How to analyze and improve spam score reports in Warmbox

You want your emails to land in the inbox, not the spam folder. That’s why you’re looking at your spam score reports in Warmbox. Good move—but let’s be honest, these reports can feel cryptic. What matters? What’s just noise? And what can you actually do about it? This guide is for anyone who wants fewer headaches and more results from their email outreach.

Step 1: Understand What Warmbox Spam Score Reports Actually Tell You

First off, let’s be clear about what Warmbox can (and can’t) do. Warmbox simulates real-world inboxes to “warm up” your domain and monitor deliverability. Their spam score reports are basically test runs: they send sample emails and measure how spam filters react.

You’ll typically see results from:

  • SpamAssassin (the classic open-source filter)
  • Microsoft/Outlook/Office 365 filters
  • Gmail/Postini filters
  • Blacklist checks
  • Authentication tests (SPF, DKIM, DMARC)

What you won’t get: A magic bullet, or a guarantee that every real recipient will see your email in their Primary inbox. Filters are always changing, and what works today might flop tomorrow. These reports are a snapshot, not a verdict.

Pro tip: Don’t panic over a single “fail” unless it’s consistent or backed up by actual emails landing in spam for your real contacts.

Step 2: Break Down the Report (Ignore the Fluff)

Spam score reports can look intimidating, with lots of scores, green checks, and angry red X’s. Here’s what actually matters:

a) Authentication Results (SPF, DKIM, DMARC)

If you see a failure here, fix this first. No amount of clever copywriting will save you if your domain isn’t authenticated.

  • SPF: Is your sending IP in your SPF record? If not, add it.
  • DKIM: Is your email signed, and does the signature pass? If not, set up DKIM on your sending service.
  • DMARC: At the very least, have a DMARC record, even if it's just “none.”

Ignore: Warnings about “reverse DNS” unless you’re running your own mail server. Most people use a provider, and this is rarely an issue unless you’re self-hosting.

b) Spam Filter Scores (SpamAssassin, etc.)

Warmbox will show you which rules triggered and the score. Not all rules are equal.

  • High scores (>5): Pay attention—something’s wrong.
  • Scores <3: Don’t obsess. Even “perfect” emails can get a point or two.

Top real problems: - Broken links - Spammy words (“Free!!!” “100% guaranteed!”) - Attachments (especially ZIPs or executables) - Missing or mismatched headers (like “From” not matching domain)

Ignore: Tiny deductions for “HTML-only” or “no unsubscribe link” if you’re sending personal outreach, not bulk marketing.

c) Blacklist Checks

If your sending IP or domain is on a major blacklist (like Spamhaus), stop everything and fix this. If it’s a minor blacklist with no impact on major inboxes, don’t lose sleep.

d) Mailbox Placement Results

Warmbox might show you where your test emails landed (Inbox, Promotions, Spam, etc.) across various providers.

  • If the majority go to spam, you’ve got work to do.
  • If only one provider flags you, it might just be bad luck—or something specific to that provider.

Ignore: Outliers from obscure providers, unless your real audience uses those.

Step 3: Identify Real Issues (Not Just “Score Chasing”)

It’s tempting to try to get a “perfect” score, but that’s usually wasted effort. What you want is reliable inbox placement for your actual prospects.

Focus on: - Consistent fails (the same issue, repeatedly flagged) - Authentication/setup errors - Obvious “red flag” content

Don’t stress about: - One-off warnings - Minor score fluctuations - Recommendations that don’t fit your use case (e.g., “add unsubscribe link” if you’re just sending 1-to-1 outreach)

Step 4: Fix What Matters, in Order

Here’s what to actually do, in the order that usually makes sense:

1. Authentication

  • Double-check SPF, DKIM, and DMARC. Use tools like MXToolbox or Google’s CheckMX if you’re unsure.
  • If Warmbox shows “fail” for any, fix that with your DNS host or email provider.
  • For DIY folks: SPF records should include all your sending services. DKIM should be set up for every platform you use.

2. Content Tweaks

  • Avoid obvious spam triggers: “free,” “act now,” “risk-free,” etc.
  • Write like a human. Short, personal emails usually perform better.
  • Minimize links. One link? Fine. Five? That’s trouble.
  • Avoid attachments unless absolutely necessary.

Pro tip: Copy-paste your email into SpamAssassin’s free tester (or Warmbox’s) to see what rules you’re triggering. Adjust, then retest.

3. Sending Practices

  • Don’t send to old, scraped, or purchased lists. High bounce rates kill deliverability.
  • Warm up new domains slowly. Warmbox can help automate this, but be patient—don’t go from 0 to 1000 emails overnight.
  • Mix up your content. If every email is a clone, spam filters catch on.

4. Blacklist Issues

  • Check your IP/domain at sites like MXToolbox or MultiRBL.
  • If you’re blacklisted, request removal—but first, stop sending any suspicious traffic.
  • Sometimes, using a well-known provider (like Google Workspace) is easier than fighting blacklist issues on a cheap hosting provider.

Step 5: Track Results in the Real World

A good spam score is nice, but the only thing that matters is whether your real emails are reaching inboxes.

  • Ask a few contacts to check their spam folder for your emails.
  • Use different test addresses (Gmail, Outlook, Yahoo, etc.) and see where your emails land.
  • If you’re getting replies, not bounces, things are probably fine.

Pro tip: Don’t obsess over Warmbox reports if your real-world results are good. Spam score tools are guides, not judges.

Step 6: Don’t Fall for Common Myths

There’s a lot of bad advice floating around. Here’s what you can safely ignore:

  • “Perfect” scores guarantee inboxing. Nope. Filters look at sender reputation, engagement, and randomness.
  • You need tons of DNS records. Just SPF, DKIM, and DMARC are enough for 99% of people.
  • HTML vs. plain text. Both can work. It’s about how you use them, not which one you pick.
  • Changing your subject line constantly. It helps a bit, but it’s not a magic fix.

Step 7: Keep It Simple and Iterate

Email deliverability can be a rabbit hole. Here’s what actually works:

  • Fix the basics (authentication, content, sending habits).
  • Track real-world inbox placement—not just test scores.
  • Adjust as you go. Don’t waste time chasing perfection.

Spam score reports are a tool, not a crystal ball. Use them to spot red flags, but trust your own results. If you’re getting replies, you’re doing just fine. If not, tweak one thing at a time and retest. Simple as that.