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Where do you accept reports?

One of the things that is most frustrating to me about sending in spam reports is that many ESPs and senders don’t actively monitor their abuse address. A few months ago I talked about getting spam from Dell to multiple email addresses of mine.
What I didn’t talk about was how badly broken the ESP was in handling my complaint. The ESP was, like many ESPs, an organization that grew organically and also purchased several smaller ESPs over the course of a few years. This means they have at least 5 or 6 different domains.
The problem is, they don’t effectively monitor abuse@ for those different domains. In fact, it took me blogging about it to get any response from the ESP. Unfortunately, that initial response was “why didn’t you tell us about it?”
I pointed out I’d tried abuse@domain1, abuse@domain2, abuse@domain3, and abuse@domain4. Some of the addresses were in the mail headers, others were in the ESP record at abuse.net. Three of those addresses bounced with “no such user.” In other words, I’d tried to tell them, but they weren’t accepting reports in a way I could access.
Every ESP should have active abuse addresses at domains that show up in their mail. This means the bounce address domain should have an abuse address. The reverse DNS domain should have an abuse address. The d= domain should have an abuse address.
And those addresses should be monitored. In the Dell case, the ESP did have an active abuse@ address but it was handled by corporate. Corporate dropped the ball and never forwarded the complaint to the ESP reps who could act on the spam issue.
ESPs and all senders should have abuse@ addresses that are monitored. They should also be tested on a regular basis. In the above case, addresses that used to work were disabled during some upgrade or another. No one thought to test to see if they were working after the change.
You should also test your process. If you send in a complaint, how does it get handled? What happens? Do you even have a complaint handling process outside of “count and forward”?
All large scale senders should have appropriate abuse@ addresses that are monitored. If you don’t, well, you look like a spammer.

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Gmail abuse and postmaster addresses

A long time ago, Steve wrote a post about setting up abuse and postmaster addresses for Google hosted domains. Google has gone through a couple iterations of the interface since then, as you can see by the comment stream.
I checked with some people who have Google hosted domains and they have confirmed that abuse@ and postmaster@ addresses can be set up by creating a group. When you create the group you can then add yourself to the group and get the mail that comes into abuse@ and postmaster@.
 

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Dealing with complaints

There are a lot of people who abuse online services and use online services to abuse and harass other people. But handling complaints and handling the abuse are often afterthoughts for many new companies. They don’t think about how to accept and process complaints until they show up. Nor do they think about how bad people can abuse a system before hand.
But dealing with complaints is important and can be complicated. I’ve written many a complaint handling process document over the years, but even I was impressed with the Facebook flowchart that’s been passed around recently.

In the email space, though, all too many companies just shrug off complaints. They don’t really pay attention to what recipients are saying and treat complaints merely as unsubscribe requests. Their whole goal is to keep complaints below the threshold that gets them blocked at ISPs. To be fair, this isn’t as true with ESPs as it is with direct senders, many ESPs pay a lot of attention to complaints and will, in fact, initiate an investigation into a customer’s practice on a report from a trusted complainant.
There are a lot of legitimate email senders out there who value quantity over quality when it comes to complaints. But that doesn’t mean their lists are good or clean or they won’t see delivery problems or SBL listings at some point.

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