Is Your Email Ending Up in Spam? How to Fix Common DMARC, DKIM, and SPF Errors

Think you sent that important client proposal… but then it vanished? Did your follow-up email to a new lead end up in the digital wasteland of their spam folder? There might be a hidden reason behind your email woes, and it has nothing to do with what you actually wrote.

Weird acronyms like DMARC, DKIM, and SPF sound like techie gibberish, but they act like silent security guards for your business email. If they’re not set up correctly, even your real emails can seem suspicious to those powerful spam filters.

Don’t panic! In this article, we’ll break down what these things are, and how a few tweaks can boost your emails’ chances of actually reaching their intended recipients. Think of it as hiring better security for your email reputation!

Let’s cut through the tech-speak and explain these security guards patrolling your email:

DMARC: The Boss Think of DMARC as the head of email security, making final decisions. It tells email providers (like Gmail, Yahoo, etc.) what to do if your email seems suspicious—send it through, mark it as spam, or reject it altogether.
DKIM: The Signature Like signing a document to prove it’s yours, DKIM adds a special digital signature to your emails. This way, inboxes can make sure your emails actually came from you, not a scammer pretending to be you.
SPF: The Approved List SPF keeps track of the addresses allowed to send emails from your domain (like your website name). It’s like a guest list for a party, stopping imposters crashing in using your name.

Why This Matters to Your Business

Lost Leads and Sales: Misconfigured settings can turn even legitimate emails into spam, making client communication or follow-ups disappear.
Reputational Damage: If scammers are allowed to send fake emails under your business name, customers lose trust, damaging your hard-earned reputation.
Real Security Threat: Poor email security leaves your business vulnerable to phishing attacks targeting you and your clients.

Troubleshooting and Fixing the Errors

Ready to fix this? Don’t worry, you don’t need to be a coding expert to address common issues.

Step 1: Access Your Records

Most hosting companies or domain registrars have a control panel where you manage your website and email. Look for sections called “DNS,” “Domain Settings,” or “Email Management.”
Within these settings, there should be entries for DMARC, DKIM, and SPF. They’ll appear as text entries with technical wording (it’s normal if this looks jumbled!).

Step 2: Check for Common Issues and Fixes

Free Tools: Websites like MxToolbox (https://mxtoolbox.com/) let you enter your domain and pinpoint mistakes within your settings. These often provide explanations you can follow.
Typos: A single typo within the records can break things. Be meticulous! Often tools flag obvious errors for you.
Outdated Information: If you’ve changed hosting providers or updated website services recently, ensure your records reflect those changes.
Third-Party Conflicts: For tools like Mailchimp or other email services, check both their instructions and your DNS to ensure settings are in sync.

Step 3: Making Basic Fixes

Proceed with Caution: Always make backup copies of your settings before changing anything. This way, there’s an “undo” if needed.
DMARC: Start Slow: Begin with a “monitor” policy. This alerts you to problems without blocking your emails. Then gradually progress towards “quarantine” and “reject” policies.
SPF: Include Necessary IPs: Make sure your SPF record lists all servers/services authorized to send emails under your domain name.
DKIM: Check With Provider: If you use third-party services for email, they often generate DKIM signatures for you. Ensure these are accurately added into your DNS settings.

Important to Note: Changes to these records can sometimes take a bit of time to fully take effect. Be patient after adjustments.

Need More Help? Many DNS providers have guides or help articles addressing these entries. If it gets overwhelming, don’t hesitate to ask for support!

Beyond the Fixes

Great! You’ve taken the first steps to protect your business email. However, it’s not a “set it and forget it” situation. Think of ongoing email security like maintaining your car – keep an eye on things to make sure it stays in top shape.

Updates and Changes: Whenever you add a new service that sends emails under your domain (marketing platforms, CRMs, etc.), remember to revisit your SPF record. You’ll need to add these authorized sources.
DMARC Report Monitoring: If you’ve moved your DMARC policy beyond “monitor”, regularly check those reports. They show you any suspicious activity happening under your domain name and flag if tweaks are needed.
Staying informed: The world of email security evolves, as scammers get trickier. Checking blog posts or email provider announcements about updates keeps you ahead of threats.

Impact of Email Authentication on Deliverability & Security
Metric	Without Proper Authentication	With Proper Authentication	Source
Inbox Placement Rate	Can be significantly lower, often landing in spam folder	Improved inbox placement for legitimate emails	Study by ReturnPath
Protection Against Phishing & Spoofing	Increased vulnerability to impersonation attacks	Significant reduction in the chances of users falling for phishing scams	Research by Agari
Brand Reputation Damage	Emails sent from your domain with improper setup or by spoofers can affect your sender reputation	Reduced risks of compromised reputation impacting future legitimate email campaigns	DMARC.org

Conclusion

By now, you understand that those confusing acronyms – DMARC, DKIM, and SPF – hold serious power over your business communications. Taking the time to fix potential errors isn’t just about preventing tech headaches; it actively safeguards your reputation and customer relationships.

Think of it as finally installing those top-notch security cameras around your business! Now your online communications can operate with more ease and reliability.

Feeling hesitant to navigate those DNS settings alone? We get it! Domains Creator specializes in simplifying these configurations, getting your email security in ship-shape. We offer:

FREE Email Health Check: We’ll assess your records and uncover any issues impacting your deliverability.
Custom Setup and Fixes: Get personalized support in getting your DMARC, DKIM, and SPF optimized and aligned with your business needs.
Ongoing Monitoring: Let us proactively handle potential issues and updates, so you focus on running your business.