If your customers are telling you your calls show up as “Spam Likely” or they’ve noticed your business number marked as spam, you’re not alone. More businesses than ever are dealing with call blocking, spoofing, and spam labeling, which can damage customer trust and make it harder to reach clients. The good news? There are steps you can take to protect your business phone numbers, improve your caller reputation, and ensure that your calls reach the people who need them most.
Why Are Business Calls Marked as Spam?
Carriers and mobile apps now use advanced algorithms and caller ID frameworks to identify unwanted or fraudulent calls. While this helps protect consumers, legitimate business calls sometimes get mislabeled. Common causes include:
- High call volume from the same number: anything sent in large quantities can give the appearance of illegal activity.
- Short or unanswered calls: Likewise, quick phone calls made back-to-back can also give the appearance of fraud.
- Incorrect or missing caller ID information (CNAM): Having a name appear provides legitimacy and verifies who is calling, without it, you might be blocked.
- Customers reporting the number as spam: There’s always a chance that your legitimate business number gets “spoofed” by people partaking in fraudulent activity.
The Role of STIR/SHAKEN Business Calls
The STIR/SHAKEN framework was introduced to help verify caller ID information and cut down on spoofed calls. It’s widely implemented across major carriers, but not all calls are covered. This means:
- Spoofing is harder but still possible
- Unverified numbers may be more likely to get flagged
- Businesses should ensure their carriers support STIR/SHAKEN to improve call legitimacy
- Rhode Island Telephone has authentication protocols in place to help prevent fraud. You can read more about this in our business call blocking blog.
- Having an outdated phone system, like NEC, Samsung, Panasonic, Toshiba, means the brand has stopped performing security updates. This makes your business at risk of spoofing and other security breaches. Many phone companies have transitioned their product offering to VoIP, moving away from traditional POTS phone systems, because of its flexibility, ease of use, and security. At Rhode Island Telephone, we recommend moving to a hosted VoIP product.
Best Practices to Protect Your Business Number
1. Register with the Free Caller Registry
With a business number marked as spam, one of the best defenses is to register it with the Free Caller Registry. This notifies carriers and call-blocking apps that your number is valid and helps protect your reputation. Here are a few direct links where we highly recommend you register your business phone number:
2. Keep Caller ID Accurate
Make sure your CNAM(Caller Name) is up-to-date, clear, and professional. Avoid using generic or blank IDs. This can be done through your carrier. If you have questions, Rhode Island Telephone customers can contact us for further clarification.
3. Limit Call Frequency
Carriers may flag high-volume or rapid repeat calls. Instead:
- Rotate numbers when appropriate
- Space out call attempts
- Avoid calling the same contact multiple times in a short window
4. Respect “Do Not Call” Requests
Promptly honoring customer opt-outs protects your reputation and reduces complaints. This is particularly important if you are in a call center or customer care department.
5. Call During Business Hours
Calls placed outside of normal hours are more likely to be flagged. Aim for 9 a.m. – 5 p.m. in your customer’s time zone.
6. Customer Action
Have your customers save your business phone number in their contacts. This will help them recognize your number and prevent them from inadvertently blocking you.
7. Update Your Voicemail
If your number has been spoofed, update your voicemail greeting and website to let customers know that you’re aware of the issue and that scammers may be misusing your number.
If customers don’t answer your calls, leave a voicemail with your phone number and request a call back. When customers can connect directly with someone in your business, it builds trust, not only with your phone number, but with your business.
What to Do If Your Number Is Spoofed
Unfortunately, spoofing is still common. If this happens:
- Notify your carrier immediately
- Update your voicemail to warn about spoofing
- Report the issue to the FCC
- Consider rotating numbers if spoofing is persistent
Final Thoughts
Protecting your business number requires a proactive approach. By registering your numbers, keeping caller ID accurate, monitoring reputation, and respecting customer preferences, you can reduce the chance of being labeled as spam and keep communication lines open with your clients.
At Rhode Island Telephone, we’re here to help. If you have questions, we can help you navigate call spoofing and blocking. You can contact us at any time, and we highly recommend you take the time to register your business number with the carriers listed above.
