Why wordpress form emails fail and how to fix them

• By Admin
• Dec 13, 2024
• 35

Email communication is a vital component behind every WordPress website’s full effectiveness. There are different types of forms on WordPress sites, such as contact, registration, and feedback forms. These forms are essential for collecting and using information that can reshape your business.

Forms are essential for improving the user experience and collecting leads for better customer engagement. Most websites can’t utilize forms since they cannot identify or maintain the issues. 

However, You must learn the reasons behind email delivery failures and the ways to fix them. This will help you use the full potential of your WordPress site’s forms and maintain successful communication.

This article will explore the common reasons behind the failures of WordPress forms. Also, you will learn about rising technical issues, practical solutions, and best practices for maintaining forms. This will help you maintain better engagement via reliable email delivery.

Common Reasons for Email Failures

First, sorting out the common reasons will help you learn the reasons behind email delivery failures in WordPress. Here are some common reasons why emails sent via WordPress form fail miserably.

Invalid Email Addresses

An invalid email address is the most common reason for email delivery failures in WordPress. Users need to enter the correct email address to ensure timely messages are delivered.

For example, a missing character or domain name can stop the emails from reaching out to the expected recipient. This is where you need to implement proper validation checks in your WordPress form that effectively reduce errors, collect the exact information, and show it to the right people.

Emails Marked as Spam 

Marking emails as spam is annoying, and it's the reason why emails end up in a spam folder.  This can happen due to erroneous authentication protocols and the generic type of default sender address.

Your recipients won't be able to communicate with you when the email is in a spam folder. Thus,  you will lose potential leads and conversion opportunities due to this email delivery failure in WordPress.

Server Misconfiguration

Server misconfiguration is another critical factor that causes email delivery failure in WordPress. It commonly occurs when your hosting provider’s server settings are not properly configured. This results in bouncing messages instead of sending them to the recipients.

There are two main reasons that cause server misconfiguration: 

• SMTP settings 

• Restrictions due to the hosting provider 

You need to configure your server properly to ensure that it handles the email delivery. 

Poor Sender Reputation

A sender’s reputation is also a matter when it comes to email deliverability. Your emails won't reach your audience or get blocked if you have a blacklisted domain and IP address. This happens because you will get spam reports or low engagement rates.

You should regularly maintain the sender's reputation by monitoring your domain status. Besides, make sure that you comply with the best practices for email marketing and communications.

Technical Issues Affecting Email Delivery

Technical issues can also work behind email delivery failure on WordPress sites. Let's explore these technical issues so that you can troubleshoot them with minimal effort.

Incorrect Mailer Configuration

Improper mailer configuration is a common technical issue that causes email delivery failure in WordPress. Most WordPress sites rely on the default PHP mail function, which is only functional for some hosting environments.

You should configure an SMTP (Simple Mail Transfer Protocol) plugin for this. It can make sure that the emails are sent reliably and securely via authentic servers.

PHP Mail Function Limitations

The default PHP mail function has certain limitations, which is another reason for email delivery failure in WordPress. It needs the required authentication and needs to meet the security requirements of some hosting providers.

As a result, relying completely on the PHP mail function can result in inconsistent email delivery. Plus, there is a higher chance that your messages will end up in the spam folder and that your recipient's messages will be marked as spam.

Plugin Conflicts

Conflicts between plugins can also cause email delivery failure in WordPress sites. For example, having multiple email delivery plugins on your site can prevent deliverability. Besides, compatibility issues between plugins can result in failed deliveries or unexpected behavior.

Here are some ways to troubleshoot this issue:

• Identify Conflicting Plugins: Deactivate all plugins except those essential for form handling and gradually reactivate them individually while testing email functionality after each activation.

• Check Plugin Settings: Ensure that each plugin's settings are correctly configured and do not interfere with one another.

• Consult Documentation: Review the documentation of each plugin for known issues related to email delivery.

• Update Plugins: Regularly update all plugins to their latest versions to benefit from bug fixes and improvements.

You need to address the plugin conflicts proactively to enhance the reliability of your email communications.

Easy Solutions to Fix Email Delivery Issues

Now that you know the reasons behind email delivery failure in WordPress sites, we can move on to solutions. You need effective solutions that ensure a smooth and working email delivery system. 

Here are some strategies that you can follow for your WordPress site’s email delivery: 

Optimize Your Email Settings

First of all, you need to configure the email settings on your WordPress dashboard properly. The wrong configuration may sound minor, but it can be the only reason for email delivery failure in WordPress. 

Head over to Settings > General to check your email settings. Ensure the email address in the Administration Email Address field is correct. You must double-check any typos or mistakes. These settings can prevent your emails from being sent or cause them to be marked as spam.

Reset Your Hosting Provider’s Email Settings

If you are still facing email delivery failure in WordPress, check your hosting provider’s email settings. The web host may block your email-sending capabilities when you send too many emails within an hour. 

Another reason is that the hosting provider is not configured properly or not configured at all. In this case, you should go through the following steps and configure your email settings properly: 

• Log into cPanel: Access your cPanel account using your username and password.

• Navigate to Email Accounts: Locate the "Email" section on the dashboard and click on "Email Accounts."

• Select the Email Account: Find the email account you wish to reset. Click on the "Manage" button next to it.

• Change Password: In the "Manage Email Account" section, enter a new password in the "New Password" field. Ensure it meets security requirements (at least 9 characters, including uppercase letters, numbers, and special characters).

• Update Settings: Scroll down and click on "Update Email Settings" to save your changes.

After completing these steps, you can use the new password for your email account.

Use SMTP Plugins

Using a reliable SMTP plugin is the easiest and most effective way to ensure reliable email delivery. This plugin helps you utilize a dedicated email server separated from your hosting provider. Thus, you can skip the restrictions created on the PHP mail function.

WP Mail SMTP is a reliable plugin that helps you bypass spam tests and firewalls for better deliverability. However, the plugin requires specific settings based on your email server. Each server has its own configuration details that you must provide for proper authentication.

We’ve shown in the previous section how you can access the email configuration and reset the email settings. Get the username and password of your email server from Cpanel since you need that info to set up the WP Mail SMTP plugin for your WordPress site. 

WP Mail SMTP

SMTP plugin allows you to enhance the reliability of your emails. Besides, there is less chance of your emails ending up in spam email folders. Here’s how you can set up WP Mail SMTP:

• Install the Plugin: Log in to your WordPress site’s dashboard and navigate to Plugins > Add New. Then, search “WP Mail SMTP” and install it.

• Configure Settings: After activation, go to WP Mail SMTP settings in your dashboard. Then, enter your SMTP server details (You will get this information from your hosting provider or email service).

• Choose Mailer: Select your preferred mailer option (e.g., Other SMTP) from the dropdown menu.

• Enter SMTP Details: Fill in the required SMTP settings:

• SMTP Host: Your mail server address.

• SMTP Port: Commonly 587 for TLS or 465 for SSL.

• Encryption: Choose TLS or SSL based on your server's requirements.

• Authentication: Ensure this is enabled.

• SMTP Username and Password: Use the email address and password from which you want to send emails.

• Save Changes: Click on "Save Settings" to apply your configurations.

• On the next setup page, you can choose the features you want to activate for your email-sending service. Some options are already enabled on this page, but you can enable more features. 

 

• Test Email: Use the built-in test feature to send an email and confirm everything works correctly.

You can also try the following SMTP plugins for best email deliverability:

Post SMTP

Post SMTP claims to be the leading SMTP plugin that replaces the default PHP mailer and enhances email delivery. It offers an easy to setup wizard and a connectivity test to identify email delivery issues. You will also get an email log that tracks sent messages and sends notifications via Slack for delivery failures.

The plugin supports various email services, including Microsoft 365, Amazon SES, etc. Therefore, your email deliverability will be compatible with popular contact from plugins like Contact Form 7 and WooCommerce.

FluentSMTP

FluentSMTP is a free and open-source SMTP plugin that stands out for its extensive features. It allows users to connect multiple email service providers and offers intelligent email routing. The plugin provides detailed logging, which allows you to monitor email performance and troubleshoot issues effectively.

Moreover, FluentSMTP supports native API integrations for faster connections with providers like Gmail, Mailgun, and Amazon SES. This user-friendly interface makes it an excellent choice for those seeking a comprehensive yet cost-effective solution.

Easy WP SMTP

Easy WP SMTP is a lightweight plugin developed to improve email deliverability with minimal effort. It has a simple setup process that allows users to configure SMTP settings easily. Thus, you can connect with various providers like SendLayer and Mailgun.

The premium version unlocks additional functionalities such as backup connections and priority support. Easy WP SMTP also offers debugging options to help identify issues with email delivery.

Properly Configure Contact Form Plugins

If you want to set up automated email responses through form submission, this section is for you. However, this section will focus on those responses rather than on emails sent from WordPress or admin notifications. 

Each contact form plugin has its own email settings. When someone fills out a form on your site, the plugin sends a notification email to your specified address. 

If your emails aren't going through, the issue is related to your plugin configuration. Sender and recipient email addresses are some of those settings that need to be updated. 

Here’s a quick guide to check and adjust these settings using Contact Form 7:

• Go to Your Dashboard: In WordPress, navigate to Contact > Contact Forms.

• Edit Your Form: Hover over the contact form you want to adjust and click Edit.

• Open the Mail Tab: Click on the Mail tab. You’ll see fields for From and To.

• Check Email Addresses: Ensure that the From email address matches your site’s domain name. Also, double-check that the To address is correctly formatted.

• Look for Warnings: If there are any mistakes, warning messages will appear. Simply click the links provided to learn more about what went wrong and how to fix it.

Stop Emails from Going To Spam

Connecting your WordPress site to a third-party email service can reduce the chances of email delivery failure in WordPress. There are some critical steps to ensure your emails are not landing inside the spam folders. 

Whitelist your Email Address

Whitelisting your email address helps ensure your messages reach the inbox instead of spam. This means you need to add your address to a trusted sender list. Individual users can do this in their email settings. On the other hand, businesses can register their addresses with larger whitelists recognized by spam filters.

However, only some email providers utilize these global lists. This means if your email list is verified by one, it significantly enhances your email delivery success. Pairing this with good emailing practices will improve your chances of reaching your audience effectively.

Choose a Secure Email Address

Using a safer email address can prevent email delivery failure in WordPress. Firstly, you can authenticate your email via protocols like SPF, DKIM, and DMARC. This helps you verify that you are authorized to send emails on behalf of your domain. As a result, your emails won't end up in the spam folder. 

Never use spam-triggering words or phrases like free, guaranteed, or earn money within the subject line or email body. These words can activate the spam filters and send your emails to the recipient's spam folder.

Lastly, maintain a positive sending reputation using a reliable email service provider. This will further improve the chances of your emails reaching their intended recipients without being marked as spam.

Enable Email Authentication

Adding email authentication improves the reliability of your WordPress emails. You can include or enable authentication to your WordPress emails to improve email reliability. 

If you use the PHP mail () function, the PHPMailer tool can assist you in many ways. It's an open-source library that supports several authentication methods, including SPF, DKIM, and DMARC.

Much of this setup is handled automatically for those relying on third-party email services or plugins. However, consult your hosting provider for additional email optimization options to ensure delivery.

However, you won't need these steps if you're using a third-party email service or plugin. We recommend consulting your hosting provider for additional options to optimize email delivery. 

Test and Monitor Regularly

Regularly testing and monitoring your email sending and receiving processes are crucial. It helps you prevent simple issues before they become more significant. Here are some processes that you can follow:   

• Test Emails Periodically: Send test emails whenever you change your site or plugins. 

• Monitor Delivery Rates: Use analytics tools or plugins to monitor and track email open and bounce rates. This will help you measure how well your email campaigns are performing. 

• Feedback Loop: Motivate your customers or users to report any issues with your emails. You can identify the areas of improvement from customer feedback. 

Regular testing is the best way to prevent email delivery failure in WordPress and also improve the process. It helps you gain user’s trust in your WordPress site’s communication pattern.

Conclusion

Addressing the reasons behind email delivery failure in WordPress sites is crucial for maintaining effective communication. Finding these reasons will help you create a bridge between customers and your store. Thus, you can convert potential customers by providing them with a satisfying user experience. 

We have introduced you to the easiest steps to mitigate email delivery-related problems. Implementing solutions like validating email addresses, using SMTP plugins, improving sender reputation, and regularly testing functionality will significantly enhance deliverability rates.

Following our best practices will also uphold your site’s communication effectiveness. By following these steps patiently, you can ensure that your messages reach your targeted audience without failure.

FAQ

Why do WordPress emails go to spam, and how can they be fixed?

WordPress emails often go to spam due to poor sender reputation, lack of proper authentication, or using default email settings. To fix this, install an SMTP plugin, ensure proper email authentication (SPF, DKIM), and use a professional email service.

How do you set up SMTP for WordPress contact forms?

To set up SMTP for WordPress contact forms, install an SMTP plugin like WP Mail SMTP, configure it with your email provider's SMTP settings, and set the "From" name and email address to match your domain.

How can I fix WordPress email issues without plugins?

You can fix WordPress email issues without plugins by configuring your hosting provider’s email settings correctly, using the built-in wp_mail() function with proper headers, and ensuring your server’s IP is not blacklisted.

What are the common reasons WordPress form emails fail?

Common reasons for failure include incorrect email addresses, server misconfigurations, spam filters blocking emails, and lack of proper authentication methods like SPF or DKIM.

How to configure Gmail SMTP in WordPress?

To configure Gmail SMTP in WordPress, use an SMTP plugin, enter Gmail's SMTP server settings (smtp.gmail.com), provide your Gmail credentials, and allow "Less secure app access" in your Google account settings.

How to fix Gravity Forms email delivery problems?

To fix Gravity Forms email delivery issues, check the notification settings for accuracy, ensure that the "From" address matches your domain, and consider using an SMTP plugin for better deliverability.

What are the best plugins to fix WordPress email issues?

Some of the best plugins include WP Mail SMTP, Post SMTP Mailer/Email Log, and Easy WP SMTP. These plugins help configure SMTP settings and improve email deliverability.

What is a WordPress hosting email configuration guide?

A WordPress hosting email configuration guide typically includes steps on setting up your domain's DNS records (like MX records), configuring email accounts through your hosting control panel, and ensuring compatibility with WordPress.

How to test WordPress email deliverability?

You can test WordPress email deliverability by sending test emails through your contact forms or using tools like Mail Tester or GlockApps that analyze your emails for spam scores and deliverability issues.

What are the steps to debug WordPress contact form emails?

To debug contact form emails in WordPress, check the form settings for correct recipient addresses, enable logging in to your SMTP plugin to track sent emails, and review server logs for potential errors related to mail delivery.