My small business is on a Blacklist. What did I do wrong?

If you have been referred to us by your Internet Service Provider (ISP) because of a blacklist, then this article will most likely help you with your problem.

If you are running a small business, it is unfortunately a fairly common occurrence that your mail could be blocked by a blacklist even if you do not send bulk email, spam, malware or run your own email servers.  The problem is one that can be easily corrected.

But, this may seem complicated…

When you send email, the computer you send the email from is listed as the point of origin and the IP address is recorded in the email header, which is routing instructions and history passed around with your content.  Many people still use Outlook or another email client local to their computer.  When you use a local email client, your computer’s IP address and the IP address of your router are recorded in these email headers (to learn more about email headers check out our Analyze Headers tool).  These are the IP addresses of the email’s origin.

Unless you pay extra for a dedicated IP address, the IP address of your router is dynamically assigned to you from a pool of IP addresses owned by your ISP.   Typically, these dynamically assigned IP addresses (also known as DHCP IPs) are automatically blacklisted because they can be assigned to anyone at anytime for anything.  To summarize, you have been assigned a dynamic IP address which is likely blacklisted.  This is point of origin of all your email making your email likely to be refused by servers using blacklists to filter email.

What’s the solution?

There are several solutions to this problem each with different trade-offs or costs.

Use your ISP’s webmail – Most Internet Service Providers have a webmail client you can use as part of your subscription.  These webmail clients send the email from the IP address of the ISP’s mail servers, not your IP.  Sending from their servers gives you their blacklist reputation so you should not be blocked by blacklists.  Many of these will work with your existing domain, if you have your own domain name.   However, usability and functionality may not meet your needs.  It is a good idea to look into this option as it’s free and part of your internet access.

Acquire a static IP address from your ISP – This is a good option for small businesses that want to host their own servers for websites, email or other tasks.  A static IP address is from a different pool than dynamic IPs so it is less likely to be on a blacklist.  This option will allow you to continue to use your local email client (Outlook or another), but adds the monthly expense of the static IP.

Use 3rd party webmail – There are many 3rd party web-based email tools you can use, most with a small monthly cost.  Microsoft Office 365 and Google Apps offer complete collaboration suites, with email, spreadsheets, word processing and presentation applications.  Most of these will allow you to use your local email clients and all of them should allow you to use your domain name for correspondence.  The larger app providers have their own email security options that protect your reputation.  The only downside is cost.

At MxToolbox, we understand the causes of blacklisting and can help you by:

  • Alerting you when your IP or domain is on a blacklist
  • Protecting your email from the common causes of blacklisting
  • Protecting you from malicious websites and botnet attacks
  • Providing collaboration services like Google Apps services to businesses like yours

Contact us to learn more.