Experiencing Email Delivery Issues

Steps to Resolve Domain-Related Email Delivery Issues

1. Check DNS Settings:

• Ensure Proper MX Records: Verify that your domain’s DNS settings include the correct MX (Mail Exchange) records.
• Correct A and CNAME Records: Ensure that your A (Address) and CNAME (Canonical Name) records are correctly set up.

2. Implement Email Authentication:

• SPF (Sender Policy Framework): Set up an SPF record to specify which mail servers are authorized to send emails on behalf of your domain.
• DKIM (DomainKeys Identified Mail): Configure DKIM to add a digital signature to your emails, verifying that they have not been altered.
• DMARC (Domain-based Message Authentication, Reporting & Conformance): Implement a DMARC policy to help protect your domain from being used in phishing and spoofing attacks.

3. Monitor Blacklists:

• Check for Blacklisting: Use tools like MXToolbox to check if your domain or IP address is blacklisted and follow the procedures to get delisted if necessary.

4. Ensure Domain Reputation:

• Avoid Sending Spam: Ensure that your domain is not being used to send spam. Regularly audit your email practices to maintain a good reputation.
• Monitor Feedback Loops: Sign up for feedback loops with major email providers to receive reports on emails marked as spam by recipients.

5. Configure Reverse DNS:

• Set Up PTR Records: Make sure you have a reverse DNS (PTR record) configured for your mail server’s IP address. This helps verify the authenticity of your mail server.

6. Check Email Content and Sending Practices:

• Avoid Spammy Content: Ensure your email content adheres to best practices to avoid being flagged as spam.
• Monitor Sending Frequency: Avoid sending too many emails in a short period, as this can trigger spam filters.

Detailed Steps to Implement These Solutions:

1. Check DNS Settings:

• Verify MX Records:

  • Log in to your domain registrar’s DNS management interface.
  • Ensure the MX records point to your mail server.
  • Example MX record for Gmail: Priority: 1, Mail Server: ASPMX.L.GOOGLE.COM

• Check A and CNAME Records:

  • Verify that the A record points to your web server’s IP address.
  • Ensure CNAME records are correctly pointing to the appropriate aliases.

2. Implement Email Authentication:

• SPF Record Setup:

  • Add an SPF record to your DNS. Example: v=spf1 include:_spf.google.com ~all

• DKIM Configuration:

  • Generate a DKIM key pair and add the public key to your DNS as a TXT record.
  • Update your mail server to sign outgoing emails with the private key.

• DMARC Policy:

  • Create a DMARC record in your DNS. Example: v=DMARC1; p=none; rua=mailto:dmarc-reports@yourdomain.com

3. Monitor Blacklists:

• Use Blacklist Checking Tools:
  • Visit MXToolbox or a similar site and enter your domain or IP address to check for blacklisting.
  • Follow the procedures provided to request delisting if your domain or IP is blacklisted.

4. Ensure Domain Reputation:

• Avoid Sending Spam:

  • Implement best practices for email marketing, such as double opt-in, and regularly clean your email list.

• Monitor Feedback Loops:

  • Sign up for feedback loops with major providers like Gmail, Yahoo, and Microsoft to receive spam complaints.

5. Configure Reverse DNS:

• Set Up PTR Records:
  • Contact your ISP or hosting provider to set up a PTR record for your mail server’s IP address, pointing to your domain.

6. Check Email Content and Sending Practices:

• Review Email Content:

  • Ensure your emails are well-formatted, with a good text-to-image ratio and no spammy content.

• Monitor Sending Frequency:

  • Avoid sending large volumes of emails in a short period.
  • Gradually increase your sending volume if necessary.

By following these steps, you can address and resolve most domain-related email delivery issues.