Before jumping into email settings, make sure the form itself is working. Go to your site, fill out the Ninja Form with sample data, and click submit. Confirm that a success message appears and check if the submission is recorded in Ninja Forms → Submissions within your WordPress dashboard.
If no message shows or the entry isn’t saved, the issue lies with the form setup, not email delivery. In that case, review your form fields and plugin compatibility before continuing.
1. Check Email Settings
Start by navigating to Ninja Forms > Dashboard and selecting the form you want to edit. Click on the Emails & Actions tab, then open the Email Notification section. Confirm that the “To” email address is correct and uses a domain-based address, such as [email protected].
The “From” email should also be domain-based and match your website’s domain to improve deliverability. Lastly, ensure the message field isn’t empty, if there’s no content, some servers will block the email from sending.
2. Configure SMTP Properly
If emails still aren’t sending, your hosting server may not support the default PHP mail() function. The recommended solution is to install and configure an SMTP plugin like WP Mail SMTP or Post SMTP. These plugins route emails through a verified SMTP server, such as Gmail, SendGrid, or your hosting provider’s mail server.
After installing the plugin, enter the SMTP host, port, encryption type (SSL or TLS), and your email login credentials. Once configured, send a test email from the plugin settings to confirm successful delivery. This step significantly improves reliability and ensures your emails aren’t flagged as spam.
3. Verify DNS Records
For your emails to be trusted by receiving mail servers, your domain’s DNS must include valid SPF and DKIM records. These records authorize your domain to send emails through your chosen SMTP provider. To set them up, log in to your domain registrar or hosting control panel and locate the DNS Zone Editor.
Add or update the SPF record to include your mail server (e.g., include:sendgrid.net or your host's SMTP address). Then, add the DKIM record provided by your email service. DNS changes may take a few hours to propagate. You can use tools like MXToolbox or Google Admin Toolbox to check if your records are properly configured.
4. Test for Plugin Conflicts
Sometimes, other plugins can interfere with how Ninja Forms processes or sends emails. To identify a conflict, temporarily deactivate all other plugins except Ninja Forms and your SMTP plugin. Then, test your form to see if the email sends successfully.
If it works, reactivate your plugins one by one testing the form after each activation to find the one causing the issue. Common culprits include security, caching, or outdated email-related plugins. Once identified, you can look for updates, alternative plugins, or configuration fixes to resolve the conflict without compromising functionality.
5. Update Plugins and WordPress
Outdated software can break functionality or introduce compatibility issues. Make sure both WordPress and Ninja Forms are running the latest versions. Go to Dashboard > Updates and check for any available updates for WordPress core, Ninja Forms, and related add-ons.
Also, update your SMTP plugin and any other email-related tools. Keeping everything current ensures you benefit from the latest bug fixes, security patches, and improvements that may directly impact email delivery.
If your emails still aren’t arriving, begin by checking your Spam or Junk folder, as test emails are often flagged there. Then, install a plugin like WP Mail Logging to see whether Ninja Forms is generating and attempting to send the emails this can help determine if the issue lies with form submission or email delivery. In some cases, hosting providers disable the wp_mail() function entirely, so it’s important to contact your host to confirm whether SMTP is required for sending emails from your server.
After applying these fixes, submit a test form to ensure that emails are arriving as expected. Continue to monitor form submissions and email logs regularly to catch any issues early. For the best long-term reliability, always use a domain-based email address along with a professional SMTP service to handle your site’s outgoing messages.
What to Do If Nothing Works
When standard troubleshooting methods fail to resolve your email delivery issues, the problem may involve server-level configurations or hosting restrictions beyond your website's control. These advanced problems require different diagnostic approaches and may need professional technical support to resolve completely. Don't give up; these escalation steps can help identify and fix even the most stubborn email delivery problems.
Contact Your Hosting Provider: Reach out to your hosting company's technical support team to ask about email sending restrictions, PHP mail limitations, or server-level blocks that might affect your forms. Many hosts have specific email policies, daily sending limits, or security measures that can interfere with WordPress email delivery. Your hosting provider can check server logs, verify DNS configurations, and identify any restrictions that standard troubleshooting methods cannot detect.
Check Email Service Logs: If you're using an SMTP service, log into your provider's dashboard to review sending statistics, bounce reports, and error logs. These logs often reveal specific technical issues like authentication failures, recipient server rejections, or API limit exceeded errors. Most professional SMTP services provide detailed diagnostic information that can pinpoint exactly why emails are failing to deliver.
Enable WordPress Debug Mode: Temporarily enable WordPress debug logging to capture detailed error messages when emails are sent. Add debugging constants to your wp-config.php file or use a plugin like Query Monitor to track email-related errors in real-time. Debug logs can reveal plugin conflicts, PHP errors, or other technical issues that prevent email functions from working properly.
Test on Different Hosting: If possible, test your forms on a different hosting environment or staging site to determine if the issue is hosting-specific. Some hosting providers have restrictive email policies or server configurations that make reliable email delivery nearly impossible. Testing on an alternative platform helps isolate whether the problem lies with your hosting setup or your website configuration.
Consider Professional Support: For business-critical websites, consider hiring a WordPress developer or email deliverability specialist who can perform advanced diagnostics and server-level troubleshooting. These professionals have access to specialized tools and expertise that can resolve complex email delivery problems that standard troubleshooting cannot fix. Professional support is especially valuable when email delivery affects your business revenue or customer communication.
