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Improve Email Deliverability and Safeguard Your Domain Reputation with SPF, DKIM, and DMARC

Improve Email Deliverability

Key Summary: Many companies fail to consider email deliverability as a vital factor in their email marketing strategies. This oversight often results in their emails landing in spam folders or not being delivered at all. In this article, we will explore what email deliverability is and why neglecting this aspect can harm your domain reputation. Additionally, we discuss specific tools such as website reputation lookup and others for validating your emails, such as SPF, DKIM, and DMARC. If you’re frustrated by your emails being rejected, read on and follow the steps to ensure the safety of your domain. 

You’ve crafted an engaging marketing campaign that’s bound to improve your open rates with an amazing headline.

But as you click “Send” and eagerly wait for responses like, “This email was exactly what I needed!”

You hit a roadblock—none of your emails get delivered in the inbox.

WHY? You might be asking yourself.

There could be many reasons, including the possibility that your email wasn’t as engaging as you thought.

But what if that’s not the case?

What if your email isn’t being delivered at all?

Or worse…

Maybe your domain is blacklisted for phishing attempts.

Phishing? Yes, even reputable companies face this issue, often without doing anything wrong.

Here’s the problem: the internet is a land of opportunities, but not all of them are good. Some lead to attackers impersonating your domain for malicious activities.

As a result, strict protocols can lower your domain’s deliverability credit score, causing your emails to land in spam—or worse, get rejected entirely.

So, how can you tackle this? And more importantly, how can you improve your domain’s reputation?

In this article, we’ll explore how you can improve email deliverability by implementing protocols like SPF, DKIM, and DMARC. We’ll also cover best practices to boost your email open rates. And as a bonus, we’ll introduce you to BIMI—a game-changing tool to enhance your email’s authenticity.

So, if this question “how to stop spoofing emails from my email address” keeps you awake  at night, stay tuned as we help you get your emails delivered! 

Why Does Email Deliverability Matter For Your Domain Reputation?

If you haven’t noticed already, your cold email open rates have dropped.

This means inbox providers aren’t showing your emails to your audience.

But why?

To understand this, let’s first consider the purpose of inbox providers. What do they want?

See, as of now, 7.8 billion spam emails are sent to U.S1. consumers every day. This has caused a lot of reputational damage for businesses worldwide as attackers spoof their domain for their fraudulent activities. 

In response to that, inbox providers have set a strict set of protocols with a primary goal to improve user experience by protecting their users from spam and malicious content. 

To achieve this, they assign your domain and IP a credit score, also known as deliverability:

  • Good credit score = Primary Inbox
  • Bad credit score = Spam Folder
  • Somewhere in between = Promotions Tab
Email Delivery

To ensure your emails land in the Primary Inbox, you must build and maintain a good deliverability score.

But how can you do that when your emails aren’t even being delivered?

Thanks to advancements in technology, we now know how to stop email spoofing. Inbox providers can identify and filter out spam more effectively. While this is great for user security, it also means you need to use email authenticator tools such as, SPF, DKIM, & DMARC  to protect your domain’s reputation and improve deliverability.

Don’t panic if you’re unfamiliar with these best email deliverability tools—we’ll explain everything below. 

SPF: Sender Policy Framework – Explained

SPF (Sender Policy Framework) is one of the best email deliverability tools that gives your emails an official badge to prove they’re legit. It stops sneaky attackers from pretending to be you (a.k.a. spoofing) and ensures your emails land in the inbox, not the spam folder. In simpler terms, SPF lets you tell the world which servers are allowed to send emails on your domain’s behalf.

Here’s the Deal: How SPF Works

Imagine your email server is a nightclub, and SPF is the bouncer. When an email comes knocking, SPF checks the guest list (your DNS settings) to make sure the email is coming from an authorized IP. If the IP isn’t listed—bam, rejected!

Example SPF Record:

v=spf1 ip4:192.168.100.11 -all  

Let’s Break It Down:

  • v=spf1: This tells the receiving server it’s looking at an SPF record, version 1 (the classic and most used).
  • ip4:: Here’s where you list the authorized IP addresses that can send emails for your domain.
  • -all: The qualifier that lays down the law.
    • -all: Reject anything not listed. Strict, but effective.
    • ~all: Soft fail—mark emails as suspicious but don’t block them.
    • +all: Accept everything (definitely don’t do this!).
    • ?all: Neutral—basically, “meh, do whatever.”

So, you set up SPF in your DNS, and every time you hit “send,” the receiving server checks your SPF record. If the sending IP matches, your email gets the green light. If not? Straight to the spam folder (or worse, outright rejection).

DKIM: DomainKeys Identified Mail

If SPF is the bouncer, DKIM is like a digital wax seal on your emails. It proves that your message hasn’t been tampered with on its way to the recipient. Fancy, right?

How DKIM Works:

  1. Your server adds a unique signature (using a private key) to every email you send.
  2. This private key has a matching public key that’s published in your DNS.
  3. The receiving server uses the public key to check if the signature matches.
  4. If it matches, bingo—your email is legit.

Example DKIM Record:

v=DKIM1; k=rsa; p=MIIBIjANBgkq…  

Breaking It Down:

  • v=DKIM1: The version of DKIM in use.
  • k=rsa: The encryption method.
  • p=: The public key used for verification.

Why DKIM? Because it ensures your emails don’t get tampered with during transit. Plus, it boosts your domain’s reputation as a trustworthy sender.

DMARC: The Ultimate Email Bodyguard

Even with SPF and DKIM in place, there’s still a sneaky loophole: the “From” header. Hackers love to fake it, making their emails look like they’re coming from your domain. Enter DMARC—the ultimate email bodyguard.

DMARC (Domain-based Message Authentication, Reporting, and Conformance) not only checks SPF and DKIM but also ensures the “From” header matches. Think of it as SPF and DKIM on steroids.

Example DMARC Record:

v=DMARC1; p=reject; rua=mailto:[email protected]; ruf=mailto:[email protected]; pct=100;  

Let’s Decode It:

  • v=DMARC1: Specifies the version.
  • p=: Tells the receiving server what to do with unauthenticated emails.
    • none: Do nothing (good for testing).
    • quarantine: Mark them as suspicious and send them to spam.
    • reject: Block them outright.
  • rua=: Where aggregate reports go. These are like progress reports for your email authentication.
  • ruf=: Forensic reports go here (detailed, message-specific reports). Use with caution since they can contain sensitive info.
  • pct=: The percentage of emails the DMARC policy applies to. Start with a lower percentage (like 50%) when testing.

Why DMARC Is a Game-Changer

SPF checks where the email is sent from, DKIM checks if it’s been tampered with, and DMARC ensures the “From” header matches the authenticated server. Together, they create a triple-layered shield for your domain.

But here’s the kicker: DMARC also lets you decide what happens to emails that fail authentication. Do you want them rejected? Quarantined? Or just monitored? Plus, you get reports that show exactly what’s happening with your domain’s emails.

Real-World Example: How DMARC Stops Spoofing

DMARC

Let’s say you get an email from “Amazon Support.” Looks legit, right? But when you check the source code, the server it came from isn’t even related to Amazon. That’s a classic spoofing attack. DMARC can help you stop email spoofing by blocking these fake emails before they reach your customers, protecting your brand’s reputation. 

By using the best email deliverability tools, you can also check email domain reputation and ensure that your domain isn’t being used for malicious purposes.

Authenticating email with DKIM further strengthens your defenses, making it harder for attackers to impersonate your brand. And, website reputation lookup tools can help you stay informed and take action swiftly.

Bringing It All Together

To secure your email game, follow these steps:

  1. Set Up SPF: Define who can send emails on your behalf.
  2. Enable DKIM: Add a tamper-proof seal to your emails.
  3. Activate DMARC: Take control of your domain’s email authentication with a clear policy and insightful reporting.

By combining SPF, DKIM, and DMARC, you’ll safeguard your domain, improve deliverability, and protect your brand.

Also Read: How To Ensure Reliable Email Delivery With SMTP?

How to Check If SPF, DKIM, and DMARC Are Correctly Set?

Setting up SPF, DKIM, and DMARC is like building the foundation of a house—it’s essential to ensure it’s solid. But how can you check if they’re actually working? Let’s break it down into practical steps that make this technical process a breeze.

1. How to Check SPF Records

Think of SPF (Sender Policy Framework) as your domain’s bouncer, ensuring only verified servers can send emails. Here’s how you can check if the bouncer is doing its job:

  • Use Tools:
    1. MxToolbox SPF Lookup2: Enter your domain in website reputation lookup, and it’ll fetch and validate your SPF record.
    2. SPF Record Checker by DMARC Analyzer3: This tool ensures your SPF syntax is correct and highlights errors.
  • Steps to Verify:
    1. Log into your DNS settings.
    2. Ensure your SPF record includes all authorized servers like include:spf.google.com or include:mailgun.org.
    3. Update missing or incorrect entries.
  • Pro Tip: If you’re using multiple email services (e.g., Mailgun, SendGrid), use the “include” directive for each one. Avoid exceeding 10 DNS lookups to prevent SPF failure. Besides, MX Tools can help you check domain reputation if required.

2. How to Verify DKIM Setup

DKIM (DomainKeys Identified Mail) is like a signature that proves your email wasn’t forged or tampered with. Let’s make sure your signature is valid.

  • Use Real-Time Testing Tools:
    1. Mail Tester4: Send a test email to the address provided, and it will check your DKIM, SPF, and overall email health.
    2. GlockApps DKIM Validator5: Analyze DKIM alignment and signature issues with detailed reporting.
  • Steps to Verify:
    1. In your email provider’s admin panel, check if DKIM signing is enabled.
    2. Go to your DNS and ensure the public key is published under selector._domainkey.yourdomain.com.
    3. Test the setup by sending emails to yourself and using tools to analyze them.
  • Common Pitfall: Make sure your DKIM selector matches the one in your DNS. Even a typo can break the authentication process!

3. How to Test DMARC Configuration

DMARC (Domain-based Message Authentication, Reporting & Conformance) ties it all together, telling email providers what to do if SPF and DKIM fail.

  • What to Do:
  1. Publish your DMARC policy in DNS as a TXT record:

    v=DMARC1; p=none; rua=mailto:[email protected];  
  2. Use DMARC Analyzer6 or MxToolbox DMARC website reputation Lookup to test your setup.
  • Steps to Verify:
    1. Start with p=none to monitor without affecting email flow.
    2. Check your inbox for DMARC reports from ISPs and analyze them for alignment issues.
    3. Gradually shift to p=quarantine or p=reject once confident.
  • Pro Tip: Use an online DMARC report analyzer for easy visualization and troubleshooting.

SPF, DKIM & DMARC: How to Set Them Up

These three protocols are your ultimate spam-fighting toolkit. Here’s how to set them up for rock-solid email authentication.

SPF Setup Simplified

  1. Log into your DNS management tool.
  2. Add a TXT record with the following values:
    • Host: @ or your domain.
    • Value: v=spf1 include:_spf.google.com -all (replace _spf.google.com with your email provider’s SPF record).
  3. Save and verify using SPF email deliverability tools mentioned earlier.

Why It’s Important: Without SPF, spammers could impersonate your domain, tarnishing your website reputation.

DKIM: Sign, Seal, Deliver

  1. Generate a DKIM key in your email provider’s admin panel.
  2. Publish the public key in DNS under selector._domainkey.yourdomain.com.
  3. Test by sending emails to diagnostic tools like Mail Tester or GlockApps.

Why It Matters: DKIM ensures email integrity, protecting it from being tampered with during transit.

DMARC: The Final Boss

  1. Publish a DMARC policy in DNS:
  2. Analyze reports regularly to spot alignment issues.
  3. Once confident, switch to p=reject to block unauthenticated emails.

Pro Tip: Pair DMARC with BIMI for that inbox branding boost!

Best Practices for Email Deliverability Tools

Delivering emails to inboxes instead of spam folders is both an art and a science. Let’s dive into two essential best practices that will help you ensure your emails reach your audience effectively.

While having an unsubscribe link is common, it’s not mandatory if you offer recipients an alternative way to opt-out. Here’s how to make it work:

  • Provide a Clear Opt-Out Option:
    Instead of an unsubscribe link, let recipients know they can simply reply to the email with a specific request to stop receiving further communications.
    Example:
    “If you’d like to stop hearing from us, just reply with ‘REMOVE,’ and we’ll take care of it. No hard feelings!”
  • Why This Works:
    • Maintain a more personal tone in your emails.
    • Keeps the design simple, especially for plain-text emails.
    • Complies with legal requirements by offering a clear way to opt out.
  • Pro Tip: Make sure to process opt-out requests promptly to stay compliant and maintain your domain’s credibility.

2. Use Secondary Domains for Cold Marketing

Cold marketing campaigns can hurt your primary domain’s reputation if emails are marked as spam. That’s where secondary domains come in as your secret weapon.

  • Why Use Secondary Domains?
    1. Protects Your Primary Domain Reputation: Your main domain stays clean and free from potential spam flags.
    2. Reduces Server Load: Distributing emails across domains ensures better performance.
    3. Boosts Deliverability: By keeping your cold emails on a separate domain, you maintain credibility with email service providers.
  • How to Set It Up:
    1. Register a secondary domain that closely aligns with your main brand (e.g., if your main domain is brand.com, use brandcold.com).
    2. Set up proper SPF, DKIM, and DMARC records for the secondary domain.
    3. Warm up the domain by sending small batches of emails initially and gradually increasing the volume.
  • Pro Tip: Regularly monitor the reputation of your secondary domain using tools like MxToolbox Blacklist Checker7.

Want to learn more about email deliverability tools or how to stop email spoofing? Let us know in the comments below. 

The Bonus Tip: BIMI (Brand Indicators for Message Identification)

If you’ve been wondering how to take your email deliverability tools game to the next level and add a touch of brand authority, BIMI is the answer. BIMI works alongside authenticating email with DKIM, ensuring your emails are legitimate and reducing email deliverability issues. 

It allows your brand’s logo to appear next to your emails in the recipient’s inbox, boosting trust and serving as one of the best ways to prevent phishing attacks. Imagine the confidence your recipients will feel when they see your verified logo accompanying your messages—it’s like your email wearing a badge of honor!

How BIMI Works

  1. Setup a Verified Logo:
    Your brand logo must be stored in an SVG format and validated as per BIMI standards.
  2. Enable DMARC Enforcement:
    BIMI works only if you already have DMARC set up with a policy of quarantine or reject.
  3. Add a BIMI Record to DNS:
    Just like SPF, DKIM, and DMARC, BIMI requires its own DNS record. A BIMI record looks something like this:

    default._bimi.example.com IN TXT “v=BIMI1;
    l=https://example.com/logo.svg;
    a=https://example.com/authority.pem”
    • l= points to your logo’s location.
    • a= is an optional field for Verified Mark Certificate (VMC) if your email provider supports it.
  5. Test Your Setup:
    Use tools like BIMI Inspector to verify that your BIMI record is configured correctly.

Why BIMI is a Game-Changer

  • Increased Open Rates: A visible, verified logo immediately grabs attention.
  • Brand Authority: Your emails are perceived as more legitimate and professional.
  • Trust Building: Recipients are less likely to mark emails as spam when they see your logo.
  • Better Engagement: A trusted email encourages recipients to interact with your content.

Resources:

  1. 7.8 billion spam emails are sent to U.S.
  2. MxToolbox SPF Lookup.
  3. SPF Record Checker by DMARC Analyzer.
  4. Mail Tester.
  5. GlockApps DKIM Validator.
  6. DMARC Analyzer,
  7. MxToolbox Blacklist Checker.

Improve Your Email Security with TeknoFlair’s Expert Services!

Are you ready to take your email deliverability to the next level? At TeknoFlair, we specialize in optimizing WordPress websites for superior email deliverability and security. Whether you’re struggling with email spoofing, improving your domain reputation, or ensuring SPF, DKIM, and DMARC are properly configured, we’ve got you covered.

Let us help you secure your email communications and enhance your brand’s credibility today. Contact TeknoFlair for expert support in email security and website performance optimization.

Final Thoughts

Email deliverability isn’t just about firing off messages—it’s about building trust, maintaining your domain reputation, and consistently delivering value. By mastering these best email deliverability tools – SPF, DKIM, and DMARC, following best practices like using secondary domains for cold marketing, and implementing cutting-edge protocols like BIMI, you’re setting yourself up for success.

The key is to stay vigilant. Regularly check your domain’s health, refine your strategies, and adapt to new trends in email deliverability tools.

Remember, the inbox is a crowded space. When your emails arrive with authenticity and authority, they’re far more likely to stand out and drive results.

So, are you ready to take your email deliverability to new heights? Let us know in the comments below.

FAQs

1. I’ve set up SPF, DKIM, and DMARC, but email deliverability is still low. What now?

Start by using an email spam checker tool and a check email domain reputation service like MXToolbox to ensure your domain isn’t blacklisted. Evaluate your email content—avoid spammy language, ensure clear structure, and craft engaging emails. If your domain is new, warm it up by gradually increasing email volume instead of sending large batches at once. Setting up feedback loops with major providers can provide insights into email performance and help resolve email deliverability issues.

2. How often should I monitor my email authentication records?

It’s crucial to review your SPF (Sender Policy Framework check  settings, DKIM (DomainKeys Identified Mail) records, and DMARC policies monthly or whenever you encounter email deliverability issues. Regular checks, using a sender policy framework check or an email deliverability checker, ensure your domain is protected and your records are up to date, which is the best way to prevent phishing attacks.

3. Can I use a single domain for marketing and transactional emails?

Although possible, it’s not advisable. Using separate domains for marketing and transactional emails helps protect your primary domain’s reputation. If marketing emails are flagged as spam, your transactional emails—such as password resets or order confirmations—will remain unaffected. Additionally, authenticating email with DKIM and maintaining SPF records helps safeguard both domains.

4. Does my email frequency affect deliverability?

Yes, it does. Sending too many emails in a short time, especially to unengaged recipients, can harm your reputation. Use segmentation and consistent schedules to maintain engagement. Gradually increase sending volumes, and leverage an email deliverability checker to monitor your performance and prevent further email deliverability issues.

5. How to check email domain reputation? 

Use tools like Google Postmaster Tools, SenderScore, or Talos Intelligence to check domain reputation. Check blacklist databases like MXToolbox, track engagement metrics, and ensure SPF, DKIM, and DMARC are correctly set up. Focus on quality content to maintain a positive reputation.

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