Email Not Arriving: Causes and Solutions
Are you struggling with the problem that your email is not arriving at the recipient? This is one of the most frustrating problems for both businesses and individuals. In this article we explain why emails do not arrive and how you can solve this step by step.
Want to transfer your domain name to another registrar? Maybe your current provider is too expensive, offers poor service, or you want everything organized with one provider. In this article we explain exactly how a domain transfer works, what the difference is between .nl and international domains, and how you avoid common mistakes.
What is a registrar exactly?
A registrar (or domain registrar) is the company where you register and manage your domain name. The registrar is your direct point of contact for everything around your domain: renewing, changing DNS settings, and yes, also transferring to another party. When your email is not arriving, it is important to investigate this systematically.
Important to know: the registrar is not the owner of your domain. You always remain the holder. The registrar only handles the administrative processing at the registry (the central database of all domains with that extension).
Registrar vs hosting provider
Many people confuse these terms:
- Registrar: manages your domain name
- Hosting provider: manages your website and email
Providers such as Theory7 often offer both services, but that is not required. You can perfectly well have your domain with one party and your hosting with another.
Reasons to transfer your domain
The most common reasons to switch registrar: When your email is not arriving, it is important to investigate this systematically.
- Renewal costs too high – some registrars lure you with low entry prices, but charge hefty amounts at renewal
- Poor customer service – you get no answer or have to wait a long time
- Everything under one roof – you want domain, hosting and email with the same provider
- More features – better DNS options, free privacy protection, or a clearer control panel
- Acquisition or reorganization – the domain needs to go to another company
The transfer code (authcode) explained
To transfer your domain you need an authcode. This is also called an EPP code, authorization code or transfer token. It is a unique code that proves you have the right to start the transfer. When your email is not arriving, it is important to investigate this systematically.
Requesting the authcode
You request the authcode from your current registrar. You usually find this option in your control panel under "Domain Management" or "Transfer". The code is sent by email or shown directly.
Note the validity: An authcode is usually valid for 7 to 14 days. So only request it once you are actually ready to transfer.
Didn't receive an authcode?
Not receiving the code? Then check:
- Whether your email address at the registrar is still correct
- Whether the mail ended up in your spam folder
- Whether a transfer lock is active
With problems you can always contact the customer service of your current registrar. They are obliged to give you the authcode.
Difference: .nl domains vs international domains
The transfer process differs per domain extension. The biggest difference is between .nl domains and international extensions such as .com or .net.
.nl domains (SIDN)
All .nl domains are centrally managed by SIDN (Stichting Internet Domeinregistratie Nederland). This makes transferring relatively simple:
| Characteristic | .nl domain |
|---|---|
| Transfer duration | 1-5 days (often within 24 hours) |
| Renewal period | Term is retained |
| Transfer costs | Only transfer fee (no extra year) |
| Managed by | SIDN (Dutch) |
With .nl domains your existing registration period is taken over. Does your domain expire in 8 months? Then that is still the case after the transfer.
International domains (.com, .net, .org)
International extensions are managed by various registries (ICANN-accredited organizations). The process takes longer and works differently:
| Characteristic | International domains |
|---|---|
| Transfer duration | 5-7 days (can take up to 10 days) |
| Renewal period | +1 year added to the term |
| Transfer costs | Equal to 1 year renewal |
| Managed by | Verisign (.com/.net), PIR (.org), etc. |
The advantage: with international domains you automatically get an extra year. Say your domain expires in 3 months, then after the transfer you have 1 year and 3 months left.
Step-by-step plan: transferring a domain
Follow these steps for a smooth transfer:
Step 1: Check the term and status
Log in to your current registrar and check:
- When does the domain expire? (You cannot transfer domains that are about to expire)
- Was the domain registered more than 60 days ago? (Transfer lock period)
- Is there a transfer lock on the domain?
Step 2: Turn off the transfer lock
Most domains have a transfer lock active by default. This protects against unauthorized transfers. Turn this off in your control panel before proceeding.
Step 3: Request the authcode
Request the transfer code. Note the code somewhere safe – you will need it at the new registrar.
Step 4: Note your DNS settings
This is a step many people skip, with problems as a result. Take a screenshot or note:
- A records (point to your website server)
- MX records (point to your mail server)
- CNAME records (aliases)
- TXT records (for SPF, DKIM, verification)
Step 5: Start the transfer at the new registrar
Go to your new registrar (for example Theory7) and:
- Choose "Transfer domain" or "Transfer"
- Enter your domain name
- Enter the authcode
- Check your contact details
- Complete the payment
Step 6: Confirm the transfer
You will receive one or more emails:
- A confirmation email from the new registrar
- Sometimes an approval request from the old registrar
Click on all confirmation links to speed up the process. Don't respond? Then the transfer proceeds automatically after a few days.
Step 7: Set up your DNS again (if needed)
After the transfer you may need to re-enter your DNS settings at the new registrar. Use the notes from step 4. Then test whether your website and email still work correctly.
Keep or change DNS settings?
With a domain transfer there are three scenarios:
Scenario 1: Only transfer domain (hosting stays)
Your hosting stays with the current provider. You need to set the DNS records at the new registrar so they point to your existing hosting. Copy the A records and MX records exactly.
Scenario 2: Transfer domain and hosting
You move everything to the same new provider. The new provider gives you the correct DNS settings, or sets them automatically if you also take hosting.
Scenario 3: Taking over nameservers
Some transfers take over the existing nameservers. In that case nothing changes about your DNS and everything keeps working. Check this with your new registrar.
Common mistakes with domain transfer
We regularly see these mistakes:
Mistake 1: Outdated email address
Confirmation emails go to the email address in the WHOIS database. Is this an old address? Then you don't receive the emails and the transfer is delayed. Update your email address before requesting the authcode.
Mistake 2: DNS not noted down
After the transfer it turns out your website is offline or email no longer works. Cause: the DNS settings were only at the old registrar and were not carried over. Always note your DNS before the transfer.
Mistake 3: Transferring right before the expiry date
A domain that is about to expire cannot be transferred. Most registries require at least 30 days of remaining term. Renew the domain first, or transfer well in time.
Mistake 4: Forgetting to turn off the transfer lock
The transfer fails immediately if the transfer lock is still active. Check this first with your current registrar.
Mistake 5: Transferring too soon after registration
Most domains have a 60-day lock after first registration or after a previous transfer. You cannot transfer again within this period.
What does a domain transfer cost?
The costs differ per extension and registrar:
| Extension | Transfer costs | Extra term |
|---|---|---|
| .nl | €2.49 - €10 | No (term stays) |
| .com | €10 - €15 | Yes (+1 year) |
| .net | €10 - €15 | Yes (+1 year) |
| .org | €12 - €18 | Yes (+1 year) |
| .eu | €5 - €10 | No |
| .be | €8 - €12 | Yes (+1 year) |
At Theory7 you only pay €0.45 for a .nl transfer. International domains from €9.99 including a year's renewal.
How long does a domain transfer take?
The turnaround time depends on the extension and how quickly both parties respond:
- .nl domains: 1-5 days (often completed within 24 hours)
- .com, .net, .org: 5-7 days
- .eu domains: 1-5 days
- .be domains: 1-3 days
Tip: respond immediately to confirmation emails. The faster you respond, the faster the transfer is completed.
Transferring a domain to another registrar is easier than many people think. The essence: request the authcode, turn off the transfer lock, note your DNS settings, and start the transfer at your new registrar. Your domain will be transferred within a week.
The most important difference lies between .nl domains (fast, term stays) and international domains (longer, but you get an extra year). With the right preparation your website and email simply stay online during the switch.
More about domain names
Read more about domain names and transferring:
- Registering a domain name at Theory7
- Buying a domain name - tips and step-by-step plan
- Transferring a domain name: complete guide
- Changing nameservers - your domain to different hosting
Ready to transfer? At Theory7 you arrange the transfer in a few minutes. You pay a sharp price and get direct access to your domain management. Questions? Our support is happy to help you further.
Why is email not arriving: causes and solutions
There are many reasons why email is not arriving at the recipient. Below you find the most common causes when email is not arriving and how to fix them.
| Cause | Symptom | Solution |
|---|---|---|
| No SPF record | Email not arriving, spam | Set up SPF DNS record |
| Missing DKIM | Email in spam | Configure DKIM |
| Wrong MX records | Bounces | Check DNS records |
| Blacklisted IP | Email rejected | Remove IP from blacklist |
| Full mailbox | Bounce message | Clean up mailbox |
Steps to take when email is not arriving
- First check your email address settings for correctness
- Verify your SPF, DKIM and DMARC DNS records at your domain name
- Check whether your IP address is not on a blacklist
- Test with another recipient to determine whether email not arriving is a general problem
- Use a web hosting provider with a good email reputation
- Consider a professional email address for better deliverability
The problem of email not arriving is almost always solvable with the right configuration. Contact your hosting provider if email is still not arriving after following the above steps.
Email not arriving: analyzing technical causes
When your emails are not arriving at the recipient, it is important to systematically investigate the technical causes. Below we cover the deeper technical reasons and how you can diagnose them.
Checking your SPF record
An SPF record (Sender Policy Framework) tells receiving mail servers which servers are allowed to send mail on behalf of your domain. If this record is missing or misconfigured, your emails may be marked as spam or rejected entirely.
- Check your current SPF record via an online DNS lookup tool
- Make sure all mail servers you use are included in the record
- Use "~all" (softfail) while testing and later switch to "-all" (hardfail)
- You may have a maximum of one SPF record per domain
Setting up a DKIM signature
DKIM (DomainKeys Identified Mail) adds a digital signature to your outgoing emails. Receiving servers can use this to verify that the message actually originated from your domain and was not altered along the way. Without DKIM, your emails run a greater risk of ending up in the spam folder.
Configuring a DMARC policy
DMARC combines SPF and DKIM and gives you control over what should happen to emails that fail verification. A good DMARC policy not only helps improve your delivery, but also gives you reports about attempts to abuse your domain.
Common reasons email does not arrive at specific providers
Different email providers apply their own rules for filtering incoming messages. What works flawlessly at one provider can lead to blocking at another.
| Provider | Common problem | Solution |
|---|---|---|
| Gmail | Strict spam filters, categorization into tabs | Set up SPF + DKIM + DMARC correctly, have the recipient whitelist you |
| Outlook/Hotmail | IP reputation blocking, Junk EOP filtering | Sign up for SNDS (Smart Network Data Services), warm up your IP |
| Yahoo | Bulk mail detection, DomainKeys required | Build volume gradually, implement DKIM |
| Business filters | Overly strict corporate firewalls (Barracuda, Proofpoint) | Contact the recipient's IT department for whitelisting |
Step-by-step diagnosis when email does not arrive
If you notice that emails are structurally not arriving, follow this diagnostic process to find the cause:
- Check the bounce message - Did you receive an error message back? The error code tells you exactly what is going wrong (e.g. 550 = mailbox not found, 554 = blocked by spam filter).
- Test with a different email address - Send a test mail to a Gmail, Outlook and Yahoo address. If it fails at all providers, the problem is on your side.
- Check your sending limits - Most business email providers apply sending limits. If exceeded, emails are temporarily blocked.
- Check the mail queue - Log in to your hosting panel and check whether emails are stuck in the queue.
- Test your domain reputation - Use tools such as Google Postmaster Tools or MXToolbox to check whether your domain or IP is on a blacklist.
Preventive measures against email problems
Prevention is better than cure. With the following measures you minimize the chance that your email does not arrive at the recipient:
- Use a professional email address - Mail sent from your own domain (info@yourbusiness.com) is taken more seriously than mail from free providers
- Keep your mailing list clean - Regularly remove invalid addresses to keep your bounce rate low
- Avoid spam triggers - Do not use excessive capital letters, exclamation marks or words like "FREE" in your subject line
- Limit attachments - Large attachments increase the chance of blocking. Use a link to a file in the cloud instead
- Monitor your deliverability - Set up monitoring for your mail server to detect problems early
By consistently applying these steps, you significantly improve the reliability of your email communication and prevent important messages from getting lost.
Email not arriving due to blacklisting: how do you fix it?
One of the most frustrating reasons why email is not arriving is when your IP address or domain has ended up on a blacklist. Blacklists are databases maintained by anti-spam organizations and contain IP addresses and domains known to send spam.
The first step is determining whether you are on a blacklist. Use tools such as MXToolbox Blacklist Check or MultiRBL to check your IP address and domain against dozens of blacklists at once. If you are on a list, follow the delisting process of that specific blacklist. Most lists offer a form with which you can submit a removal request. This usually takes 24-48 hours, provided you have resolved the underlying problem.
Common reasons for blacklisting are: a hacked email account sending spam, a vulnerable contact form on your website being abused, or sending newsletters to outdated mailing lists with many invalid addresses. Prevent blacklisting by securing your server well, keeping your mailing lists up to date and never buying email addresses. Monitor your IP reputation regularly so you can act quickly if problems arise. Also consider using a professional email address on a reputable mail server for better deliverability.
Email not arriving: checklist for direct action
If your email is not arriving, use this quick checklist to systematically solve the problem. Start by checking your own outgoing mail server. Send a test message to an external address and check whether it is logged in the mail log as successfully sent. Then check whether the recipient received the message in the spam folder, because many deliverability problems are caused by overly strict spam filters on the receiving side.
Run a full diagnostic scan on your domain configuration. Successively check your SPF record, DKIM signature and DMARC policy via a tool like MXToolbox. Verify that your mail server has a valid PTR record and that the SSL certificate has not expired. Finally check whether your IP address is not on a blacklist. By systematically going through these steps, you identify the cause of the problem within 15 minutes in most cases. Document the cause found and the solution so you can act faster on a future incident.
Email not arriving: when to call in professional help
Sometimes email problems are too complex to solve yourself. Consider professional help if your email is not arriving despite correct SPF, DKIM and DMARC configuration. Email experts can perform in-depth analyses of your mail server logging, assess the reputation of your IP addresses and contact the postmasters of major email providers on your behalf. This is especially relevant for businesses that depend on reliable email communication with customers and where every missed message potentially costs revenue. The cost for professional email consultancy ranges from 75 to 200 euros per hour, but the investment pays for itself quickly if the alternative is that your emails structurally fail to be delivered to important contacts.
Checklist for email deliverability
Use this checklist to systematically check why your email is not arriving at the recipient. First check whether your SPF record is set up correctly and contains all sending servers. Verify that your DKIM key is active and that outgoing messages are correctly signed. Check your DMARC policy and make sure reports are sent to an active email address so you can monitor problems. Test your mail server with tools like mail-tester.com for an objective assessment of your configuration. Check whether your IP address is on a blacklist via mxtoolbox.com and take action if that is the case. Finally verify that you are not sending emails with suspicious attachments or subject lines that get flagged as unwanted by spam filters.
