Running a WordPress website on shared hosting can be a cost-effective and simple solution for individuals, bloggers, and small businesses. But when it comes to email deliverability, shared hosting can become a hidden roadblock—one that quietly sabotages your communication efforts.If you’ve noticed that your contact form submissions aren’t arriving, order notifications get lost, or newsletter emails end up in spam, you’re not imagining things. Email deliverability problems are all too common in shared environments, but the good news is that you can fix them.
This guide walks you through five actionable steps to help your emails reach the inbox—no server upgrades or developer experience required.
Why Shared Hosting Hurts Email Deliverability
Shared hosting means you’re sharing the same physical server—and often the same IP address—with dozens or even hundreds of other websites. That means your email reputation is tied to everyone else on the server.
If one site sends spam or gets blacklisted, it can impact your emails too—even if you follow all the rules. Combine that with WordPress’s default method of sending emails using PHP’s
mail() function, and you're sending messages without proper authentication or traceability.This is why you might find your emails delayed, rejected, or quietly placed in the recipient’s spam folder.
Step 1: Switch from PHP Mail to SMTP
By default, WordPress uses PHP's
mail() function, which sends email directly from your web server. This method is unreliable and lacks critical authentication headers.Instead, switch to an SMTP plugin (Simple Mail Transfer Protocol), which routes your emails through a properly authenticated mail server.
Recommended SMTP Plugins:
- WP Mail SMTP
- Post SMTP
- Easy WP SMTP
Once installed, you can configure these plugins to use popular email services like Gmail, Outlook, Amazon SES, SendGrid, or a specialized email platform.
Step 2: Authenticate Your Domain with SPF, DKIM & DMARC
Even if your WordPress is set up correctly, mailbox providers like Gmail, Yahoo, or Outlook won’t fully trust your email unless you authenticate your domain. You do this by setting up SPF, DKIM, and DMARC records in your DNS.
Here’s what each one does:
SPF: Confirms which mail servers are authorized to send email on behalf of your domain.
DKIM: Adds a cryptographic signature to your messages to prove they haven't been tampered with
DMARC: Provides instructions to receiving servers on how to handle failed SPF or DKIM checks, and optionally sends you reports.
How to Set Them Up:
Log into your DNS host (like GoDaddy, Cloudflare, Namecheap).
Add TXT records provided by your email platform
Test with tools like MX Toolbox, Mail-Tester, or Google's Postmaster Tools
Platforms focused on email reputation and compliance often make this setup easier by offering one-click authentication or guided instructions.
Step 3: Don’t Let Your Content Trigger Spam Filters
Spam filters don’t just look at your server and domain—they scan your actual email content.
Some things to avoid:
Excessive ALL CAPS or too many exclamation marks!!!
Using shortened URLs (like bit.ly)
Linking to multiple domains with poor reputations
Overstuffing emails with images and no text
Broken or unstructured HTML code
Write Like a Human
Use a friendly, professional tone. Avoid sounding like a sales pitch. Your subject lines should reflect the value of the message—not just demand attention.
Also, always include a plain-text version of your email alongside the HTML version. Many email tools do this automatically, but it's worth checking if you're sending manually.
Step 4: Regularly Clean and Maintain Your Email List
It’s tempting to hang on to every email address you collect. But the truth is, old, fake, or inactive addresses hurt your deliverability—especially if you’re sending from a shared IP.
Email List Hygiene Tips:
Remove bounced or invalid addresses
Segment unengaged users and run re-engagement campaigns
Validate emails at signup with double opt-in
Use list-cleaning tools to remove toxic addresses
Whether you're using built-in tools in WordPress, plugins, or an external email service provider, prioritize the health of your list. Some platforms provide real-time insights into bounce rates, spam complaints, and open rates so you can act quickly.
Step 5: Choose the Right Email Platform for Your Needs
When your email list grows, or when you want to manage campaigns with better tracking and automation, it’s time to consider a dedicated email marketing solution.
Look for a platform that offers:
Domain authentication support
Clean IP pools or dedicated IP options
Bounce and spam reporting
List segmentation and personalization
Compliance with GDPR and CAN-SPAM
Some lightweight tools are designed specifically for growing businesses and WordPress users—allowing you to send newsletters, transactional emails, and even drip campaigns without the bloat.
Real-World Example
Let’s say you run a small online shop on WordPress using WooCommerce. You’ve set up a contact form, order confirmations, and a newsletter plugin.
You notice that your customers aren’t receiving their order emails, and contact form submissions never show up in your inbox. You check and find no SPF or DKIM records, PHP mail is still being used, and your newsletter tool sends via your hosting server’s IP.
By simply:
Switching to SMTP
Authenticating your domain
Writing cleaner, friendlier emails
Cleaning your email list
Using a lightweight, compliant email platform
…you can solve 90% of deliverability issues—no need for a new hosting plan or complicated development work.
Final Thoughts
Email deliverability isn’t just a “technical issue”—it’s a business essential. Whether you run a blog, a portfolio site, or a small store, making sure your emails land in inboxes is critical.
Thankfully, fixing this on shared hosting is easier than you think. With some quick changes—switching to SMTP, adding DNS records, improving content, and using the right tools—you’ll be on your way to better engagement and more reliable communication.
Don’t let your message get lost. Your users deserve to see it.