Email Sender Requirements

From February 2024 onwards, Google and Yahoo are making it necessary for email senders to use email authentication, and there are also some important policy changes related to consent and engagement. If senders don't follow these rules, their emails might be delayed, blocked, or marked as spam.

Even though this might feel like a sudden change, these requirements have actually been considered the best way to make sure emails get delivered properly for quite some time.

📧 CHECK YOUR COMPLIANCE 📧

👀 Review our Email Sending Guide for more best practices.

CLIENT RESPONSIBILITY

Prepare Your Email Account or From Address Domain:

This is about getting your From Email (firstname@yourdomain.com) authenticated.

If your From Email Address is not compliant, we do not assist with resolving this issue. We recommend you work with an IT Consultant or IT Managed Services provide.

We work with and recommend BH Tech Connectionhttps://bhtechconnection.com/. Please let me know we sent you.

1 - Establish DMARC Email Authentication for Your Sending Domain

What is DMARC? DMARC, short for Domain-based Message Authentication, Reporting & Conformance, is a standard that enhances SPF and DKIM. It communicates a policy to mailbox providers, guiding them on how to handle emails failing SPF, DKIM, or both, claiming to be from your domain (potentially spoofed).

What should you do? If you lack a DMARC record, add one to your DNS. To check, use for free.

Implementation Steps:

1. Use a free DMARC checker like Dmarcian to find out if you already have a DMARC record in place. Enter your root domain (ie: yourdomain.com) and hit inspect. If you see "Hooray! Your DMARC record is valid.", you're good to go - ignore the following steps. If not, continue to step 2.

2. Visit your DNS hosting provider and create a TXT DNS record.

3. Choose TXT as the record type.

4. Set the Host/Name value as: '_DMARC'

5. In the Content/Points to field, enter: 'v=DMARC1; p=none;'

Here's what the record would look like if setting up in Cloudflare for a domain called demohighlevel.com:

6. Save/submit and use Dmarcian to verify the DMARC record has successfully been added (it may take a few minutes to register). You can also check by sending yourself an email and inspecting the header.

In Gmail, you can inspect the header of an email by clicking the three-dots icon and selecting the "Show More" option. Here's what the header will look like for an email that was sent from a domain that has a valid DMARC record in place:

2 - Implement DKIM

Deploying DKIM in Microsoft Office 365

https://learn.microsoft.com/en-us/microsoft-365/security/office-365-security/email-authentication-dkim-configure?view=o365-worldwide

Deploying DKIM in Google Workspace

https://apps.google.com/supportwidget/articlehome?hl=en&article_url=https%3A%2F%2Fsupport.google.com%2Fa%2Fanswer%2F180504%3Fhl%3Den&assistant_id=generic-unu&product_context=180504&product_name=UnuFlow&trigger_context=a

If your From Email Address requires a DKIM, we do not assist with resolving this issue. We recommend you work with an IT Consultant or IT Managed Services provide.

We work with and recommend BH Tech Connection https://bhtechconnection.com/. Please let me know we sent you.

3 - Your Domain Host Must Allow Additional MX Records

Most domain hosts like (GoDaddy, NameCheap, etc) do allow for additional MX records to allow for connection to an email sending domain. Wix does not allow additional MX Records at this time.

To enable the CRM to connect a branded sending domain to your CRM, you will need to move who is hosting your domain to another domain host.

CRM COLLABORATION

These steps require engagement with the CRM to set up. This is usually completed as part of the initial set up.

Elevate Your Brand with a Branded Sending Sub-Domain

Enhance control over your sender reputation and improve inbox branding by setting up a branded sending sub-domain. Say goodbye to the "sent via msgsndr.com" disclaimer and embrace better deliverability practices. Starting in February, this becomes a must for bulk senders reaching out to Google and Yahoo recipients.

Example of what a Branded sending domain looks like to Gmail users

Connect to a Branding Sending Domain

1. Ensure Brand Consistency

Align your "from" address with your branded domain for a cohesive and recognizable email identity.

To align with DMARC standards, your "from" address domain must match the root domain of your branded sending domain. For example, if your branded sending domain is "lc.msgsndr.com," the corresponding root domain is "msgsndr.com." Thus, using "hello@msgsndr.com" as your "from" address maintains alignment with the root domain.

Remember, if you're a bulk sender, you must transition to a branded sending domain by February 2024.

Double Check Your Sending Domain

Go to Settings >> Email Services
If the selected Default Provider DOES NOT match your From Address Domain (firstname@yourdomain.com), please schedule a support call.
If the selected Default Provider DOES match, you are all set.

In the initial setup, we usually set up a Branded Sending Domain. There are issues at times, please double checking.

Clients whose domain is managed by Wix must move their domain host to be able to use a branded sending domain.

Make it easy to Unsubscribe

Now, it's important for senders to make it really easy for people to stop getting their emails. If someone doesn't want the emails anymore, they shouldn't have to search for the unsubscribe button.

Ensure there's an unsubscribe link somewhere in your email body – the footer is typically a common spot. It doesn't have to be one-click, but it should be clear and easy for recipients to find. Easy as that!