A sudden sending or reputation problem can have several causes: list quality, an expired domain, authentication, a connection error or a sending restriction. The symptom alone does not identify the cause.
🔎 First checks
- Pause the affected campaign if errors or bounces suddenly increase. Keep bounce protection enabled.
- Record which domains and mailboxes are affected, when it started, the sequencer and workspace, and the full error or placement result.
- Check whether the domain expired or whether nameservers, DNS, campaign settings or warm-up settings changed. Do not reset managed records yourself.
- Check that the same mailbox is not warming in a second tool or workspace. Ask support before changing the assigned warm-up setup.
- Review list freshness and verification results. Compare performance for Microsoft, Google and other recipients rather than treating every destination as one result.
- Review the actual campaign email, including its signature, links, tracking, images and personalised fields. A healthy warm-up score does not test that copy.
What to send support
Share the affected domains, dates, exact errors, campaign text and relevant settings or test screenshots. Say whether the problem affects all sending or only some mailboxes or recipient providers. Never include passwords, API keys or private customer data in screenshots.
If warm-up looks healthy but campaigns land in spam, ask about testing the actual campaign email. A low reply rate alone does not prove a technical failure; targeting and the offer also matter.
Recovery
The remedy depends on the cause. Reconnecting an inbox, repairing setup or replacing a mailbox can require different steps. New mailboxes need preparation again; do not assume a replacement is ready for immediate campaigns.
Do not repeatedly resend failed messages, raise limits, add another warm-up tool or rebuild the setup before the problem is reviewed. Make one agreed change at a time so its effect can be checked.
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