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📧Why Isn’t My Sent Email Showing Up Immediately in My Sent Box?

If you send a pitch through PodPitch and don’t see it in your email’s Sent folder right away, don’t worry — this is completely normal. Here's why it happens and what you can do.

Don | PodPitch avatar
Written by Don | PodPitch
Updated over a month ago

How PodPitch Syncs Your Emails

When PodPitch sends an email, it first processes it through our system to:

  • Verify deliverability

  • Track sending status

  • Log replies and follow-up sequences

  • Sync with your connected email provider

Because of this processing, your sent email may take a short time to appear in your Sent folder.

⏱ Normal Sync Time: A few minutes to a few hours (varies by email provider).

Even if it hasn’t appeared yet, the email has still been sent — you can view its status directly inside PodPitch.

Most Common Reasons for Delay

1. Email Sync Delay

Email providers (Gmail, Outlook, etc.) do not always update the Sent folder instantly, especially when:

  • Internet connection is slow

  • You’re switching between devices

  • Your inbox is syncing via IMAP/Exchange

2. IMAP / Exchange Sync Settings

If you’re checking from a third-party client like Outlook or Apple Mail, your sync interval may be set to sync every 5–15 minutes instead of instantly.

3. Sent Folder Mapping Issues

Some email apps save sent messages in a different folder — especially when:

  • Using multiple devices

  • Using a connected alias email

  • Using a third-party client

4. Email Still Processing

If the email is large or contains attachments, it may still be processing before the provider moves it to the Sent folder.

Quick Troubleshooting Steps

  • Refresh your inbox / click “Sync”

  • Check PodPitch → Campaign → In Progress to confirm the email was sent

  • Check that "Save sent messages" is enabled (Outlook/Apple Mail)

  • If using webmail, clear your browser cache

  • Check other devices (sometimes Sent folder syncs there first)

If everything looks normal inside PodPitch, your email has been sent — the sync just needs a little time.

Need Help?

Chat with us anytime and we’ll take a look at your email connection.

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