If you run a WordPress website, you expect it to send important emails without a problem. These are transactional emails — messages like:
- Order confirmations
- Password reset emails
- Account sign-up emails
- Shipping updates
But sometimes, these emails don’t behave as expected. They may land in spam, not send at all, or even mix up content. Let’s break down why this happens and how you can fix it.
What Are Transactional Emails in WordPress?
Transactional emails are messages triggered by an action on your site. For example:
- A customer places an order → they get a confirmation email.
- A user forgets their password → they get a reset link.
These emails differ from marketing emails because they are tied to specific actions. Users expect them right away. If they fail or appear incorrect, it confuses customers and erodes trust.
Common Reasons WordPress Confuses Transactional Emails
1. WordPress Uses PHP Mail by Default
By default, WordPress uses a function called PHP mail to send emails. Many hosting providers block or limit this. That’s why emails may not arrive or end up in spam.
2. Hosting Server Settings
Some web hosts don’t configure email servers well. If your host’s server isn’t trusted, mail services like Gmail or Outlook may reject your emails.
3. Wrong “From” Email Address
If your site sends emails from something like [email protected], many filters see this as suspicious. This makes emails look unprofessional and can push them to spam.
4. Plugin Conflicts
Some plugins also send emails. If two plugins try to handle the same action, the result can be confusing emails — duplicates, wrong templates, or missing details.
5. Email Templates Not Set Up Properly
WooCommerce and membership plugins allow custom templates. If these are not set up, emails may look broken, have missing text, or display the wrong language.
6. No Authentication (SPF, DKIM, DMARC)
Modern email systems check if your emails are authenticated. Without SPF, DKIM, or DMARC records, your emails look fake to mail providers. This often causes them to land in spam.
7. Using Marketing Plugins for Transactional Emails
Some site owners mistakenly use newsletter or marketing plugins to send transactional emails. This is not reliable. Transactional and marketing emails need separate systems.
How to Fix Transactional Email Issues in WordPress
1. Use an SMTP Plugin
SMTP (Simple Mail Transfer Protocol) is the proper way to send emails. Install a plugin like:
- WP Mail SMTP
- FluentSMTP
These plugins connect WordPress to a trusted email service like Gmail, SendGrid, or Amazon SES.
2. Use a Dedicated Email Service
For reliability, connect WordPress to services like:
- SendGrid
- Mailgun
- Postmark
- Amazon SES
These services ensure your transactional emails arrive quickly and in your inbox.
3. Check Your “From” Address
Set a real, professional sender email. Example:
Avoid generic addresses like [email protected].
4. Test Your Email Deliverability
Use tools like:
- MailTester
- MXToolbox
These show if your emails are going to spam and what’s wrong.
5. Add Authentication Records
Ask your hosting provider or domain registrar to set up:
- SPF: Verifies which servers can send email for your domain.
- DKIM: Adds a digital signature to prove your emails are real.
- DMARC: Tells providers how to handle suspicious emails.
6. Review Plugin Settings
Check WooCommerce or other plugins for email template settings. Customize them properly. Make sure the email content is correct and precise.
7. Avoid Mixing Marketing and Transactional Emails
Keep marketing emails (like newsletters) separate from transactional emails. Use Mailchimp or ConvertKit for marketing. Use SMTP or Postmark for transactions.
FAQs
Q: Why do my WooCommerce order emails not send?
Because your WordPress site is still using PHP mail or your host is blocking email functions. Use SMTP with a trusted email service.
Q: Can I send transactional emails with Gmail?
Yes, but it has limits. For a busy store, use a service like SendGrid or Amazon SES.
Q: Why do my emails look broken?
Check your email templates in WordPress or WooCommerce. A plugin conflict may also be causing layout issues.
Q: Do I need SPF, DKIM, and DMARC?
Yes. Without them, most major mail providers will treat your emails as spam or reject them.
Final Thoughts
When your WordPress site is causing transactional emails to be confused, it usually comes down to how the emails are sent. WordPress alone is not enough. Use SMTP, set proper authentication, and rely on a trusted service for delivery.
Once you fix these issues, your emails will:
- Send on time
- Look professional
- Reach inboxes, not spam.
Transactional emails are critical for customer trust. Fixing them should be a top priority for every WordPress site owner.