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Patient Copilot Help Center

Low IP Reputation - Restore Sending IP Credibility

Fixing Low IP Reputation Issues - Restore Sending IP Credibility ## What’s Happening? Your sending IP address has developed a poor reputation with email providers and security services, causing your emails to be blocked or rejected. Unlike domain reputation, IP reputation is tied to the specific server or infrastructure sending your emails. In Our platform, this means the IP infrastructure you’re using needs reputation recovery through improved sending practices and proper list management. IP reputation issues are often more immediate than domain reputation problems, as they can result in complete blocking rather than just spam folder placement. The good news is that IP reputation can be restored more quickly than domain reputation with the right approach. ## Quick Diagnosis: Identifying IP Reputation Issues Look for these bounce messages that indicate IP reputation problems: ### Outlook/Microsoft Blocks - “The sending server’s IP address is on a block list, causing Outlook to reject the message”

  • “The sending server’s IP is blocked due to poor reputation or suspicious activity”
  • “The sending server’s IP address is blocked or refused due to a history of abuse or suspicious activity” ### General IP Reputation Issues - “The sending server’s IP is blocked or blacklisted due to poor reputation or spam reports”
  • “The sending server’s IP address has a poor reputation, causing the recipient to reject the message”
  • “The sending server’s IP has a history of violating recipient policies, leading to mail being blocked” - “The sending server’s IP is on a blocklist, causing rejection by the recipient’s email provider”
  • “The sending server’s IP address is listed on one or more DNS-based blacklists”
  • “The sending IP is listed on a reputation blocklist, causing the recipient server to reject the message”
  • “The sending IP or domain is listed on public blocklists due to suspected spam or abuse”
  • “The sending server’s IP is blacklisted, causing email rejection” * * * ## Understanding IP Infrastructure ### Dedicated IP Setup Shared IP (Default - Professionally Managed): - We maintains excellent IP reputation
  • No manual IP reputation management required
  • Cost-effective solution suitable for most sending volumes
  • Benefit from collective good sending practices of the community
  • Automatic load balancing across multiple high-quality IPs
  • No warm-up required - ready to send immediately
  • Professional monitoring and maintenance handled by us Dedicated IP (Available for High-Volume Senders): - Exclusive IP address assigned only to your account
  • Complete control over your IP reputation
  • Built-in SNDS monitoring available in our platform
  • Access to advanced IP analytics and reporting
  • Ideal for consistent high-volume sending (150,000+ emails/month)
  • Requires proper warm-up process for optimal performance ### Key Differences: IP vs Domain Reputation IP Reputation: - Where: Tied to the server/infrastructure sending emails
  • Management: Professionally managed by us (shared IP)
  • Recovery: Can be restored relatively quickly with proper practices
  • Impact: More immediate - affects delivery speed Domain Reputation: - Who: Tied to your specific sending domain
  • Control: Under your direct control
  • Portability: Follows you regardless of ESP changes
  • Impact: Long-term factor in inbox placement * * * ## Step-by-Step IP Reputation Recovery ### Step 1: Identify Your IP Setup Check your IP configuration: 1. Navigate to Email Services: - Go to Settings → Email Services - Check if you have access to Postmaster Tools tab - Look for Microsoft SNDS section
  1. Determine your IP type: - If you see SNDS data: You have a dedicated IP - If you see “IP not found in your account”: You’re on shared IP (which is perfectly fine!)
  2. For email header checking (if needed): - Send a test email to yourself - View email source to see sending IP in headers - Look for: Authentication-Results: spf=pass (sender IP is [IP]) ### Step 2: IP Reputation Assessment Based on Your Setup For Shared IP Users (Most Users): #### ✅ Good News for Shared IP Users! We maintains excellent IP reputation for all shared IP users. You don’t need to worry about IP reputation management - focus on your domain reputation and sending practices instead! For Dedicated IP Users: - Built-in Monitoring: - Go to Settings → Email Services → Postmaster Tools - View your Microsoft SNDS data directly in our platform - Monitor complaint rates, volume patterns, and reputation metrics - Track authentication success rates
  • External Reputation Checkers: - Sender Score by Validity - senderscore.org (0-100 scale) - Talos Intelligence by Cisco - talosintelligence.com/reputation_center - Google Postmaster Tools - postmaster.google.com
  • Blacklist Checkers: - MXToolbox Blacklist Check - Spamhaus Lookup - MultiRBL ### Step 3: Recovery Actions Based on Your IP Type For Shared IP Users: Your Focus Areas: - Domain Authentication: Ensure SPF, DKIM, DMARC are properly configured
  • List Quality: Maintain clean, engaged email lists
  • Content Quality: Send relevant, valuable content to subscribers
  • Engagement: Focus on improving open rates and click-through rates
  • Compliance: Follow email marketing best practices What we Handles: IP reputation monitoring, blacklist management, infrastructure optimization For Dedicated IP Users: 1. Monitor Your SNDS Data: - Check Settings → Email Services → Postmaster Tools → Microsoft SNDS - Review complaint rates (target <0.1%) - Monitor volume patterns and authentication success - Track any reputation warnings or alerts
  1. Address Blacklist Issues: - Use external tools to check for blacklist appearances - Submit removal requests to relevant blacklist providers - Document remediation efforts - Coordinate with our support if needed
  2. Implement IP Warm-up (if needed): - Start with low volume to highly engaged contacts - Gradually increase volume over 4-6 weeks - Monitor SNDS data for any negative trends ### Step 4: Optimize Your Sending Practices (All Users) Essential List Management: 1. Go to Contacts → Smart Lists
  3. Create filters to manage: - Unengaged contacts - Separate contacts with no activity in 90+ days - High-engagement contacts - Prioritize recent openers and clickers
  4. Implement best practices: - Use double opt-in for new subscribers - Regular list hygiene maintenance - Segment based on engagement levels - Maintain comprehensive suppression lists Strengthen Domain Authentication: 1. Navigate to Settings → Email Services → Dedicated Domain and IP
  5. Click Verify Domain for your domain
  6. Maintain consistent “From” domain usage
  7. Keep all authentication records up-to-date * * * ## Advanced Monitoring for Dedicated IP Users ### Using our Built-in SNDS Monitoring Accessing Your SNDS Data: 1. Navigate to Settings → Email Services → Postmaster Tools
  8. Click on Microsoft SNDS tab
  9. Review the following metrics: - Complaint Rate: Should be <0.1% - Trap Hits: Should be 0 - Volume Patterns: Monitor for consistency - Authentication Success: Should be >95%
  10. Set up regular monitoring schedule (daily/weekly)
  11. Document trends and changes Interpreting SNDS Data: - Green status: Excellent reputation, continue current practices
  • Yellow status: Monitor closely, optimize sending practices
  • Red status: Immediate action required, review all practices ### Additional Monitoring for Dedicated IP Users Google Postmaster Tools Setup: - Add your sending domain at postmaster.google.com
  • Monitor spam rate trends (maintain <0.1%)
  • Track delivery error patterns
  • Watch authentication success rates
  • Set up alerts for performance changes * * * ## When to Consider Dedicated IP Consider upgrading to dedicated IP if: - You consistently send >150,000 emails per month
  • You want access to detailed SNDS monitoring
  • You need complete control over IP reputation
  • Your business requires maximum deliverability control
  • You can maintain consistent sending volumes
  • You want advanced IP analytics and reporting Dedicated IP Advantages: - Built-in SNDS monitoring: Access Microsoft reputation data directly
  • Complete control: Your sending practices directly impact reputation
  • Advanced analytics: Detailed reputation tracking and reporting
  • Isolated performance: Your reputation isn’t influenced by others
  • Scalability: Better suited for high-volume sending * * * ## Best Practices for All Users ### List Management Excellence - Engagement-based segmentation: Separate engaged from unengaged contacts
  • Regular list audits: Monthly review of contact quality
  • Double opt-in implementation: Ensure subscriber confirmation
  • Quality focus: Prioritize engaged subscribers over list size ### Content and Sending Optimization - Spam score testing: Test campaigns before sending
  • Clear sender identification: Use recognizable “From” names
  • Relevant content: Match subscriber expectations
  • Easy unsubscribe: Process opt-outs immediately
  • Consistent scheduling: Maintain regular sending patterns ### Authentication and Technical Setup - Perfect authentication: Ensure SPF, DKIM, DMARC are configured
  • Domain consistency: Use the same authenticated domain
  • Mobile optimization: Ensure emails render well on all devices
  • Regular monitoring: Check authentication status monthly * * * ## Recovery Timeline and Expectations ### For Shared IP Users - Immediate: Focus on domain reputation and list quality
  • 1-2 weeks: See improvements in delivery rates
  • 1 month: Stable performance with optimized practices
  • Ongoing: Maintain best practices for continued success ### For Dedicated IP Users - Days 1-7: Address blacklist issues, optimize practices
  • Weeks 2-6: Monitor SNDS data, gradual improvement
  • Months 2-4: Full reputation recovery and stable performance
  • Ongoing: Continuous monitoring and optimization * * * ## Working with We Support ### When to Contact Patient Copilot Support - Shared IP users: For general deliverability guidance and best practices
  • Dedicated IP users: For SNDS data interpretation and IP-specific issues
  • Authentication help: DNS configuration assistance
  • Dedicated IP consultation: Discuss upgrade options and requirements
  • Performance optimization: Get recommendations for your specific use case ### Information to Provide Support - Your IP setup: Shared or dedicated IP
  • Performance metrics: Delivery rates, engagement data
  • Specific issues: Bounce messages, delivery problems
  • Sending volume: Current and planned email volumes
  • SNDS data: Screenshots from your Patient Copilot dashboard (dedicated IP users) * * * ## Still Having Issues? If you continue to experience IP reputation challenges: 1. Shared IP users: Focus on domain reputation and sending practices - We handles IP reputation automatically
  1. Dedicated IP users: Review your SNDS data and optimize accordingly
  2. All users: Ensure perfect domain authentication and list quality
  3. Contact support: Leverage their expertise and platform knowledge
  4. Consider professional consultation: For advanced optimization strategies Remember: Our infrastructure is designed to maintain excellent IP reputation automatically for shared IP users, while dedicated IP users get advanced monitoring tools built right into the platform. Focus on what you can control - domain reputation, list quality, and content optimization. * * * ### Need Expert Patient Copilot Optimization? Maximize your Patient Copilot email performance with professional deliverability strategies! Get expert assistance with: - Patient Copilot deliverability optimization
  • Domain reputation management strategies
  • Advanced list segmentation and cleaning
  • SNDS data interpretation (dedicated IP users)
  • Authentication setup and optimization
  • Ongoing performance monitoring and improvement Optimize your Patient Copilot email performance with professional expertise!