Why Your Emails Keep Landing in Spam and How to Fix It
Why Your Emails Keep Landing in Spam and How to Fix It  
Podcast: The HighLevel Experience
Published On: Wed Mar 25 2026
Description: 84 - Why Your Emails Keep Landing in Spam and How to Fix ItEmail isn’t “set it and forget it.” In this technical deep dive, host Vit Muller sits down with deliverability specialist and longtime HighLevel power user, Matt Ratliff of FunnelTechie, to demystify the setup steps and strategy that keep your emails out of spam and your domain reputation protected.From the biggest mistakes agencies make when they migrate to HighLevel and “blast day one,” to exactly how to configure SPF, DKIM, and DMARC (root vs subdomain), this episode gives you a practical blueprint. Matt and Vit compare LC Email vs using Mailgun directly, walk through sane subdomain strategies for transactional and marketing sends, show how to read Gmail headers to diagnose alignment, and lay out smart ways to route replies (Conversations vs Gmail) without breaking your inbox or your reporting.They also unpack IP reputation (shared pools vs dedicated IPs), sunset policies, and why engagement is the number one signal — plus a proven way to automate it so your list stays healthy long-term.Special Offer 🤩📣Protect your domain reputation and automate list health with Matt’s Email Engagement System snapshot for HighLevel. This plug-and-play system identifies disengaged contacts, automates sunsetting, and runs structured win-back campaigns — so your deliverability improves and stays strong. Grab the Email Engagement System: https://highlevelexperience.com/emailengagementsystemAbout Matt RatliffMatt Ratliff is the founder of FunnelTechie and a recognized deliverability expert in the HighLevel community. With 20+ years designing, securing, and optimizing enterprise networks for Fortune 500s, Matt has been helping agencies, marketers, and SaaS founders improve email performance since 2020 — with a specialty in simplifying complex setups, safeguarding domain reputation, and turning engagement data into action.Highlights 🔥Key points we talked about in this pilot episode!👉 [00:01:30] Common Mistakes in Email Deliverability - Discussion on the common mistake of migrating lists and blasting emails without proper setup, leading to domain reputation issues. Matt emphasizes the importance of understanding best practices from the start.👉 [00:03:30] Technical Setup Essentials - Matt explains the critical steps in setting up SPF, DKIM, and DMARC for email authentication. The conversation touches on the pros and cons of using Lead Connector Email versus Mailgun.👉 [00:05:00] Building and Maintaining a Healthy Email List - The importance of list hygiene and engagement is discussed. Matt shares insights on how disengagement can negatively impact deliverability and the role of open rates as a key signal.👉 [00:09:00] Vit’s Email Setup Process - Vit shares his approach to setting up email infrastructure, including the use of subdomains and Google Workspace. Matt provides feedback and additional tips on optimizing the setup.👉 [00:18:00] Understanding DMARC and Its Importance - A deep dive into DMARC records, including the differences between root and subdomain policies. Matt explains the significance of setting the correct policy and alignment tags.👉 [00:36:00] Subdomain Strategy and Email Routing - Discussion on the strategic use of subdomains for transactional versus marketing emails. The conversation also covers how to handle email replies and the implications of different routing choices.👉 [01:03:00] IP Reputation and Dedicated IPs - Matt explains the impact of IP reputation on deliverability and the considerations for using shared versus dedicated IPs. The importance of maintaining consistent email volume is highlighted.Our Sponsors:We’re proud to partner with some of the top industry leaders who help make the HighLevel Experience Podcast possible:HighLevelHighLevel is the all-in-one sales, marketing, and automation platform powering thousands of agencies and businesses worldwide. From AI tools to funnels, CRM, workflows, chat, reviews, and more—HighLevel helps you automate, scale, and deliver better results with one powerful system.Click here to get 30-day extended free trial of Highlevel HL Pro Tools - Your All-in-One Agency ToolkitHL Pro Tools helps HighLevel users scale faster with daily coaching, industry-specific snapshots, done-for-you onboarding, branded demos, theme customisers, and white-label resources. It’s the ultimate toolkit for agencies wanting to grow, automate, and stand out — just like we do at the High Level Experience. - Click here to learn more about HL Pro ToolsVAHub PROFree Up Your Time with HighLevel-Pro VAs — $297 Onboarding Fee Waived!Meet VA Hub PRO—the ultimate VA agency built just for HighLevel users. Imagine having a team of skilled “HighLevel ninjas” who handle your GHL tasks flawlessly, freeing you to focus on growth, client meetings, and closing deals. I’ve seen the impact firsthand with my own VAs, Komal and Eyanda—they’re game-changers. Right now, VA Hub PRO is waiving the $297 onboarding fee. Book your call at highlevelexperience.vahubpro.com.Level Up MarketplaceA cutting-edge platform designed to extend the functionality of HighLevel, offering a wide range of custom apps and workflow actions tailored to meet the diverse needs of agencies and SaaS businesses. As one of the only six global HighLevel developer partners, Level Up Marketplace provides innovative solutions that streamline processes, enhance customization, and enable new revenue streams. Whether you're looking to replace external tools like Zapier with native HighLevel integrations or seeking unique app functionalities to solve specific business challenges, Level Up Marketplace delivers agile, high-quality applications that empower agencies to scale and optimize their operations effortlessly. With a commitment to continuous development and community-driven innovation, Level Up Marketplace is redefining what’s possible within the HighLevel ecosystem. SPECIAL OFFER FOR OUR PODCAST LISTENERS! Use promo code VITMULLER at checkout to get 20% discount on your Level Up Marketplace Subscription! Click Here To Sign UpMy CRM SimUnlimited SMS & WhatsApp for HighLevelGet your SMS & WhatsApp marketing up and running effortlessly in 5 minutes with myCRMSIM + High Level and enjoy unlimited text messaging capabilities without the hassle of A2P registration or per message charges. Click here to get started for only $7 for your first month by using a promo code HLE7 at checkoutLove This Podcast?Please rate and review in your favorite app by clicking hereSubscribe to High Level Experience Newsletter!Subscribe to our newsletter for exclusive updates, strategies, and a front-row seat to the latest GHL feature reviews, all tailored to propel your journey to HighLevel greatness. Join us now and be part of a community that's redefining success in the digital age! 🚀💼🎧✨Click here to subscribeShare your story to be featured on our next episode! Each episode we feature 3 different GHL agencies sharing 1 inspiring story of businesses and impact made for them as a result of using HighLevel. Click here to submit yours!🎤Got a...