Ensuring Optimal Email Deliverability: How Postmastery Console Enhances Moosend’s Daily Operations

Since 2017, Moosend has been working closely with an exceptional partner, Postmastery, who consistently provides outstanding support to our team. Beyond assisting with past migration processes, Postmastery is integral to our daily operations. 

We rely on Postmastery Console to identify and resolve issues for all our clients.

Postmastery's Console is a specialized tool designed to optimize email deliverability and monitor email performance. It offers a comprehensive suite of reporting and analytical features that enable email service providers (ESPs) to understand and improve their clients' email campaigns.

Through Postmastery's Reporting tool, we are able to view:

1. Deliverability Dashboard - Overview Metrics: Provides a high-level view of key metrics such as delivery rates, bounce rates, complaint rate, etc.
2. Detailed Reporting: ISP-Specific Reports: Breaks down performance metrics by Internet Service Providers (ISPs) like Gmail, Yahoo, and Outlook, helping to pinpoint deliverability issues with specific providers. One of the things that also helps a lot is that they separate also Outlook and Office 365 email addresses as well. Bounce Analysis: Offers detailed reports on bounce types (soft, hard) and reasons, enabling better understanding and management of bounces.
3. Spam Complaint Monitoring - Feedback Loops: Integrates with feedback loops to monitor spam complaints across different ISPs. Complaint Reports: Provides detailed reports on spam complaints to help identify problematic sending patterns or content.
4. IP and Domain Reputation- Reputation Tracking: Monitors the reputation of sending IPs and domains, using data from various reputation services. Blacklist Monitoring: Checks against major blacklists and provides alerts if your IP or domain gets listed.
5. Authentication and Compliance - SPF/DKIM/DMARC Reporting: Monitors the status and alignment of SPF, DKIM, and DMARC for sent emails to ensure compliance and improve deliverability. Authentication Failures: Reports on authentication failures to help troubleshoot and resolve issues.
6. Email Audit: This refers to the proper compliance with all relevant email standards and best practices from mailbox providers like Google and Yahoo (or Yahoogle) or authorities like M3AAWG, to ensure optimal delivery across all Mailbox Provides. It also gives insight about reputation issues from IPs, domains or links within the content.
7. Custom Reports and Alerts: Customizable Dashboards: Allows users to customize dashboards and reports to focus on the most relevant metrics, using a very friendly filtering system. Real-Time Alerts: Configures real-time alerts for critical issues like delivery failures, blacklistings, and spikes in spam complaints.

I’m not trying to sell you Postmastery, but I will provide two tips on how its reporting capabilities are useful to Moosend/Send's deliverability team on a daily basis.

Tip 1: Identifying Authentication Issues

A crucial aspect of email deliverability is ensuring proper email authentication. Since Moosend/Send headers are clear and all messages are delivered under the client’s domain name, Postmastery’s reporting helps us quickly identify when any major deliverability DNS mechanisms—DKIM, SPF, or DMARC—fail. For example, Postmastery can flag messages like:

421 4.7.30 Your email has been rate limited because DKIM authentication didn't pass for this message. Gmail requires all bulk email senders to authenticate with DKIM. Authentication results: DKIM = did not pass. To set up DKIM for your sending domains, visit https://support.google.com/a?p=turn-on-dkim. To learn more about Gmail requirements for bulk senders, visit https://support.google.com/a?p=sender-guidelines. ffacd0b85a97d-3675a0f0d4bsi3823483f8f.455 - gsmtp

and

421 4.7.27 Your email has been rate limited because SPF authentication didn't pass for this message. Gmail requires all bulk email senders to authenticate with SPF. Authentication results: SPF [example.gr] with IP: [45.XXX.XXX.XXX] = did not pass. To set up SPF for your sending domains, visit https://support.google.com/a?p=setup-spf. To learn more about Gmail requirements for bulk senders, visit https://support.google.com/a?p=sender-guidelines. ffacd0b85a97d-3675a0f957asi3886342f8f.606 - gsmtp

By isolating a few bounced messages in Postmastery Console, we can identify all affected senders. We then promptly inform them of the necessary actions to rectify these issues, helping them boost both delivery and deliverability rates.

Tip 2: Isolating MPBs and Investigating Specific Senders

How many of you have encountered the following bounce reason in the past week, month, or even year?

421 4.7.0 [TSS04] Messages from XXX.XXX.XXX.XXX temporarily deferred due to unexpected volume or user complaints - 4.16.55.1; see https://postmaster.yahooinc.com/error-codes

I bet some of you see this every day.

However, with Postmastery’s Console tool, we can isolate the specific IP pool or IPs affected and review the history of those IPs and the senders associated with them. The Console provides detailed insights including:

• Sender Details: Names and email addresses of the senders.
• Sending Volume: Volume of emails sent per day, month, or week to detect any unusual spikes.
• Complaint Metrics: Number of complaints received.

These clues, when combined effectively, provide a clear picture of the IP’s performance and identify which senders are impacting it.

In such cases, we investigate the client’s campaigns and other relevant metrics such as unsubscribe rates, bounce rates, and how other major mailbox providers (MPBs) react to the campaigns of the specific user. If the findings are unfavorable, we place the account on hold until the client complies with our anti-spam policy.

Meanwhile, we work directly with Yahoo to resolve the issue without delays. This proactive approach ensures that we maintain high deliverability standards and protect our overall sending reputation.

By leveraging Postmastery’s detailed reporting capabilities, we can pinpoint issues quickly, take appropriate actions to mitigate them, and work collaboratively with ISPs to maintain optimal deliverability.

Originally published on Moosend.

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Ensuring Optimal Email Deliverability: How Postmastery Console Enhances Moosend’s Daily Operations