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Email Setup for Reliable Deliverability

This guide is your start for setting up email so it looks professional, protects your brand, and gives your messages the best chance to be seen.

Step 1: Verify your email or domain

Verifying your email or domain tells providers like Gmail and Outlook that FMG is allowed to send on your behalf. This helps your emails look like they are truly coming from you, not a generic system.

Why this matters:

  • Improves inbox placement and overall deliverability.
  • Keeps your branding consistent in the “From” line.
  • Supports advanced protection tools like DMARC (for firms that use it).

To walk through the full verification process, follow this article: SPF Verification for Email Delivery

 

 

Step 2: Share our sending IPs with IT (if applicable)

If your firm uses a corporate email system, firewall, or strict spam filters, your IT team may need to “allowlist” FMG’s sending IP addresses. This tells your firm’s systems that messages sent from FMG are safe and should not be blocked.

If you have an IT team, send them this article: FMG Sending IP Addresses

This step is most important if:

  • You work at a larger firm with an internal IT department.
  • Your company uses tight security or advanced spam filtering tools.

If you use a personal Gmail, Outlook, or similar email account without firm-level IT, you can usually skip this step.

 


 

Step 3: Follow email deliverability best practices

Technical setup helps get you started; your sending habits help keep your emails landing in inboxes. 

A few simple best practices go a long way:

  • Send to people who have opted in or expect to hear from you.
  • Keep your list up to date by removing invalid or unengaged addresses.
  • Use clear, honest subject lines (avoid “spammy” tactics or all caps).

For a deeper overview, see: Email Deliverability

Tip: Consistent, relevant communication not only improves deliverability but also strengthens your client relationships.

 

 

Step 4: If clients still don’t see your emails

Even with everything set up correctly, some clients may still miss an email from time to time. 

Here are quick checks you can ask them to do:

  • Look in Spam, Junk, or Promotions folders.
  • Add your “From” address to their contacts or safe-sender list.

For more detailed tips by provider (Gmail, Outlook, etc.), visit: Troubleshooting Common Email Provider Issues​