, receipts, booking confirmations and workflow emails, go out from your workspace's sending address. Until you verify your own domain, that address is a shared Skytona one carrying your business name.
Mail providers judge each sender separately. A client who already knows your address can still see the first automated invoice land in spam, because it arrived from a sender they have never seen.
Set up your side once
Three settings do most of the work. Each takes a few minutes and you only do it once.
- 1Connect your mailboxSettings, My Account, Email & signature, Connect Gmail. Your messages then come from your own address, which clients already trust, and their replies land in your Inbox.
- 2Verify your domainSettings, Company, Email, Sending domain. Add the records shown at your domain provider, then press Verify domain. Automated messages then come from your company address instead of the shared one. Records can take up to 48 hours to appear.
- 3Keep one address per clientSend a client's first message from the same mailbox you will use for the rest of the relationship. Providers build trust per sender, and switching addresses resets it.
Copy and paste
The checklist to send a new client
Most spam filters learn from the recipient. One reply and one address book entry on their side does more than anything you can do on yours. Send these four lines with your first email, or paste them into your welcome template. Clients of Skytona itself can be sent the ready-made guide, Make sure emails from Skytona reach you, listed under related articles below.
- 1Reply to this first email, even with one word. Your mail provider then treats future messages from us as wanted.
- 2Add our address to your contacts or safe senders list. In Outlook that is Junk, Never Block Sender. In Gmail, open the message and choose Add to Contacts.
- 3If a message is missing, check Spam or Junk once and mark it Not spam. In Gmail also check Promotions.
- 4At a company with its own mail filter, ask your IT team to allow our domain. Filters that quarantine first-time senders release everything after that.
Pictures showing as empty boxes
Outlook and many company filters hide pictures from senders they do not know yet, so a signature photo or logo shows as a placeholder. Nothing is broken. The same safe-sender step fixes it, or the reader can choose Download pictures once.
Habits that keep you out of spam
Deliverability is mostly reputation, and reputation is built by ordinary behaviour over time.
First contact is personal
Write the first message to a new client yourself. Let the automated messages follow once they have replied.
Campaigns go to people who asked
Send email campaigns only to contacts who signed up. A few spam reports from strangers can hurt delivery to every client.
Say what the message is in the subject
Invoice 1042 from Acme Studio beats Quick question. Clear subjects get opened, and opened mail teaches providers you are wanted.
Keep the signature light
A photo, a logo and a few social icons is plenty. Every extra picture is one more thing a cautious mail client hides, and text is never blocked.
Do I need to verify my domain if I connected my mailbox?
Your own messages are covered by the mailbox. Verifying the domain covers the automated ones, so a client sees the same company name on an invoice as on your replies.
Can Skytona make a client's spam filter trust me?
No provider can. Authentication proves the mail is really from you; only the recipient's own actions, a reply or a contact entry, tell their filter the mail is wanted.
A client says they never got an invoice. What do I check first?
Open the invoice. Its status history shows when it was sent and to which address. Then ask them to check Spam or Junk and add the sending address to their contacts. Resend only after that, so the resend does not land in the same place.
Still have questions?
Contact Skytona or open the right portal.
The public help center explains the why, the what, and the next step. Project-specific details should stay in your portal.