edit pass: seven-azure-communication-services-email-articles

Author: ShawnJackson

articles/communication-services/concepts/email/sender-reputation-managed-suppression-list.md

@@ -10,6 +10,7 @@ ms.date: 07/31/2023
 ms.topic: conceptual
 ms.service: azure-communication-services
 ---
+
 # Improve sender reputation in Azure Communication Services email
 
 This article describes best practices for email delivery in business-to-consumer (B2C) communication and how to use Azure Communication Services email logs to help with your email reputation. This comprehensive guide offers insights into optimizing email complaint management, fostering healthier email practices, and maximizing the success of your email delivery.
@@ -27,15 +28,15 @@ Azure Communication Services offers email capabilities that can enrich your cust
 
 To enable email logs and monitor your email delivery, follow the steps in [Azure Communication Services email logs](../../concepts/analytics/logs/email-logs.md).
 
-## Email bounces: Delivery status and types
+## Email bounces: Delivery statuses and types
 
 Email bounces indicate problems with the successful delivery of an email. During the email delivery process, the SMTP responses provide the following outcomes:
 
-* **Success (2xx)**: The email service provider accepted the email. However, this outcome doesn't guarantee that the email lands in the customer's inbox. An email delivery status of **Delivered** indicates delivery of the email.
+* **Success (2xx)**: The email service provider accepted the email. However, this outcome doesn't guarantee that the email lands in the customer's inbox. A status of **Delivered** indicates delivery of the email.
 
 * **Temporary failure (4xx)**: The email service provider can't accept the email at the moment. But the recipient's address is still valid, allowing future attempts at delivery. This outcome is often called a *soft bounce*. The cause can be various factors such as rate limiting or infrastructure problems.
 
-* **Permanent failure (5xx)**: The email service provider rejects the email. This outcome is commonly called a *hard bounce*. This type of bounce occurs when the email address doesn't exist. An email delivery status of **Bounced** indicates this outcome.
+* **Permanent failure (5xx)**: The email service provider rejected the email. This outcome is commonly called a *hard bounce*. This type of bounce occurs when the email address doesn't exist. An email delivery status of **Bounced** indicates this outcome.
 
 According to the RFC definitions:
 
@@ -75,34 +76,34 @@ Sending emails repeatedly to addresses that don't exist can significantly affect
 
 ### Error codes for soft bounces
 
-Closely monitor soft bounces during email sending. A high volume of soft bounces (temporary failures) can indicate a potential reputation issue. Email service providers might be slowing down your mail delivery.
+Closely monitor soft bounces (temporary failures) when you send email. A high volume of soft bounces can indicate a potential reputation issue. Email service providers might be slowing down your mail delivery.
 
 The following SMTP codes can describe soft bounces:
 
 | Error code | Description | Explanation |
 | --- | --- | --- |
 | 551 | User Not Local, Try Alternate Path | The recipient's email domain is not local to the email system. The system should try an alternate path to deliver the email. |
-| 552 | Exceeded Storage Allocation | The recipient's email account reached its storage limit. Inform the recipient to free up space to receive new emails. |
-| 554 | Transaction Failed | The email transaction failed for an unspecified reason. Further investigation is required to determine the cause of the failure. |
+| 552 | Exceeded Storage Allocation | The recipient's email account reached its storage limit. Ask the recipient to free up space to receive new emails. |
+| 554 | Transaction Failed | The email transaction failed for an unspecified reason. Investigate to determine the cause of the failure. |
 | 5.2.2 | Destination Mailbox Full | The recipient's mailbox reached its storage limit. The recipient should clear space to receive new emails. |
 | 5.2.3 | Message Length Exceeds Administrative Limit | The length of the message exceeds the limit in the recipient's email system. Reduce the length of the message to below the limit. |
 | 5.2.121 | Recipient Per Hour Receive Limit Exceeded | The recipient's email system exceeds the limit on the number of emails that it can receive per hour. Try sending the email later. |
 | 5.2.122 | Recipient Per Hour Receive Limit Exceeded | The recipient's email system reached its hourly receive limit. Try sending the email later. |
 | 5.3.1 | Destination Mail System Full | The recipient's email system is full and can't accept new emails. |
-| 5.3.3 | Feature Not Supported on Destination System | The recipient's email system does not support a specific feature required for successful delivery. |
+| 5.3.3 | Feature Not Supported on Destination System | The recipient's email system doesn't support a specific feature that's required for successful delivery. |
 | 5.3.4 | Message Too Big for Destination System | The message size exceeds the limit in the recipient's email system. Check the email size and consider compression or splitting. |
 | 5.5.3 | Too Many Recipients | The email has too many recipients, and a recipient's email system can't process it. The recipient's email system might have a limit on the number of recipients per email. Try reducing the number of recipients. |
 | 5.6.1 | Media Not Supported | The recipient's email system doesn't support the media format of the email. Convert the media format to a compatible one. |
-| 5.6.2 | Conversion Required and Prohibited | The recipient's email system cannot convert the email format as required. The email's format or content requires conversion, but the recipient's system cannot perform the conversion. |
-| 5.6.3 | Conversion Required but Not Supported | The email's format or content requires conversion, but the recipient's system doesn't support the conversion. |
+| 5.6.2 | Conversion Required and Prohibited | The email's format or content requires conversion, but the recipient's email system can't perform the conversion. |
+| 5.6.3 | Conversion Required but Not Supported | The email's format or content requires conversion, but the recipient's email system doesn't support the conversion. |
 | 5.6.5 | Conversion Failed | The recipient's email system failed to convert the email format or content. Check the email content and try resending. |
 | 5.6.6 | Message Content Not Available | The recipient's email system can't access the content of the email. Check the email's content and attachments for corruption or compatibility. |
-| 5.6.11 | Invalid Characters | The email contains invalid characters that the recipient's email system can't process. Remove any invalid characters from the email content or subject line and resend the email. |
+| 5.6.11 | Invalid Characters | The email contains invalid characters that the recipient's email system can't process. Remove any invalid characters from the content or subject line and resend the email. |
 | 5.7.1 | Delivery Not Authorized, Message Refused | The recipient's email system refused to accept the message because it's not authorized to receive the message. Contact the system administrator to resolve the problem. |
-| 5.7.2 | Mailing List Expansion Prohibited | The recipient's email system doesn't allow the expansion of mailing lists. Contact the system administrator for further assistance. |
+| 5.7.2 | Mailing List Expansion Prohibited | The recipient's email system doesn't allow the expansion of mailing lists. Contact the system administrator for assistance. |
 | 5.7.12 | Sender Not Authenticated by Organization | The recipient's organization requires sender authentication. Verify the authentication settings. |
 | 5.7.15 | Priority Level Too Low | The email's priority level is too low for the recipient's email system to accept it. The recipient's email system might have restrictions on accepting low-priority emails. Consider increasing the email's priority level. |
-| 5.7.16 | Message Too Big for Specified Priority | The message size exceeds the limit that the recipient's email system specified for the priority level. Check the email size and priority settings. |
+| 5.7.16 | Message Too Big for Specified Priority | The message size exceeds the limit that the recipient's email system specifies for the priority level. Check the email size and priority settings. |
 | 5.7.17 | Mailbox Owner Has Changed | The recipient's mailbox owner changed, causing message delivery problems. Verify the mailbox ownership and contact the mailbox owner. |
 | 5.7.18 | Domain Owner Has Changed | The recipient's email domain owner changed, causing message delivery problems. Verify the domain ownership and contact the domain owner. |
 | 5.7.19 | Rrvs Test Cannot Be Completed | The Recipient Rate Validity System (RRVS) test can't be completed on the recipient's email system. Contact the system administrator for assistance. |
@@ -121,19 +122,21 @@ The following SMTP codes can describe soft bounces:
 
 ## Managed suppression list
 
-Azure Communication Services offers a feature called a *managed suppression list*, which can play a vital role in protecting and preserving your sender reputation. The suppression list cache keeps track of email addresses that experienced a hard bounce for all emails sent through Azure Communication Services. Whenever an email delivery fails with one of the specified error codes, the email address is added to the internally managed suppression list, which spans the Azure platform and is maintained globally.
+Azure Communication Services offers a feature called a *managed suppression list*, which can play a vital role in protecting and preserving your sender reputation.
+
+The suppression list cache keeps track of email addresses that experienced a hard bounce for all emails sent through Azure Communication Services. Whenever an email delivery fails with one of the specified error codes, the email address is added to the internally managed suppression list, which spans the Azure platform and is maintained globally.
 
 Here's the lifecycle of email addresses that are suppressed:
 
 1. **Initial suppression**: When Azure Communication Services encounters a hard bounce with an email address for the first time, it adds the address to the managed suppression list for 24 hours.
 
-1. **Progressive suppression**: If the same invalid recipient email address reappears in any subsequent emails sent to our platform within the initial 24-hour period, it's automatically suppressed from delivery, and the caching time is extended to 48 hours. For subsequent occurrences, the cache time progressively increases to 96 hours, then 7 days, and ultimately reach a maximum duration of 14 days.
+1. **Progressive suppression**: If the same invalid recipient email address reappears in any subsequent emails sent to the platform within the initial 24-hour period, it's automatically suppressed from delivery, and the caching time is extended to 48 hours. For subsequent occurrences, the cache time progressively increases to 96 hours, then 7 days, and ultimately reaches a maximum duration of 14 days.
 
 1. **Automatic removal process**: Email addresses are automatically removed from the managed suppression list when no email send requests are made to the same recipient within the designated lease time frame. After the lease period expires, the email address is removed from the list. If any new emails are sent to the same invalid recipient, Azure Communication Services starts a new cycle by making another delivery attempt.
 
-1. **Drop in delivery**: If an email address is under a lease time, any further mails sent to that recipient address are dropped until the address lease either expires or is removed from the managed suppression list. The delivery status for this email request is represented as **Suppressed** in the email logs.
+1. **Drop in delivery**: If an email address is under a lease time, any further mails sent to that recipient address are dropped until the address lease either expires or is removed from the managed suppression list. The delivery status for this email request is **Suppressed** in the email logs.
 
-Email addresses can remain on the managed suppression list for a maximum of 14 days. This proactive measure ensures that your sender reputation remains intact and shields you from the adverse effects of repeatedly sending emails to invalid addresses. Nevertheless, you should take action on bounced statuses and regularly clean your contact list to maintain optimal email delivery performance.
+Email addresses can remain on the managed suppression list for a maximum of 14 days. This proactive measure helps protect your sender reputation and shields you from the adverse effects of repeatedly sending emails to invalid addresses. Nevertheless, you should take action on bounced statuses and regularly clean your contact list to maintain optimal email delivery performance.
 
 ## Reputation-related and asynchronous email delivery failures