How To Treat Un-delivered Or Delayed Email Submission

Have you Ever shocked by un-delivered or delayed urgent email ?.

It is frustrating when submitting a very urgent email but a failure message coming in from mailer post master instead of a reply from recipient.

Major reason of delayed or un-delivered or bounced back mail are because of :

Your mail server is down, recipient's mail server is down, or recipient's mail server is somehow set in more high security level, so your email could be blocked.

Don’t be panic :-)

Instead of grumbling, act like a pro and do the following steps :

Step-1: Call Recipient

If you have recipient’s phone number, call him/her right away; tell him/her about the un-delivered/delayed email submission and you are going to use web mail for a while to keep in touch with her/him. To make sure your web mail submission won't be blocked or removed to "Junk-Mail" folder, it's important to let him/her know about your web mail adress you are going to use. In additional You may need to leave your phone number with him/her incase if he/she need to reach you for some urgent confirmation.

Step-2: Print the error message

Print out the error message coming from the mailer post master and submit the IT Support for follow up.

Step-3: Use Web Mail instead

While IT support working on it, use your web mail (i.e. : AOL, gmail, Yahoo, Msn, or else) to submit the urgent mail to recipient’s web mail address (incase if recipient’s regular email is the one that having trouble). Tell him/her again the reason about why you are using web mile while your regular mail server is in repair. If your IT support is not available then continue to next Step-4 below

Step-4: Figure out the problem

Figure it out by checking status of your own e-mail’s server :

(1) Open your web browser, and go to mail server checker. Many online mail server checker is available. I personally use DNSstuff (no promotional purpose).

(2) Find the Email Test box

(3) Input your email address --> Click mail test

(4) If some problem is reported ;

(5) Copy the report and paste it to notepad and save it as an archive. It may necessary to take a screen shoot for more clear info later on.

(6) Print and send it to your IT Support or whoever in charge for that to be followed up.

(7) If no problem reported on your own mail server, then go to Step-5

Step-5: Check recipient’s mail server

Repeat the above Step-4, but write recipient's email address instead.

Copy the error message.
Call recipient and tell him/her about their mail server problem