dkim dmarc spf email deliverability rules

dkim dmarc spf email deliverability rulesEnsuring the successful delivery of your emails is crucial for maintaining communication with clients, vendors, and customers. One way to achieve this is by implementing email authentication protocols like DMARC, DKIM, and SPF.

Following these rules is important to protect your email address and ensure that your emails are delivered correctly. Following these guidelines is crucial to prevent your emails from being flagged as spam.

Keep your email address secure and send messages only to the intended recipients. By following these rules, you can avoid any issues with email providers marking your emails as spam.

Why Does DMARC Matter?

Before diving into the technicalities, let’s discuss the significance of DMARC. If your emails aren’t reaching your recipients or are ending up in junk mail folders, it could be due to issues with your DMARC settings or a lack of DMARC implementation. DMARC (Domain-based Message Authentication, Reporting & Conformance) is an essential part of your overall email protection strategy. Without DMARC, your emails may not get delivered at all or might end up in junk mail folders.

Incorrect DMARC settings can allow spammers, phishers, or hackers to misuse your domain. This can harm your reputation and email reliability. Email servers now require DMARC configuration for successful email delivery. Additionally, many cybersecurity insurance policies require a robust DMARC policy as part of their coverage criteria.

key reasons dmarc matters 

What is DMARC?

DMARC is an email authentication protocol designed to give email domain owners the ability to protect their domain from unauthorized use. This email verification process builds on two other protocols: SPF (Sender Policy Framework) and DKIM (DomainKeys Identified Mail). It allows domain owners to specify how incoming mail servers should handle messages that fail SPF or DKIM checks.

  • SPF (Sender Policy Framework): SPF allows domain owners to specify which mail servers are authorized to send email on behalf of their domain. This prevents unauthorized servers from sending emails pretending to be from your domain. SPF is the first of the three protocols and allows domain owners to specify which mail servers are authorized to send emails on behalf of their domain. For instance, as the owner of turnkeysol.com, I can designate which servers can send emails from addresses ending in @turnkeysol.com. This prevents unauthorized servers from sending fraudulent emails using your domain.
  • DKIM (DomainKeys Identified Mail): Think of DKIM as a digital signature that is added to your emails. This digital signature, or hash, is verified by the recipient’s email server to ensure that the email’s content has not been altered in transit. DKIM ensures that the email received is exactly as it was when it left the sending server, protecting against tampering and forgery.
  • DMARC: DMARC builds on SPF and DKIM by providing a framework for domain owners to specify how email should be handled if it fails SPF or DKIM checks. As a domain owner, DMARC allows you to specify what actions should be taken if an email fails these checks, such as quarantining or rejecting the email. This policy helps prevent unauthorized use of your domain and ensures that only legitimate emails are delivered.

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How DMARC Works

When an email is sent, it goes through a series of checks by the recipient’s mail server:

  1. SPF Check: The recipient’s server checks if the sending server is authorized to send emails on behalf of the domain.
  2. DKIM Check: The server verifies the integrity of the email’s content using the DKIM signature.
  3. DMARC Check: The server checks the DMARC policy of the sending domain to determine how to handle emails that fail SPF or DKIM checks.

How Email Flows with DMARC

To understand DMARC’s role, let’s consider the typical flow of an email:

  1. Sending the Email: Sue at sue@turnkeysol.com sends an email to Mary at mary@tks.com using her email client.
  2. Verification Process: Sue’s email server verifies that it is authorized to send emails for turnkeysol.com (SPF) and attaches a DKIM signature to ensure the email’s content integrity.
  3. Receiving Server Checks: The email is received by Contoso’s email server, which checks if the email passes SPF and DKIM checks.
  4. DMARC Policy Application: The receiving server then checks the DMARC policy specified by turnkeysol.com. Depending on the policy (none, quarantine, or reject), the email is either delivered, moved to the spam folder, or rejected.

dmarc dkim email flow chart

Implementing DMARC

Step-by-Step Guide to Implementing DMARC:

  1. Verify SPF and DKIM Records: Ensure your SPF and DKIM records are correctly set up on your DNS server. These records may need updates if you change your email filtering solutions or software packages.
  2. Choose Your DMARC Enforcement Level:
    • None: Report issues without taking action. This is useful for monitoring and detecting problems.
    • Quarantine: Send emails that fail checks to the spam folder. This is a middle ground for ongoing adjustments.
    • Reject: Drop emails that fail checks. This is the strictest level and is commonly used by large email providers like Google and Yahoo.
  3. Set Up DMARC Record on Your DNS Server: Add a DMARC record to your DNS server specifying your chosen enforcement level and where to send reports.
  4. Review Failed Messages: Create a process for reviewing and addressing failed messages. Use tools or services to manage DMARC alerts and ensure your settings are optimized.

3 levels of dmarc enforcement

The Importance of DMARC Management Tools

Managing DMARC can become complex due to the volume of reports and alerts. Utilizing a DMARC management tool can simplify this process, providing insights and helping you address issues promptly. At Turn Key Solutions, we recommend using a DMARC management service to handle these complexities efficiently.

Watch our short tech talk for more details on how you can implement these policies into your business.

When In Doubt, Consult An IT Professional

Implementing DMARC, DKIM, and SPF is not just an option; it’s a necessity for ensuring successful email deliverability and protecting your domain from misuse. By following the steps outlined above, you can enhance your email security and compliance, ensuring your emails reach their intended recipients.

Start by verifying your SPF and DKIM records, setting up your DMARC policy, and using management tools to handle the complexities. By doing so, you’ll safeguard your email communications and maintain the integrity and reputation of your business domain.

For assistance with setting up and managing your DMARC, DKIM, and SPF records, contact Turn Key Solutions at 225-751-4444 or email ask@tks.la. Secure your email today and ensure your communications reach their intended recipients.

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