Do you regularly test your email systems?

It is important to regularly test email systems to ensure they are functioning properly and to identify any potential issues or vulnerabilities. This can help prevent delays or failures in communication and protect against cyber threats.

Have you ever received a bounce-back message when sending an email?

Yes, I have received bounce-back messages in the past when sending emails. This can happen for various reasons, such as incorrect email addresses, technical issues, or spam filters.

How can non-delivery reports affect email communication?

Non-delivery reports can cause delays in email communication, as it can take up to 72 hours for them to be received. This can lead to misunderstandings and frustration, especially in urgent situations.

Is email the most reliable form of communication?

While email is a commonly used form of communication, it is not always the most reliable. Factors such as spam filters, technical issues, and cyber threats can affect the delivery and security of emails. It is important to have other forms of communication, such as phone calls or face-to-face meetings, for urgent matters.

Do You Test Your Email Systems Regularly?

CREATED BY PRITESH GANATRA

Published: 23/09/2025 @ 09:01AM
#EmailBounceBack #CorrectEmailAddress #DoubtingMyself #DomainNameSpellings #CorrespondenceHistory

I recently sent an email to someone I had previously corresponded with. When I got a bounce-back, I thought I had the wrong address or made a typo. I doubted myself, as that is my nature, but seeing the email address in my ‘history' part of me knew I had the correct domain name spellings ...

Test my patience, oh, As the clock ticks away slow, Answers elude me

Anyway, I typed the address in full from scratch the second time and got a second bounce-back. I have the person's phone number and informed them that their emails appear not to be working. They tried to send me one and it did not work. As I do not look after their IT, I have no way of testing any of their systems.

After about an hour, I received a test email and replied to
ensure we had two-way electronic communication!

It was fortunate that on this occasion, I had a bounce-back message from Microsoft that the system could not deliver the email. I have had many occasions where non-delivery reports have been slow, and it can take up to 72 hours for Microsoft (or any email provider) to report back that an email was undelivered.

How many times have you thought that the other person, who is also receiving thousands of emails a week, is ignoring you? Emails can easily go into the spam or junk folders, or, in my case, we use a dedicated email filtering system (which we monitor every day) and will quarantine suspect electronic correspondence.

In short, unlike an old-fashioned fax machine, which only requires a working phone line, emails are not guaranteed to be sent or received, as many factors can affect transmission.

If you are sending or expecting an urgent email, it is still highly
advisable to call the other person and triple-check all is well!

We often forget that we can still communicate with people. In my personal view, if there are urgent matters at hand, then a phone call or face-to-face meeting (physical or virtual) is the best way to ensure a message gets heard. I have seen emails with very sensitive information sent in the body of the text, rather than being on a password-protected attachment.

Emails can be intercepted and we must take more care and be less reliant on this type of communication format. Do you test your systems and undertake cyber security/phishing email training with your organisation regularly?

I recommend at least once a quarter.

Until next time ...

PRITESH GANATRA
Your technology problem solver

Would you like to know more?

If anything I've written in this blog post resonates with you and you'd like to discover more about testing your email systems and what to do when you get unexpected undeliverable notifications, it may be a great idea to give me a call on 01604 926100 or take a look at my website, which you can find by clicking here.

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#EmailBounceBack #CorrectEmailAddress #DoubtingMyself #DomainNameSpellings #CorrespondenceHistory

About Pritesh Ganatra ...

The word 'Technology' has too many connotations in today's world! Where do we start? Simple terms like 'IT' and 'Telecoms'? or terms that appear NOT to have an actual meaning at all!, e.g. 'Internet of Things (IoT). Technology also encompasses specialist products and services like 'Rugged' and 'Tough' android devices, Lone Worker Software, panic alarm devices, smart energy devices, low energy lighting, credit card terminal (PCI DSS) security, indoor/ outdoor Wi-Fi systems, Ultrafast Gigabit internet connectivity, access control systems, industrial IoT circuit controllers.

BTS UK can consult from simple solutions to the most complex, provide some of the products through a wholesale channel, bring together a multi-disciplined 'Task Force' to deliver and implement complete Technology 'projects'.

I am your technology problem solver and I look forward to helping you.

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Do You Test Your Email Systems Regularly?

After about an hour, I received a test email and replied toensure we had two-way electronic communication!

If you are sending or expecting an urgent email, it is still highlyadvisable to call the other person and triple-check all is well!

After about an hour, I received a test email and replied to
ensure we had two-way electronic communication!

If you are sending or expecting an urgent email, it is still highly
advisable to call the other person and triple-check all is well!