{"id":161,"date":"2026-05-28T23:05:13","date_gmt":"2026-05-29T06:05:13","guid":{"rendered":"https:\/\/hostandtech.com\/kb\/email\/preventing-email-spam-and-blacklisting\/"},"modified":"2026-05-28T23:05:13","modified_gmt":"2026-05-29T06:05:13","slug":"preventing-email-spam-and-blacklisting","status":"publish","type":"post","link":"https:\/\/hostandtech.com\/kb\/email\/preventing-email-spam-and-blacklisting\/","title":{"rendered":"Preventing Email Spam and Blacklisting on Your Hosting Account"},"content":{"rendered":"<h2>Overview<\/h2>\n<p>Email spam issues and IP blacklisting are two of the most common problems we see on hosting accounts. If your emails are landing in junk folders, bouncing back with delivery errors, or simply disappearing, a blacklisted IP or missing email authentication is usually the cause.<\/p>\n<p>This happens on all hosting types \u2014 shared, VPS, and dedicated. On <a href=\"https:\/\/www.hostandtech.com\/shared-hosting\/\">Shared Hosting<\/a>, your outgoing mail shares an IP with other accounts on the same server, which means a neighbour&#8217;s compromised site can drag your sender reputation down too. On a VPS or dedicated server, you own the IP \u2014 so your reputation is entirely in your hands.<\/p>\n<p>This article covers the full process: setting up proper email authentication, tightening your server&#8217;s mail configuration, monitoring your reputation, and recovering if you&#8217;ve already been blacklisted.<\/p>\n<h2>Prerequisites<\/h2>\n<ul>\n<li>Access to your cPanel or WHM account (cPanel version 110+ recommended)<\/li>\n<li>Access to your domain&#8217;s DNS zone (via cPanel Zone Editor or your external DNS provider)<\/li>\n<li>Admin or reseller access if you&#8217;re managing multiple accounts in WHM<\/li>\n<li>A working outbound mail setup \u2014 confirm your mail server hostname resolves correctly before starting<\/li>\n<li>If you&#8217;re on a VPS or dedicated server, root SSH access is needed for some steps<\/li>\n<\/ul>\n<h2>Step-by-Step Instructions<\/h2>\n<h3>Step 1: Set Up an SPF Record<\/h3>\n<p>SPF (Sender Policy Framework) tells receiving mail servers which IP addresses are allowed to send email on behalf of your domain. Without it, anyone can spoof your address \u2014 and spam filters will treat your mail with suspicion.<\/p>\n<ol>\n<li>Log in to cPanel and go to <strong>Zone Editor<\/strong> under the Domains section.<\/li>\n<li>Click <strong>Manage<\/strong> next to your domain.<\/li>\n<li>Click <strong>+ Add Record<\/strong>, set the type to <strong>TXT<\/strong>, and enter your SPF value. A basic record for cPanel&#8217;s mail server looks like this:<\/li>\n<\/ol>\n<div class=\"ht-code-snippet\"><button class=\"ht-code-snippet__copy\" type=\"button\" aria-label=\"Copy code\"><\/button><span class=\"ht-code-snippet__feedback\">Copied to clipboard<\/span><\/p>\n<pre class=\"ht-code-snippet__code\" id=\"code-block-1\"><code class=\"\" data-line=\"\">v=spf1 +a +mx +ip4:YOUR.SERVER.IP ~all<\/code><\/pre>\n<\/div>\n<p>Replace <code class=\"\" data-line=\"\">YOUR.SERVER.IP<\/code> with your actual server IP. If you send through a third-party service like Mailchimp or SendGrid, you&#8217;ll need to include their SPF mechanisms too \u2014 check their documentation for the exact <code class=\"\" data-line=\"\">include:<\/code> tag to add.<\/p>\n<p>\ud83d\udcdd Note: The <code class=\"\" data-line=\"\">~all<\/code> (softfail) is a safer starting point than <code class=\"\" data-line=\"\">-all<\/code> (hardfail) while you&#8217;re testing. Switch to <code class=\"\" data-line=\"\">-all<\/code> once you&#8217;ve confirmed all your sending sources are covered.<\/p>\n<p>\u26a0 Warning: Don&#8217;t create more than one SPF TXT record for the same domain. Multiple SPF records cause an SPF <em>permerror<\/em> and will break authentication entirely. Merge everything into a single record.<\/p>\n<h3>Step 2: Enable DKIM Signing<\/h3>\n<p>DKIM (DomainKeys Identified Mail) adds a cryptographic signature to outgoing messages. Receiving servers verify the signature against a public key published in your DNS. It&#8217;s one of the strongest signals that your mail is legitimate.<\/p>\n<ol>\n<li>In cPanel, go to <strong>Email<\/strong> &gt; <strong>Email Deliverability<\/strong>.<\/li>\n<li>Find your domain in the list. If DKIM shows a warning or is missing, click <strong>Repair<\/strong>.<\/li>\n<li>cPanel will generate a 2048-bit DKIM key and install the DNS record automatically if your DNS is managed locally. If your DNS is external, copy the TXT record value shown and add it manually at your DNS provider.<\/li>\n<\/ol>\n<p>\ud83d\udcdd Note: The DKIM DNS record name will look like <code class=\"\" data-line=\"\">default._domainkey.yourdomain.com<\/code>. Give it up to 24 hours to propagate before testing.<\/p>\n<h3>Step 3: Configure a DMARC Policy<\/h3>\n<p>DMARC builds on SPF and DKIM. It tells receiving servers what to do when a message fails both checks \u2014 reject it, quarantine it, or just report it. It also gives you visibility into who&#8217;s sending mail using your domain.<\/p>\n<p>Add a TXT record to your DNS zone with the name <code class=\"\" data-line=\"\">_dmarc.yourdomain.com<\/code> and a value like:<\/p>\n<div class=\"ht-code-snippet\"><button class=\"ht-code-snippet__copy\" type=\"button\" aria-label=\"Copy code\"><\/button><span class=\"ht-code-snippet__feedback\">Copied to clipboard<\/span><\/p>\n<pre class=\"ht-code-snippet__code\" id=\"code-block-2\"><code class=\"\" data-line=\"\">v=DMARC1; p=none; rua=mailto:dmarc-reports@yourdomain.com; ruf=mailto:dmarc-reports@yourdomain.com; fo=1<\/code><\/pre>\n<\/div>\n<p>Start with <code class=\"\" data-line=\"\">p=none<\/code> (monitor only). Once you&#8217;ve reviewed the reports and confirmed your legitimate mail is passing, move to <code class=\"\" data-line=\"\">p=quarantine<\/code> and eventually <code class=\"\" data-line=\"\">p=reject<\/code>.<\/p>\n<p>\ud83d\udcdd Note: The <code class=\"\" data-line=\"\">rua<\/code> address receives aggregate reports (daily summaries). The <code class=\"\" data-line=\"\">ruf<\/code> address receives forensic reports per failed message. Not all providers send forensic reports, so don&#8217;t rely solely on <code class=\"\" data-line=\"\">ruf<\/code> data.<\/p>\n<h3>Step 4: Set a Reverse DNS (PTR) Record<\/h3>\n<p>This one is missed constantly, and it causes a surprising number of delivery failures. A PTR record maps your server&#8217;s IP address back to a hostname. Many mail servers will reject or heavily penalise mail from IPs without a matching PTR record.<\/p>\n<p>If you&#8217;re on a Host &amp; Tech VPS or dedicated server, you can set your PTR record through the client portal under your server&#8217;s IP management section. The PTR value should match the hostname in your mail server configuration \u2014 typically something like <code class=\"\" data-line=\"\">mail.yourdomain.com<\/code>.<\/p>\n<p>To verify it&#8217;s set correctly, run:<\/p>\n<div class=\"ht-code-snippet\"><button class=\"ht-code-snippet__copy\" type=\"button\" aria-label=\"Copy code\"><\/button><span class=\"ht-code-snippet__feedback\">Copied to clipboard<\/span><\/p>\n<pre class=\"ht-code-snippet__code\" id=\"code-block-3\"><code class=\"\" data-line=\"\">dig -x YOUR.SERVER.IP +short<\/code><\/pre>\n<\/div>\n<p>The output should return your mail hostname. If it returns nothing or the wrong value, the PTR record isn&#8217;t propagated yet or wasn&#8217;t set correctly.<\/p>\n<h3>Step 5: Limit and Monitor Outgoing Mail<\/h3>\n<p>Compromised WordPress installs and contact forms are the most common source of spam on shared and VPS hosting. A single infected plugin can blast thousands of messages in an hour before you notice anything is wrong.<\/p>\n<ol>\n<li>In WHM, go to <strong>Server Configuration<\/strong> &gt; <strong>Tweak Settings<\/strong> and find the <strong>Mail<\/strong> tab. Set a per-domain hourly email limit \u2014 200\u2013500 is reasonable for most small sites.<\/li>\n<li>Review outgoing mail logs regularly. On cPanel servers, they&#8217;re at <code class=\"\" data-line=\"\">\/var\/log\/exim_mainlog<\/code>. Filter by a specific domain like this:<\/li>\n<\/ol>\n<div class=\"ht-code-snippet\"><button class=\"ht-code-snippet__copy\" type=\"button\" aria-label=\"Copy code\"><\/button><span class=\"ht-code-snippet__feedback\">Copied to clipboard<\/span><\/p>\n<pre class=\"ht-code-snippet__code\" id=\"code-block-4\"><code class=\"\" data-line=\"\">grep &quot;yourdomain.com&quot; \/var\/log\/exim_mainlog | tail -100<\/code><\/pre>\n<\/div>\n<ol start=\"3\">\n<li>If you&#8217;re running WordPress, install a plugin like WP Mail SMTP and route mail through an authenticated SMTP relay (Mailgun, Postmark, etc.) instead of PHP&#8217;s <code class=\"\" data-line=\"\">mail()<\/code> function. Direct <code class=\"\" data-line=\"\">mail()<\/code> calls bypass most spam checks and are a liability.<\/li>\n<\/ol>\n<p>\u26a0 Warning: If you see thousands of outbound messages from <code class=\"\" data-line=\"\">nobody@yourdomain.com<\/code> or an unknown sender in your Exim logs, your server has likely been compromised or a script is being abused. Isolate the account immediately and scan for malware before doing anything else.<\/p>\n<h3>Step 6: Check and Submit Delisting Requests<\/h3>\n<p>If you&#8217;re already blacklisted, authentication fixes alone won&#8217;t resolve it \u2014 you need to actively request removal.<\/p>\n<ol>\n<li>Check your IP at <a href=\"https:\/\/mxtoolbox.com\/blacklists.aspx\" target=\"_blank\" rel=\"noopener noreferrer\">MXToolbox Blacklist Check<\/a> and <a href=\"https:\/\/multirbl.valli.org\/\" target=\"_blank\" rel=\"noopener noreferrer\">MultiRBL<\/a>.<\/li>\n<li>For each blacklist you appear on, visit their site and follow their delisting process. Spamhaus, Barracuda, and SORBS each have their own forms.<\/li>\n<li>Before submitting a delisting request, make sure you&#8217;ve actually fixed the underlying issue. Submitting a request while the spam is still flowing will get you re-listed within hours and can result in a longer cooldown period.<\/li>\n<\/ol>\n<h2>Common Issues &amp; Troubleshooting<\/h2>\n<h3>Emails passing SPF but still going to spam<\/h3>\n<p>SPF alone isn&#8217;t enough. If DKIM isn&#8217;t set up or the signature isn&#8217;t validating, major providers like Gmail and Outlook will still treat your mail with low trust. Check the email headers of a test message \u2014 look for <code class=\"\" data-line=\"\">dkim=pass<\/code> in the <code class=\"\" data-line=\"\">Authentication-Results<\/code> header. If it shows <code class=\"\" data-line=\"\">dkim=fail<\/code> or <code class=\"\" data-line=\"\">dkim=none<\/code>, go back to Step 2. Also check that your <code class=\"\" data-line=\"\">From:<\/code> domain matches the domain in your DKIM signature (the <code class=\"\" data-line=\"\">d=<\/code> tag).<\/p>\n<h3>DKIM record not found after adding it<\/h3>\n<p>This is almost always a DNS propagation delay or a formatting error in the record value. Some DNS providers split long TXT records incorrectly. Verify the record using:<\/p>\n<div class=\"ht-code-snippet\"><button class=\"ht-code-snippet__copy\" type=\"button\" aria-label=\"Copy code\"><\/button><span class=\"ht-code-snippet__feedback\">Copied to clipboard<\/span><\/p>\n<pre class=\"ht-code-snippet__code\" id=\"code-block-5\"><code class=\"\" data-line=\"\">dig TXT default._domainkey.yourdomain.com +short<\/code><\/pre>\n<\/div>\n<p>If you get no output or a malformed result, check that the record was saved as a single TXT string without extra line breaks. cPanel&#8217;s Email Deliverability tool will flag this under the repair prompt.<\/p>\n<h3>Hitting a Spamhaus PBL listing<\/h3>\n<p>The Spamhaus Policy Block List (PBL) lists IP ranges that shouldn&#8217;t be sending direct-to-MX email \u2014 typically residential ISPs and dynamic IP ranges. If your VPS IP is on the PBL, it usually means the IP was previously assigned to a dynamic range. You can request removal directly at the Spamhaus PBL removal page. The fix is quick, but you should also verify your PTR record is set (Step 4) before submitting.<\/p>\n<h3>Outgoing mail throttled or deferred by Gmail or Outlook<\/h3>\n<p>If you&#8217;re seeing <code class=\"\" data-line=\"\">421<\/code> or <code class=\"\" data-line=\"\">450<\/code> temporary deferral errors in your Exim logs when sending to Gmail or Microsoft domains, your IP reputation is low \u2014 not necessarily blacklisted, but not trusted yet either. This happens on new IPs that haven&#8217;t built up a sending history. The fix is gradual: send smaller volumes, ensure authentication is complete, and avoid sudden spikes. Microsoft&#8217;s <a href=\"https:\/\/sendersupport.olc.protection.outlook.com\/\" target=\"_blank\" rel=\"noopener noreferrer\">Sender Support portal<\/a> lets you submit a mitigation request if the deferral is persistent.<\/p>\n<h3>Contact form sending spam without your knowledge<\/h3>\n<p>Contact forms that don&#8217;t use CAPTCHA or rate limiting are trivially abused by bots. I&#8217;ve seen servers get blacklisted within a day of a new unprotected form going live. Add Google reCAPTCHA v3 or hCaptcha to all public forms, and consider adding a honeypot field. In WordPress, plugins like Gravity Forms and Fluent Forms have built-in spam protection \u2014 enable it. Check your Exim logs for a sudden spike from <code class=\"\" data-line=\"\">www-data<\/code> or the web server user, which is the giveaway for form abuse.<\/p>\n<h2>FAQ<\/h2>\n<div class=\"ht-faq-section\">\n<h2>Frequently Asked Questions<\/h2>\n<div class=\"ht-faq-item\">\n<h3 class=\"ht-faq-question\">How do I know if my IP address is blacklisted?<\/h3>\n<div class=\"ht-faq-answer\">\n<p>Run your server&#8217;s IP through MXToolbox Blacklist Check (mxtoolbox.com\/blacklists.aspx) or MultiRBL. These tools check dozens of blacklists at once and tell you exactly which ones have listed your IP. If you&#8217;re on Host &amp; Tech shared hosting, contact our support team \u2014 we monitor outbound IP reputation on shared servers and can identify issues faster.<\/p>\n<\/div>\n<\/div>\n<div class=\"ht-faq-item\">\n<h3 class=\"ht-faq-question\">Will setting up SPF, DKIM, and DMARC guarantee my emails don&#039;t go to spam?<\/h3>\n<div class=\"ht-faq-answer\">\n<p>No \u2014 authentication proves your mail is legitimate, but it doesn&#8217;t guarantee inbox placement. Spam filters also look at content, sending volume, engagement history, and your IP&#8217;s reputation score. Authentication is the foundation; everything else builds on it. Without it, you&#8217;re almost certainly going to have deliverability problems.<\/p>\n<\/div>\n<\/div>\n<div class=\"ht-faq-item\">\n<h3 class=\"ht-faq-question\">How long does it take to get removed from an email blacklist?<\/h3>\n<div class=\"ht-faq-answer\">\n<p>It depends on the blacklist. Spamhaus PBL removals are usually processed within minutes if you submit through their self-service form. Spamhaus SBL and XBL listings take longer \u2014 sometimes 24\u201348 hours \u2014 and require a manual review. Barracuda is generally quick too. The key is fixing the spam issue first; submitting a delisting request before that will just get you re-listed.<\/p>\n<\/div>\n<\/div>\n<div class=\"ht-faq-item\">\n<h3 class=\"ht-faq-question\">Can a neighbour on shared hosting get my emails blacklisted?<\/h3>\n<div class=\"ht-faq-answer\">\n<p>Yes, this is a real risk on shared hosting since outbound mail from multiple accounts often shares the same server IP. If another account on the same server sends spam, that IP can get listed and affect your delivery too. Host &amp; Tech monitors outbound mail on shared servers and isolates abusive accounts, but if you need dedicated IP reputation control, a VPS gives you your own IP.<\/p>\n<\/div>\n<\/div>\n<div class=\"ht-faq-item\">\n<h3 class=\"ht-faq-question\">What&#039;s the difference between SPF softfail (~all) and hardfail (-all)?<\/h3>\n<div class=\"ht-faq-answer\">\n<p>Softfail (~all) tells receiving servers that mail failing SPF is suspicious but should still be accepted \u2014 most servers will deliver it but may mark it as spam. Hardfail (-all) instructs them to reject failing mail outright. Start with softfail while you&#8217;re confirming all your sending sources are listed in your SPF record, then switch to hardfail once you&#8217;re confident nothing legitimate will break.<\/p>\n<\/div>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>Getting blacklisted is one of the fastest ways to kill your email deliverability \u2014 and it can happen even if you&#8217;re not the one sending spam. This guide covers how to lock down your email setup, authenticate your domain, and get off blacklists if you land on one.<\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"site-sidebar-layout":"default","site-content-layout":"","ast-site-content-layout":"default","site-content-style":"default","site-sidebar-style":"default","ast-global-header-display":"","ast-banner-title-visibility":"","ast-main-header-display":"","ast-hfb-above-header-display":"","ast-hfb-below-header-display":"","ast-hfb-mobile-header-display":"","site-post-title":"","ast-breadcrumbs-content":"","ast-featured-img":"","footer-sml-layout":"","ast-disable-related-posts":"","theme-transparent-header-meta":"","adv-header-id-meta":"","stick-header-meta":"","header-above-stick-meta":"","header-main-stick-meta":"","header-below-stick-meta":"","astra-migrate-meta-layouts":"default","ast-page-background-enabled":"default","ast-page-background-meta":{"desktop":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"ast-content-background-meta":{"desktop":{"background-color":"var(--ast-global-color-4)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"var(--ast-global-color-4)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"var(--ast-global-color-4)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"footnotes":""},"categories":[55],"tags":[282,110,284,285,190,281,286,283],"class_list":["post-161","post","type-post","status-publish","format-standard","hentry","category-email","tag-blacklist","tag-cpanel-email","tag-dkim","tag-dmarc","tag-email-deliverability","tag-email-spam","tag-sender-reputation","tag-spf"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.6 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Preventing Email Spam and Blacklisting on Your Hosting Account<\/title>\n<meta name=\"description\" content=\"Learn how to prevent email spam and avoid IP blacklisting on your hosting account. 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