Email is an essential communication tool for businesses and individuals. Whether you’re sending client proposals, newsletters, or day-to-day updates, ensuring your emails reach the intended recipients is vital. Yet, domain owners in the UAE and GCC often face a unique set of email delivery challenges. In this article, we’ll discuss the most common issues encountered in our region and share practical ways to troubleshoot them—before you reach out to AEserver’s support team.
1. DNS Misconfigurations #
The Issue #
DNS (Domain Name System) records dictate how email is routed. If your domain’s MX records, SPF, DKIM, or DMARC settings are misconfigured or missing, your emails can bounce back or get flagged as spam. In the UAE and GCC, where local and international email gateways may have different spam rules, any small DNS error can cause big delivery problems.
How to Avoid #
- Check MX Records: Ensure your MX records point to the correct mail server. After any updates, allow time for DNS propagation (up to 24 hours).
- Implement SPF, DKIM, DMARC:
- SPF (Sender Policy Framework) validates your mail server and reduces spoofing.
- DKIM (DomainKeys Identified Mail) attaches a digital signature to each email, proving it’s genuinely sent from your domain.
- DMARC (Domain-based Message Authentication, Reporting & Conformance) adds an extra layer of policy enforcement and reporting.
- Use Online DNS Lookup Tools: Quickly verify your DNS setup and check that everything is valid.
2. Email Blacklisting and Spam Filters #
The Issue #
If your domain or IP address has been flagged for sending spam (even unintentionally), it might end up on a blacklist. In the UAE and GCC, local ISPs and telecommunications providers (like Etisalat, du, STC, Omantel, etc.) are particularly strict about spam.
How to Avoid #
- Monitor Sending Reputation: Regularly check your domain and IP against common blacklists (such as Spamhaus, Barracuda, etc.).
- Use Double Opt-In: For newsletters and marketing campaigns, always use a confirmed (double) opt-in process to reduce spam complaints.
- Maintain Clean Email Lists: Remove invalid or inactive addresses to minimize bounce rates.
- Opt for a Dedicated IP (if applicable): Shared IPs can be negatively impacted by other users’ bad practices. A dedicated IP gives you full control over your sending reputation.
3. High Spam Score / Bulk Emailing Practices #
The Issue #
Sending bulk emails—such as newsletters or promotional campaigns—without following best practices can cause legitimate emails to be marked as spam. Keyword stuffing, misleading subject lines, and poorly formatted HTML can trigger spam filters.
How to Avoid #
- Professional Email Marketing Tools: Use reputable services (e.g., Mailchimp, Constant Contact, SendinBlue) designed to handle large sends and manage unsubscribes.
- Personalize Your Content: Avoid generic or spammy language. Personalization and relevant content help reduce spam scores.
- Test Before You Send: Many email marketing platforms offer a ‘spam check’ feature to gauge how likely your email is to be flagged.
4. Port Blocking and ISP Restrictions #
The Issue #
Internet Service Providers in the UAE and GCC often block certain ports (such as 25) to cut down on spam. This can interfere with your outgoing emails or cause them to bounce.
How to Avoid #
- Use Secure Ports: Configure your email client to use secure SMTP ports (e.g., 587 with TLS/SSL, or 465 with SSL) instead of the default port 25.
- Check Your Firewall Settings: Ensure your local firewall or router isn’t blocking the required ports.
- Contact Your ISP: If you suspect port blocking is happening at your ISP’s level, verify with them or request unblocking for your business needs.
5. Outdated Email Client Settings #
The Issue #
Using outdated email client settings—or older versions of desktop/mobile apps—can cause authentication errors. Sometimes, security certificates may be outdated or misconfigured, leading to repeated password prompts or “cannot connect to server” messages.
How to Avoid #
- Update Email Clients: Keep Outlook, Thunderbird, Apple Mail, and mobile apps current.
- Use Secure Connection (SSL/TLS): Always enable SSL/TLS settings in your mail client.
- Verify Username & Password: Ensure you’re using the full email address as the username and the correct password.
- Check AEserver’s Knowledge Base: We provide regularly updated email setup guides for popular mail clients.
6. Greylisting and Rate Limiting #
The Issue #
Some email providers temporarily reject emails the first time they see a new IP or sender, a process known as “greylisting.” This technique helps filter out spam but can delay genuine emails for minutes or even hours.
How to Avoid #
- Resend Automatically: Most mail servers retry sending after a brief period—so let the process complete if you receive a delay notification.
- Follow Best Practices: Use proper SPF and DKIM to help the recipient server trust your emails sooner.
- Contact the Receiving Server (if critical): If you face repeated delays, ask the recipient’s mail admin to whitelist your domain or IP.
7. Overlooked Quotas and Storage Limits #
The Issue #
If your email hosting package has strict disk or email sending limits, you can accidentally hit quota, causing emails to bounce back with “mailbox full” or “quota exceeded” errors.
How to Avoid #
- Regularly Clean Inbox/Sent Items: Delete unnecessary emails or large attachments to free up space.
- Archiving: Move old emails to a local archive on your computer or to a separate storage service.
- Upgrade Your Plan: If your business grows and you’re sending more emails, consider upgrading to a package with higher quotas.
8. Local Regulations and Compliance #
The Issue #
Regulatory authorities in the UAE and GCC have strict guidelines to combat spam and phishing. Failing to comply with these regulations can lead to blocked or filtered emails—even if your intentions are legitimate. Make sure that you are aware about AEserver’s zero-spam tolerance as mentioned in our terms of services.
How to Avoid #
- Stay Updated: Keep track of guidelines from the Telecommunications and Digital Government Regulatory Authority (TDRA) in the UAE or equivalent bodies in other GCC countries.
- Clear Opt-Out/Unsubscribe Methods: Ensure every marketing email contains a clear way to unsubscribe.
- Avoid Misleading Content: Be transparent about the nature of your emails to comply with anti-spam laws.
Quick Troubleshooting Checklist #
- Check DNS (MX, SPF, DKIM, DMARC)
- Verify Email Client Settings (SSL/TLS, correct ports)
- Scan for Blacklisting using online tools
- Ensure Storage Limits aren’t Exceeded
- Review Email Content for spammy keywords or formatting
- Test Send/Receive from another network or mail client
- Check AEserver’s Status Updates for any known outages
When to Contact AEserver Support #
If you have walked through the steps above and your issue persists, AEserver is here to help. Reach out to us with the following information:
- Your domain name
- The affected email address(es)
- A screenshot of the error message or the bounce-back email (if any)
- Your DNS configuration details or a copy of your email client’s settings
Providing this information upfront allows our support team to diagnose the problem more efficiently and get your email service back on track as quickly as possible.
