Email is landing in spam

Katalyz emails to your buyers (invitations, notifications, signature requests) are landing in spam rather than the inbox. This is a common issue that has a clear fix.

Why this happens

Email deliverability has nothing to do with your content. It's about sender reputation — the trustworthiness of the domain sending the email.

When Katalyz sends emails from @katalyz.co, the email looks like it's coming from a third-party vendor, not your company. Corporate email gateways (especially strict ones) are more skeptical of such emails and can classify them as spam.

The fix: dedicated email subdomain

The single most impactful change: set up a dedicated email subdomain for Katalyz under your own company's domain.

Instead of emails from no-reply@katalyz.co, they come from notifications@yourcompany.com — aligned with your brand and inheriting your domain's reputation.

How to set it up:

1. Go to Settings → Integrations → Email Subdomain (Admin only)
2. Choose a subdomain (e.g. notifications.yourcompany.com)
3. Add the required DNS records (SPF, DKIM, DMARC) to your domain
4. Verify and activate

Katalyz will walk you through DNS setup step by step, and our team can help if needed.

See Setting up a dedicated email subdomain for full details.

This typically resolves 90%+ of deliverability issues.

The other fix: send from each user's own inbox (Premium plan)

The Premium plan includes per-user email & calendar sync. Each rep connects their own mailbox (Google Workspace or Microsoft 365) from their profile → Connected emails, and Katalyz emails that relate to them (invitations, follow-ups, activity notifications) go out directly from their inbox, as if they had written them.

Benefits:

• Best-in-class deliverability — email comes from your real corporate domain, from your real mailbox; the reputation that applies is yours, not a technical subdomain's
• Replies in the right place — buyers can reply directly and you pick up the conversation in your usual inbox
• Consistent branding — signature, alias, auto-responder: all preserved

This is the recommended fix if you're on the Premium plan. For user-side setup, see Connecting your email inbox.

Other things that help

Ask recipients to allow-list

Once set up, encourage buyers to mark Katalyz emails as "Not spam" and add your subdomain to their safe senders list. Good practice:

• Include a brief note in the first email saying "If this landed in spam, please mark it as not-spam so future emails reach you."

Check your DNS records

Even after subdomain setup, bad DNS can undermine deliverability:

• SPF — must include Katalyz's sending infrastructure
• DKIM — must be set up correctly with the right public key
• DMARC — should be configured (at least p=none to start, tightening later)

Katalyz's subdomain setup guide provides exact records. Verify them in your DNS provider.

Check your domain's reputation

If your company's domain has poor sending reputation (e.g. marketing emails frequently marked as spam), your subdomain inherits that. Check with:

• mxtoolbox.com — basic reputation checks
• Google Postmaster Tools — if you have Gmail-heavy recipients
• Your email provider's dashboard

Reduce content flags

Content can occasionally trigger spam filters:

• Avoid excessive CAPS, !!!!, or aggressive marketing language in emails
• Don't embed large images only (mix with text)
• Don't use URL shorteners (bit.ly) — go straight to full URLs

What Katalyz does on its end

• All outbound email goes through AWS SES — a well-reputed email infrastructure
• Proper headers are set automatically (SPF, DKIM signing)
• Bounce handling — we handle bad addresses gracefully
• Dedicated IPs available — for very high-volume workspaces

For one-off issues

If emails from Katalyz are working generally but failing for a specific recipient:

• Have them check spam and mark "not spam"
• Ask them to add Katalyz (or your subdomain) to their safe senders
• See I didn't receive the email (for buyers)

Escalating to support

If deliverability is systematically bad even after subdomain setup:

Contact contact@katalyz.co with:

• Your subdomain setup status
• Recipient domains most commonly affected (e.g. @gmail.com, @yourclientsdomain.com)
• Approximate deliverability rate (e.g. "only 30% of buyers confirm receipt")

We can dig into sending logs and suggest optimizations.

Related articles

• Setting up a dedicated email subdomain
• I didn't receive the email (for buyers)
• [A signer didn't receive the signing email](→ 04-signatures/03-troubleshooting-signatures/02-signer-didnt-receive-email)

Updated on: 18/06/2026