Understanding and Resolving Email Service Provider Blocks

About Email Service Provider Blocks

An Email Service Provider (ESP) block occurs when a major email provider like Gmail, Yahoo, or Outlook rejects emails sent from your CRM. This typically happens due to issues with your email authentication, sender reputation, content quality, or technical configuration. Unlike standard email bounces, ESP blocks are tracked separately and can trigger immediate restrictions on your account to protect long-term deliverability.

The ESP Block System

The system uses a graduated approach to manage ESP blocks. It begins with warning emails and escalates to temporary suspensions if block rates are not improved. The system resets after you maintain an ESP block rate below 1% for seven consecutive days.

Block Progression

• Pre-Block Warning (3% block rate): An immediate warning email is sent.
• First Block (5% block rate): Email sending is suspended for 12 hours.
• Pre-Second Block Warning (3% block rate after first block): A critical warning email is sent.
• Second Block (5% block rate after first block): Email sending is suspended for 24 hours.
• Final Warning (3% block rate after second block): A final warning email is sent.
• Third Block (5% block rate after second block): Results in a permanent suspension of email sending.

What to Do If You Are Blocked

If your account is blocked, you will see a banner notification in your CRM subaccount stating: "Email sending is blocked due to a high number of spam blocks from email providers. This block is enforced to protect email deliverability and prevent further reputation damage with Email Service Providers (ESPs)."

Requesting a Permanent Unblock

If your account receives a permanent suspension, you cannot unblock it automatically. You must contact your agency owner, who will manually review the request to ensure the underlying issues have been resolved before lifting the suspension.

Why This Is Important

ESP blocks can severely damage your sender reputation, causing your emails to be consistently marked as spam. This directly impacts your business by reducing deliverability and potential revenue. Major email providers are continually tightening their requirements for authentication and content quality, making it essential to maintain good sending practices.

Next Steps to Take

Follow this process to resolve and prevent ESP blocks:

1. Analyze: Use the Bounce Classification feature in your CRM to identify the specific causes of your ESP blocks.
2. Fix: Address the identified issues using the detailed support guides available for categories like DMARC failures, reputation issues, and content filtering.
3. Monitor: Track your progress using the analytics dashboard to ensure your block rates are decreasing.
4. Verify: Confirm that your fixes are effective before resuming normal email sending volume.

Time-Sensitive Actions

To prepare for the new policy implementation on February 12, 2026, take the following actions promptly:

• Complete your email authentication setup (SPF, DKIM, DMARC).
• Thoroughly clean your email lists to remove invalid or unengaged contacts.
• Optimize your email content and templates to avoid spam-like characteristics.
• Test email delivery across major providers.
• Monitor your analytics dashboard daily.

If you receive a warning or block, act immediately. Within 24 hours, review your analytics and start fixing critical issues like authentication. Within 48 hours, complete all technical fixes, clean your lists, and test delivery.

Important Reminders

• ESP blocks are distinct from regular bounces and require urgent attention.
• Each email provider has different requirements; use your analytics to see provider-specific problems.
• Preventing issues is more effective than fixing them. Adopt proper email practices from the start.
• Delays in resolving issues can lead to permanent restrictions.
• You have a 30-day preparation period before the policy takes effect; use this time wisely.

Frequently Asked Questions

When does the new policy take effect?

The new ESP Block System will be implemented on February 12, 2026. All users have 30 days from the announcement to prepare.

What happens to my current ESP blocks?

Your ESP block history will be reset on the implementation date. However, it is strongly recommended that you resolve any existing issues beforehand to ensure uninterrupted email sending.

How do blocks reset?

Blocks are reset after you maintain an ESP block rate below 1% for seven consecutive days. Receiving three temporary blocks leads to a permanent suspension, which requires manual review by your agency owner to lift.