Are You Losing Leads Because Your Contact Form Is Broken? (Here’s How to Fix It)

Changes in the way internet servers handle data transfers can negatively affect your contact forms’ success. At 24Moves, we help clients address this issue and bring their forms up to date with the latest email-authentication requirements. This post explains how we do it.

Have You Tested Your Contact Us Form?

When was the last time you filled out your own “Contact Us” form and verified that the message actually land in your inbox? If you can’t remember, you may be missing out on qualified leads without even knowing it. Even a beautiful, well-designed form won’t do you much good if its emails never make it through to your inbox.

What’s Happening Behind the Scenes

To keep spam and phishing under control, major email providers (Gmail, Outlook, Yahoo, and the rest) now enforce strict authentication checks before delivering messages. Here’s the simple version of why your form emails might be vanishing:

1. Traffic Cop Checks (SPF).
   A domain’s DNS record includes an SPF (Sender Policy Framework) entry, a “guest list” of servers authorized to send mail on behalf of that domain. If a website’s server isn’t on that list, recipient mailboxes may refuse the message.
2. Proof of Integrity (DKIM).
   DKIM (DomainKeys Identified Mail) attaches a cryptographic signature to each email. It proves the message came from an authorized location and hasn’t been tampered with. Without it, some servers will drop message mid-transit.
3. Web Servers Aren’t Mail Experts.
   By default, many hosts let sites send mail directly. But unauthenticated messages look suspicious, and intermediate mail servers often delay or discard them, so “Contact Us” submissions generated by web server code may never reach your inbox.

How 24Moves Can Help You Capture Every Lead

At 24Moves, we’ve seen too many small businesses miss out on inquiries simply because their forms weren’t sending authenticated mail. If you need help resolving this issue on your website, contact us at (281) 795-8213.  Our turn-key contact-form repair service handles everything so you can focus on your business:

• Provider Recommendation: We now favor Mailgun for its balance of affordability, reliability, and ease of setup—no more free-tier surprises from SendGrid.
• Full DNS Configuration: We add and verify your SPF and DKIM records, so mail servers immediately recognize your site as legitimate.
• Plugin Installation & Setup: Whether it’s the official Mailgun for WordPress plugin, WP Mail SMTP, Post SMTP, or another tool, we configure your API keys or SMTP credentials correctly.
• End-to-End Testing: We run test emails, monitor delivery, and re-submit every form on your site to confirm that inquiries arrive safely in your inbox.
• Other Options Supported: If you prefer Google Workspace SMTP, Sendinblue, Amazon SES, or another provider, we’ll tailor the integration to your needs.

DIY: High-Level Steps to Fix It Yourself

If you’re comfortable making these changes and have access to admin sections of your WordPress website, here’s what’s involved at a glance. Note that exact steps vary based on your DNS manager, SMTP plugin, and mail provider:

1. Choose Your Mail Handler
   Google Workspace SMTP, Mailgun (recommended), Sendinblue, Amazon SES, etc.
2. Set Up Your Mail Provider
   Sign up and generate an API key or SMTP credentials.
3. Update DNS:
   In your domain’s DNS dashboard, add the SPF record and the DKIM record supplied by your provider.
   Tip: DNS changes may take a few minutes up to 24 hours to propagate globally.
   CAUTION: Adding, deleting, and editing DNS records can affect how all email to your domain is handled, please be careful when making these edits.
4. Install & Configure a WordPress Plugin
   Install Mailgun for WordPress, WP Mail SMTP, Post SMTP, or similar. Enter your provider’s API key or SMTP server details, then save and enable authentication options.
5. Send a Test Email
   Use the plugin’s built-in “Send Test” feature to verify delivery.
6. Re-Test Your Site’s Forms
   Submit each form on your site and confirm receipt in your inbox. Repeat this check monthly to catch any future issues.

Caution & Limitations:
A typo in your DNS entries can disrupt other email services—double-check before saving. Free or trial tiers often limit your monthly sending or may convert to paid plans without notice. Investing in a reputable paid service avoids interruptions.

Ready to Secure Your Leads?

1. Test Your “Contact Us” Form Today. Submit a message and make sure it arrives.
2. Verify Your Authentication. Check with your webmaster or within your DNS settings that SPF and DKIM are properly configured.
3. Act Quickly. Unauthenticated emails risk being dropped, costing you potential sales.
4. Need Expert Help? Contact 24Moves for seamless Mailgun (or other) integration, ongoing site maintenance, and guaranteed delivery of every inquiry.