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No Reply Received?

Your Message May Not Have Reached Us

To protect against increasingly sophisticated threats such as phishing and email fraud, we have implemented advanced email security measures. This system automatically detects and blocks suspicious or spoofed emails. As a result, while rare, it is possible that legitimate emails may not reach us.

This article explains the common causes of such delivery failures and what you can do to prevent them.

Main Cause: Your Email Was Marked as Spam

Our server may block your email before it reaches us if it contains one or more of the following elements:

1. Low-Rated Sender Address or Server

  • SPF/DKIM/DMARC not configured or incorrectly set (This is the most common cause)
  • Free email addresses (e.g., Yahoo, Hotmail, outdated OCN accounts)
  • Sending server's IP address is listed as a known spam source

2. Spam-Like Subject or Content

  • Emails with only attachments and little to no text (e.g., “See attached”)
  • Unnatural or excessive use of URLs (3 or more increases the risk)
  • Mass emails or business emails lacking a proper signature

3. Operational Issues in Email Setup

  • No sender name or signature, mismatched reply-to address
  • Ambiguous use of To/Cc/Bcc, especially with multiple recipients

Additional Notes

Spam filters score emails based on multiple factors, including sender credibility, subject line wording, message content, and number of URLs. Even minor issues can accumulate and cause your email to be blocked.

Email reputation is also continuously evaluated by security services and blacklist databases. These mechanisms help ensure harmful or spoofed messages are filtered out, but they can also mistakenly block genuine emails if your settings are incorrect.

Maintaining proper email configuration is now an essential part of business communication and trust-building.

✅ What You Can Do

1. Check Your Email Configuration

For users with a company domain:
Check if your SPF, DKIM, and DMARC settings are correct using these free tools:

➡ You can also use tools like ChatGPT to help you understand error messages.
Alternatively, please ask your server administrator to configure the settings — it’s a simple process.

For free email users:
Yahoo and Hotmail are more likely to be blocked.
We recommend using Gmail, which is generally more reliable.

2. Review Your Email Composition

  • Write clear and specific subject lines (e.g., “Request for Quotation”)
  • Include your company name, full name, and contact info in the signature
  • When attaching files, briefly explain them in the body text
  • 3. Use Alternative Contact Methods
  • If you suspect your email did not go through, please contact us via one of the methods below:
  • Contact Form: https://en.kojima-label.co.jp/contact/

FAQ

Can you tell if my email failed to reach you?

Unfortunately, not always. If your email ends up in our spam folder, we can retrieve it. But if our system blocks it before it reaches the server, it will not be delivered at all.
If you don’t receive a reply, please reach out again via our contact form or by phone.
We apologize for the inconvenience and appreciate your understanding.

What are SPF / DKIM / DMARC?

These are email authentication protocols used to prevent spoofing and spam:

  • SPF (Sender Policy Framework): Defines which mail servers are allowed to send on behalf of your domain
  • DKIM (DomainKeys Identified Mail): Uses digital signatures to verify the email hasn’t been altered
  • DMARC (Domain-based Message Authentication, Reporting & Conformance): Specifies how to handle messages that fail SPF/DKIM checks

Incorrect settings can cause your email to be blocked or marked as spam.

How can I configure SPF / DKIM / DMARC?

These settings are usually available via your hosting or email provider’s control panel.

  • SPF: Add or edit a TXT record in your DNS settings
  • DKIM: Enable the email signing feature in your mail server settings
  • DMARC: Add a TXT record in your DNS (e.g., via Cloudflare or your hosting provider like Xserver)

Search “[your hosting provider] + SPF settings” for guidance, or consult their official documentation.

How can I check if my settings are correct?

Use these tools:

  • MXToolbox: Enter your domain name to check SPF, DKIM, and DMARC status
  • Mail-tester.com: Send an email to the address they provide for a full analysis
  • Gmail Test:
    Send yourself an email, open it in Gmail, click “⋮” and select “Show original.” If SPF, DKIM, and DMARC show as PASS, it’s correctly set.
  • Google Admin Toolbox: Also allows you to verify settings, though it may flag false positives — use as a reference only.
Do too many URLs in an email make it harder to deliver?

Yes, including multiple URLs (especially 3 or more) can increase the chance of your email being flagged as spam.

Examples of risky patterns:

  • Messages with only URLs and no explanation
  • Use of shortened links (e.g., bit.ly) or links to unknown external sites
  • Excessive number of links in one message

Tip: Limit to 1–2 URLs per email, and describe the linked content clearly in the body.