AppFolio Property Manager: Fix Emails Going to Spam Checklist

If AppFolio emails are landing in spam, check authentication (SPF, DKIM, DMARC), sending domain alignment, and whether recipients are blocking or filtering AppFolio’s sending servers. If all settings already look correct, the issue is usually recipient-side filtering, low engagement history, or a shared-sending reputation problem that AppFolio Support must review.

 

Quick checks that fix most cases

 

• Confirm the “From” address domain matches what residents expect (example: notices@yourhoa.org, not a free Gmail/Yahoo address).
• Ask one recipient to check spam and mark “Not spam”, then add the sender to contacts. This trains their mailbox.
• Check if only certain domains are affected (Gmail only, Outlook only). That points to recipient filtering, not AppFolio settings.

 

Email authentication (most important)

 

• SPF: a DNS record that says which servers may send mail for your domain. If missing or too strict, mail looks fake.
• DKIM: a digital signature added to outgoing mail. If not enabled, spam filters distrust the message.
• DMARC: a policy that tells mail providers what to do if SPF or DKIM fails. If set to “reject” and AppFolio is not aligned, messages can be quarantined or blocked.
• Alignment: the visible “From” domain should match the authenticated domain. Misalignment is a common reason for spam.

 

Content and sending behavior checks

 

• Subject/body triggers: too many links, “urgent” language, all-caps, or attachments can raise spam scores.
• Attachments: PDFs are usually fine; uncommon file types are risky. Prefer portal links when possible.
• List hygiene: remove bad emails and duplicates. Repeated bounces hurt reputation.
• Engagement: if many residents never open messages, providers may start routing future mail to spam.

 

When everything is already correct

 

• Recipient-side filtering: corporate or school email systems often quarantine bulk mail. Ask the recipient’s IT to allowlist AppFolio sending domains/IPs.
• Shared sending reputation: some platforms send from shared infrastructure; another sender’s behavior can affect deliverability. This requires AppFolio to investigate.
• Mailbox provider quirks: Gmail and Microsoft may silently downgrade mail even when SPF/DKIM pass. Proof is in message headers.

 

What to collect before contacting support

 

• One example email that went to spam, including full headers (shows SPF/DKIM/DMARC results).
• Recipient domain (gmail.com, outlook.com, a company domain) and whether others are affected.
• Date/time sent, message type (announcement, invoice, violation), and the exact “From” address.