Why Your Business Email Keeps Going to Spam And How to Fix It

Your business email is landing in spam. Clients are missing proposals. Suppliers are missing follow-ups. 

Your Sent folder shows delivered, but the emails never arrived.

This is a mail hosting problem, not a coincidence.

This guide explains why it happens, what spam filters actually check, and how to fix it with the right business email hosting in the Philippines.

The Three Setups Filipino Businesses Use And Why Each Fails

Personal Gmail or Yahoo

It is free and familiar. But spam filters treat messages from free email services with suspicion.

Attachments, invoices, and links trigger extra scrutiny. Your email looks like it came from a solo operator, not a business.

Email bundled with web hosting

You created [email protected] inside your cPanel account. Done, right?

Not quite. Shared hosting servers send email for thousands of other accounts on the same IP.

One bad actor sends spam. The server’s IP reputation drops. Your legitimate emails get caught in the same filter.

Deliverability of bundled hosting email is inconsistent.

Domain email forwarding to Gmail

It looks professional. But the forwarding chain breaks authentication checks.

Gmail sees the message arriving from a forwarding server rather than the original sender.

It flags it as suspicious. These emails land in spam at a much higher rate.

Why Spam Filters Reject Your Emails

Modern spam filters do not just scan for suspicious words. They check the technical infrastructure behind your sending address.

Three DNS records determine whether your email gets delivered or flagged.

SPF (Sender Policy Framework)

A DNS record listing which mail servers can send email on behalf of your domain.

If your email leaves from a server not on that list, receiving servers treat it as potentially spoofed.

DKIM (DomainKeys Identified Mail)

An online signature is attached to every email you send.

It proves the message was not tampered with in transit. Without DKIM, your emails carry no cryptographic proof of authenticity.

DMARC (Domain-based Message Authentication)

A policy that tells receiving servers what to do when SPF or DKIM checks fail.

Options are: reject the message, quarantine it, or deliver it anyway.

Without DMARC, even properly authenticated emails are less trusted by Gmail and Outlook.

Personal Gmail and bundled hosting email do not configure these records correctly for your domain. But the dedicated mail hosting does.

What Dedicated Mail Hosting Does

Dedicated mail hosting puts your email on servers built specifically for email. Not shared with website traffic or bundled as an afterthought with a hosting plan.

These servers maintain strong IP reputations because email deliverability is their only job.

Good business email hosting in the Philippines means your domain is authenticated correctly, not just a mailbox that technically exists.

Your domain’s MX records point to the mail host’s servers. SPF, DKIM, and DMARC get configured correctly for your domain.

Every email you send is authenticated, signed, and trusted.

The result: Proposals reach inboxes. Invoices get seen. Clients stop saying they found your email in their spam folder.

Truehost  Workplace Email

Here at Truehost, we offer Workplace email hosting for Filipino businesses. It includes:

• Dedicated mailboxes on professional mail servers
• Billed in pesos. 
• Support available 24/7

If you don’t understand DNS records, we help you  configure SPF, DKIM, and DMARC during setup. You just start sending.

Plan	Price	Storage	Best For
Starter	₱26/mo	5GB per mailbox	Solo owners and freelancers needing one clean, reliable address
PRO	₱68.25/mo	25GB per mailbox	Small teams with multiple addresses and heavier email volume
Business	₱119.17/mo	50GB per mailbox	Growing teams needing shared inboxes and calendar integration

Pricing is billed triennially. Verify current rates at Truehost.

Most Filipino small businesses start on the Starter plan. At ₱26 a month, your emails stop going to spam. That is less than a cup of coffee in most Manila cafes.

How It Compares to the Alternatives

	Personal Gmail	Bundled Hosting	Google Workspace	Truehost Workplace
Professional domain address	No	Yes	Yes	Yes
SPF / DKIM / DMARC	No	Partial	Yes	Yes
Dedicated mail servers	No	No	Yes	Yes
Billed in pesos	Free	Bundled	No (USD)	Yes
Entry price	Free	Bundled	~₱511+/mo	₱26/mo
Local PH support	No	Varies	No	Yes, 24/7

How to Set It Up

Getting onto the Truehost Workplace email takes less than 30 minutes of actual work. Most of the wait is DNS propagation.

• Sign up at Truehost and choose your plan.
• Add your domain during setup, the one you already own, or a new one registered at the same time.
• Add the DNS records Truehost provides, MX, SPF, and DKIM entries at your domain registrar. Support handles this for you if needed.
• Wait for DNS propagation, typically a few hours. Once live, email to [email protected] arrives in your new mailbox.
• Set up IMAP access on your phone or laptop. Works with Gmail app, Outlook, and Apple Mail.

Frequently Asked Questions

Will I lose my existing emails when I switch?

No. Your existing emails stay wherever they currently live. Switching affects future delivery only.

If you want to bring old emails across, most email clients let you drag and drop between IMAP accounts. Truehost support can walk you through it.

Can I keep using the Gmail app on my phone?

Yes. The Gmail app supports IMAP access to external mail accounts.

Add your Truehost email as an account in Gmail settings. It appears alongside your personal Gmail. 

You can set it as your default sending address so all outgoing mail shows your business domain.

I already have an email through my web hosting. Why is that not enough?

Bundled hosting email shares a mail server IP with thousands of other accounts.

One account sends spam. The IP gets flagged. Your emails suffer for it.

Dedicated mail hosting uses servers whose entire purpose is email. Your sending reputation stays yours alone.

Is Google Workspace better?

Google Workspace is excellent if your team actively uses Google Docs, Sheets, Meet, and Drive every day.

The entry plan costs approximately ₱511 per user per month, after conversion to pesos and VAT.

If you mainly need email, Truehost Workplace at ₱26 per month gives you the same deliverability at a fraction of the cost.

My emails still go to spam, even with a professional address. What is wrong?

A professional domain address alone does not fix deliverability. The authentication records behind it do.

If SPF, DKIM, and DMARC are not configured correctly with your domain registrar, your emails will still be flagged.

With Truehost Workplace, these records get set up correctly during onboarding.

If you set up elsewhere and still have problems, ask your provider to verify your authentication record configuration.

How many email addresses can I create?

Each plan gives you a set number of mailboxes. Starter covers one mailbox, which suits most solo business owners.

PRO and Business plans support multiple addresses under the same domain. Useful for teams that need info@, sales@, support@, and individual staff addresses.

The Bottom Line

Every email that lands in your client’s spam folder is a missed opportunity. A proposal they did not read. 

An invoice they did not see. A follow-up that they assumed you never sent.

You will never know exactly how many you have lost. Clients rarely tell you their spam filter caught your message.

The fix costs ₱26 a month. That is less than the cost of losing one client because your quote landed in their junk folder.

Proper business email hosting in the Philippines is not an expensive upgrade. It is the most straightforward way to make sure your emails actually arrive.
Stop losing emails to spam. Truehost Philippines Workplace email hosting starts at ₱26/month. Dedicated mail servers, full SPF/DKIM/DMARC setup, and 24/7 local support included. See current plans here.