iGears Editorial Team
Website form email going to spam? Set up the sending path correctly
Send website mail through the organisation’s email service or a transactional email service with its own DKIM. Use a fixed From address on the organisation’s domain; put the visitor’s address in Reply-To, never From. Do not add a shared web server to SPF.
How to check it yourself
- Send a form message in a test environment and identify the actual sending service; inspect From, Reply-To and the message headers.
- SPF lists the servers allowed to send for a domain; a sender not listed fails. DKIM is signed by each sending service; a service that does not sign has no DKIM. DMARC needs SPF or DKIM to pass and align with the From domain. p=none does not stop Gmail filtering or rejection.
- Send website mail through the organisation’s email service or a transactional email service with its own DKIM. Use a fixed From address on the organisation’s domain; put the visitor’s address in Reply-To, never From. Do not add a shared web server to SPF.
- Test with a fixed example.org.hk address, confirm that service’s DKIM signature and DMARC alignment, then review the delivery outcome.
Record examples
Illustrative only: do not copy into production settings. Use the values supplied for your organisation.
From: forms@example.org.hk
Reply-To: visitor@example.net
DKIM-Signature: ... d=example.org.hk; s=website; ...Common causes
Common causes are direct sending from the web host, missing DKIM signing or placing the visitor’s address in From, causing authentication or alignment failures.
When to get help
If website code, SMTP or transactional email integration needs changes, involve the website developer and email provider. iGears can review and quote fixes separately.
Want someone to help review it? Apply for a free IT platform check.
Monthly capacity is limited. Applications are handled in order of receipt.
Frequently asked questions
Does p=none ensure Gmail accepts mail?
No. p=none does not prevent Gmail filtering or rejection. Check authentication and alignment on actual messages.
Does an SPF pass mean DMARC passes?
Not necessarily. SPF or DKIM must pass and align with the From domain.
Does every sending service need DKIM setup?
Each sending service signs its own DKIM. An unsigned service has no DKIM and cannot borrow another service’s signature.
Should we add a shared web server to SPF?
No. Use the organisation’s email service or a transactional email service with its own DKIM.