Short answer:
Emails are typically flagged as spam due to content, links, images, or recipient-side filtering—not your email signature alone.
Follow these steps to identify the cause
1. Check if the issue is isolated
- Does it happen to all recipients or only specific ones?
- Test sending to internal and external email addresses
If only some recipients are affected, the issue is likely related to their mail server or spam filter settings.
2. Review your email content
- Avoid overly promotional language
- Ensure a natural balance between text and images
- Remove unnecessary formatting or excessive styling
3. Check links in your email
- Limit the number of links (recommended: max 5–6)
- Use trusted domains
- Avoid unusual or complex URL structures
4. Review images and layout
- Avoid image-heavy emails
- Test signatures with banners or headshots
- Ensure a good text-to-image ratio (approx. 80:20)
5. Verify image hosting
Use reliable image hosting:
- Recommended: Xink-hosted images
- Alternative: your own domain (if whitelisted by recipient)
6. Test with a simplified email
- Send a plain version (minimal formatting, no images)
- Add elements back one by one to identify the trigger
Important note
Only the recipient’s mail system can determine the exact reason an email is flagged as spam. Spam filters vary between organizations and are constantly updated.
Summary
- Spam issues are usually caused by email content
- Problems are often recipient-specific
- Test and simplify emails to identify the cause
