Zoho Banning Cold Emailers? Here’s the Truth & Fix

Zoho has started to enforce stricter rules regarding cold emailing, and if you've been affected, you're not alone. Many users have reported issues such as emails getting blocked, limited sending capabilities, and even account suspensions. In this article, we'll explain what's happening with Zoho's recent cold email restrictions, why these changes matter, and what you can do if you rely on Zoho for outreach. Additionally, we'll show how MailKarma.ai can help resolve Zoho deliverability problems and protect your email reputation.

Why Zoho is Becoming a Challenge for Cold Emailers

For years, Zoho was a budget-friendly, user-friendly choice for email outreach. It supported SMTP, custom domains, and was ideal for beginners. However, cold emailers are now facing significant hurdles. Emails are getting blocked, sending limits have been implemented, and accounts are being suspended without warning.

Freelancers, agencies, and startups, who once counted on Zoho as an affordable solution, are now frustrated. The problem isn't just the blocks but the lack of clear communication about why their accounts were suspended.

What Triggered the Restrictions and Bans?

Zoho has become stricter in enforcing its email abuse policy. They've started limiting the number of emails you can send and blocking third-party tools that use Zoho's SMTP for automated cold emailing. While these changes aim to curb spam, they are impacting legitimate users as well.

Abuse from third-party tools utilizing Zoho SMTP for unsolicited outreach led to these actions. To safeguard Zoho's reputation and IP integrity, they had no choice but to take action.

Why Zoho is Cracking Down on Cold Emailing

Protecting IP Reputation and Sender Integrity

Zoho shares its IP addresses across multiple users. If one person engages in spam, it negatively affects everyone using that shared IP. To maintain its IP reputation, Zoho is tightening controls. Poor emailing practices from a single user can harm all users on the same shared IP, prompting Zoho to implement stricter measures.

Tougher Enforcement of Zoho's Anti-Spam Policy

Zoho has updated its marketing email policy, now explicitly forbidding bulk cold emails. If you send large volumes of emails to recipients who haven't opted in, you’re at risk of being flagged.

Zoho Campaigns and SMTP Relay Restrictions

Zoho Campaigns now more rigorously checks outgoing emails. If you use Zoho’s SMTP relay for automated cold email campaigns, especially if you’re sending too quickly or too frequently to unknown domains, your SMTP relay may be blocked.

The Risks of Shared IP Blacklisting

Shared IPs are often flagged by services like Gmail and Outlook when they detect spam. If one user’s behavior causes an IP to be blacklisted, others using that same IP face the consequences. This is why Zoho is limiting certain email behaviors that can lead to Zoho SMTP blocks.

Email Practices That Can Lead to a Zoho Ban

Unsolicited Bulk Outreach

Sending mass cold emails to people who haven’t agreed to receive them is a risk. Even sending 30-50 cold emails daily can trigger a warning. Unauthorized outreach is considered spam by Zoho.

High Bounce or Spam Reports

A high bounce rate or a significant number of spam reports can lead to account suspension. Zoho closely monitors bounce rates, and anything above 5% could put your account in jeopardy. Frequent spam complaints are an even quicker route to a ban.

Using Zoho SMTP with Automation or Scraping Tools

Cold email tools or scrapers integrated with Zoho SMTP are likely to get flagged. Tools that send automated follow-ups or sequences via Zoho’s SMTP violate the platform's guidelines.

Third-Party Integrations Raising Red Flags

Using integrations with tools like Lemlist, Instantly, or Smartlead can trigger Zoho’s spam filters, potentially leading to Zoho account suspension due to these tools' behavior being seen as suspicious.

Real-Life Experiences: User Complaints and Issues

Feedback from Reddit and Online Communities

Numerous users have shared their frustrations on Reddit and other forums, reporting issues such as losing SMTP access or facing slower email sending speeds. Some users had their accounts locked, and many were surprised to not receive any prior warnings.

Account Suspension and Email Throttling

Emails were delayed or failed to send entirely, with some users seeing their CRM accounts frozen. Even paying customers were impacted.

SMTP Disconnects Mid-Campaign

Zoho has been cutting off SMTP connections during active email campaigns, leading to unsent emails. This issue wasn’t limited to outreach; it also affected customer communications, invoices, and support replies.

What Zoho Still Supports

Transactional Emails

Zoho remains a reliable option for transactional emails, such as password resets or order confirmations. These one-to-one emails are generally expected by recipients.

Newsletters for Opt-In Subscribers

Zoho supports sending newsletters, but only if the recipients have opted in. These emails must include an unsubscribe link, and you should ensure your email list is verified and clean.

Internal Communications and Alerts

Emails sent internally within your organization or system alerts are safe to send through Zoho, as they don’t typically trigger spam filters.

Best Alternatives for Cold Email Outreach

Gmail (Google Workspace) with Cold Email Tools

Google Workspace allows you to send up to 2,000 emails per day and pairs well with cold email tools like Instantly or Lemlist. Gmail’s superior IP reputation and spam filters make it a reliable choice for outreach.

Outlook (Microsoft 365) for Advanced Deliverability

Outlook offers strong deliverability and works well with cold email tools. While Microsoft has stricter rules, it is a more dependable long-term option.

Self-Hosted SMTP and Services like Mailgun or SMTP2GO

Mailgun and SMTP2GO offer more control, allowing you to set sending limits, monitor IP health, and avoid spam issues. These tools also offer better analytics and deliverability.

Cold Email Tools (Smartlead, Instantly, Lemlist, etc.)

These tools help optimize cold email campaigns by warming up your email account, rotating inboxes, and avoiding spam filters. They also offer A/B testing, scheduling, and engagement tracking.

What to Do if You’ve Been Banned by Zoho

Recovery Steps

If your Zoho account has been suspended, stop all email sending immediately and contact Zoho support. While waiting for a resolution, consider migrating your domain to a safer provider, like Gmail or Mailgun.

Set up domain records (SPF, DKIM, DMARC) on your new platform and warm up your new account slowly before sending large volumes of emails.

Monitoring Your Deliverability and Reputation

To ensure your email reputation stays intact, use tools like MailKarma.ai. It provides real-time alerts, domain health checks, and helps you monitor if your domain is blacklisted or if your emails are landing in spam folders.

Conclusion: Is Zoho Still a Viable Option for Email Senders?

Summary of Limitations

Zoho is no longer suitable for cold email outreach. It is better for basic emails, internal use, or newsletters to opted-in recipients. For cold outreach, Zoho’s limitations and frequent bans make it an unreliable platform.

When to Avoid Zoho

Avoid using Zoho for lead generation, cold outreach, or bulk emails. Stick to using it for internal communications or safe, verified newsletters.

Tools Featured in This Article

• MailKarma.ai: Monitors domain health and blacklist status.

• Mailgun: Offers enhanced SMTP control.

• SMTP2GO: Provides IP rotation and volume control.

• SendGrid: Delivers powerful analytics and scalability.

• Amazon SES: Ensures high deliverability and IP reputation management.

• Postmark: Focuses on transactional email delivery.

• SparkPost: Offers high deliverability with powerful analytics and IP warming, all helping avoid Zoho's banning policies.
  

FAQs

Can I use Zoho SMTP for cold email outreach?
No, Zoho blocks cold email activity and restricts the use of its SMTP for such purposes.

What are safer platforms for sending cold emails?
Consider Gmail Workspace, Outlook, Mailgun, or SMTP2GO for better cold emailing capabilities.

Why is Zoho blocking bulk sends?
To reduce spam, protect their IPs, and comply with anti-spam regulations.

Does Zoho support marketing emails?
Only for recipients who have opted in and when following proper email guidelines.

How can I monitor my sender reputation?
MailKarma.ai is an excellent tool to track your domain's sender score and deliverability.