Anyone had their email domain rejected for "Your access to this mail system has been rejected due to poor reputation"?

Forums › IT Pro and developers › Anyone had their email domain rejected for "Your access to this mail system has been rejected due to poor reputation"?

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SirHumphreyAppleby

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#3041179 24-Feb-2023 09:10

turtleattacks:

Thanks! Another beginner question - but I assume we won't have a static IP since we host our emails on Office365 and it'll probably be a pool of IP addresses?

If you're sending through Office365, this will be set up.

Something you should check, particularly if you have migrated from one system to another or have multiple e-mail accounts setup on your client software, is that you are actually sending through Office365. If you're sending through another server, the SPF record for the domain needs to include this as well.

turtleattacks

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#3041180 24-Feb-2023 09:14

SirHumphreyAppleby:

turtleattacks:

Thanks! Another beginner question - but I assume we won't have a static IP since we host our emails on Office365 and it'll probably be a pool of IP addresses?

If you're sending through Office365, this will be setup.

Something you should check, particularly if you have migrated from one system to another or have multiple e-mail accounts setup on your client software, is that you are actually sending through Office365. If you're sending through another server, the SPF record for the domain needs to include this as well.

Thanks - we were sending through the browser interface.

I got my partner to send it through her Gmail in the meantime. Hopefully that'll work!

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networkn

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#3041183 24-Feb-2023 09:22

turtleattacks:

Thanks - we were sending through the browser interface.

I got my partner to send it through her Gmail in the meantime. Hopefully that'll work!

So this is a single destination that is failing you? Could be a specific rule on their system?

turtleattacks

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#3041184 24-Feb-2023 09:25

networkn:

turtleattacks:

Thanks - we were sending through the browser interface.

I got my partner to send it through her Gmail in the meantime. Hopefully that'll work!

So this is a single destination that is failing you? Could be a specific rule on their system?

Correct, the Police's Office365 would not accept our email domain whereas my work's Office365 (heavily regulated strict financial company) had no issues.

This must be a setting within Office365.

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afe66

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#3041439 24-Feb-2023 16:46

Not exactly related but kiwi bank credit card wouldn't let me pay for my lycos email account for that reason.

So paid it via PayPal using same credit card which worked fine.

BlakJak

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#3041609 24-Feb-2023 20:19

A key element of email delivery reputation is... well.. having a reputation.

Given your domain is less than a year old and you've only set up email on it recently, you haven't had a chance to build a positive reputation.

In the email industry it is commonplace to 'warm up' an email server before putting critical production mail through it, to ensure you have an established positive reputation.

A few things you can do

First is to reach out to your contacts within Police about the problem - via an alternative method, obviously - and ask them to whitelist your IP address. An internal Police user should raise an internal IT request for this.

Next, you could consider rigging a smarthost service for email delivery to work around the problem - for example services like SMX can be rigged to relay email for you, you could put a rule on your MTA to route all email for specified domains through their OMR service. It does tend to detract from you 'warming up' your service if you do that though; you need to demonstrate your IP can be trusted.

If you reaaaaally are having problems resolving your situation talking to Police, hit me up via PM and I can put you in touch with someone who can probably help resolve it. But in my experience their IT folks are reasonably responsive, even to externals, subject to load of course

No signature to see here, move along...

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BlakJak

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#3041612 24-Feb-2023 20:21

Oh and re Office365; Police as a NZ Government agency have a requirement to run the SEEMail service as well, which means there's in-effect an 'on-prem' element to their external email handling. So you can't compare with other M365 services and expect them to work equivalently.

I work in Cybersecurity for a different government agency and have worked extensively with SEEMail so this is part of why I can probably help route you to someone who may be able to help - I talk to my counterparts in Police often.

No signature to see here, move along...

turtleattacks

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#3041619 24-Feb-2023 20:35

BlakJak: Oh and re Office365; Police as a NZ Government agency have a requirement to run the SEEMail service as well, which means there's in-effect an 'on-prem' element to their external email handling. So you can't compare with other M365 services and expect them to work equivalently. I work in Cybersecurity for a different government agency and have worked extensively with SEEMail so this is part of why I can probably help route you to someone who may be able to help - I talk to my counterparts in Police often.

Thanks for the insights, we sent our forms via our Gmail in the meantime. (some supplier/procurement forms). I believe that went through okay.

What you said about domain names was really helpful as we have been emailing them with our previous older .com domain without any issues.

We changed our website/email to a .co.nz address last week and now it bounced.

Two years ago our emails (not-police buy to an Office365 email) quarantined (not even spam folder) because it had contained an image hosted by a website called Zyro. Luckily it was resolved by a friendly IT specialist at my work who went into the logs. As we deal with some pretty sensitive/medically important emails - that was a huge nightmare to have it resolved.

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turtleattacks

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#3041625 24-Feb-2023 20:56

BlakJak: A key element of email delivery reputation is... well.. having a reputation.
Given your domain is less than a year old and you've only set up email on it recently, you haven't had a chance to build a positive reputation.

In the email industry it is commonplace to 'warm up' an email server before putting critical production mail through it, to ensure you have an established positive reputation.

A few things you can do
First is to reach out to your contacts within Police about the problem - via an alternative method, obviously - and ask them to whitelist your IP address. An internal Police user should raise an internal IT request for this.
Next, you could consider rigging a smarthost service for email delivery to work around the problem - for example services like SMX can be rigged to relay email for you, you could put a rule on your MTA to route all email for specified domains through their OMR service. It does tend to detract from you 'warming up' your service if you do that though; you need to demonstrate your IP can be trusted.

If you reaaaaally are having problems resolving your situation talking to Police, hit me up via PM and I can put you in touch with someone who can probably help resolve it. But in my experience their IT folks are reasonably responsive, even to externals, subject to load of course

With regress to the IP address, as our email is hosted by Outlook. Wouldn’t the IP just be a pool of IP addresses?

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BlakJak

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#3041631 24-Feb-2023 21:24

I would have assumed yes. Hard to make any real assessments until you know exactly what Police are using to score your address. This is why you need to raise it to their IT.

No signature to see here, move along...

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