I’ve noticed recently several support requests from clients struggling with email deliverability, anti-spam protocols, and compliance issues. This is a classic example of how bad actors—spammers, phishers, and scammers—have made life more difficult for all of us who want to conduct our daily business with email.

Unfortunately, the reality is that to protect ourselves and ensure our emails reach the right inboxes, we must fortify our email systems. This means not only keeping the bad guys out but also proving to the world that we’re the good guys. Here’s what you need to know about the technologies baked into today's email systems that can help:

1. DMARC (Domain-based Message Authentication, Reporting, and Conformance)

DMARC is like your email system’s bouncer. It ensures that only authorized senders can send emails on your behalf and helps prevent spoofing (when bad actors pretend to be you). By implementing DMARC, you can protect your domain’s reputation and improve email deliverability.

Getting started:

• Work with your email provider to create a DMARC policy.
• Start with a “monitoring” policy to identify unauthorized senders without blocking emails.
• Gradually enforce stricter policies as you gain confidence.

2. SPF (Sender Policy Framework)

SPF is a list of servers that are authorized to send email on your behalf. Think of it as a guest list for your domain. If a server isn’t on the list, the recipient’s email system may flag or block the message.

Getting started:

• Create an SPF record in your domain’s DNS settings.
• Include all the services (e.g., your email provider, CRM, marketing platforms) that send emails on your behalf.
• Regularly review and update the SPF record as your systems change.

3. DKIM (DomainKeys Identified Mail)

DKIM adds a digital signature to your emails, proving they haven’t been tampered with during transit. It’s like a seal on a letter—it assures recipients that the message is authentic and unaltered.

Getting started:

• Enable DKIM through your email provider or hosting service.
• Publish the DKIM key in your domain’s DNS records.
• Test your setup to ensure signatures are being applied correctly.

Other Best Practices To Consider

• Monitoring: Use tools to monitor your email reputation and ensure your domain isn’t blacklisted.
• Training: Educate yourself and your team on phishing and email security best practices.
• Legal Compliance: Stay up-to-date with regulations such as GDPR, CAN-SPAM, and others that may impact your email practices.

If it’s been a while since you reviewed your email systems, make the time to take a closer look. Strengthening your email protocols not only protects your business but also ensures your messages reach the right people.

Need help? Just email me. Through the support arm of my business, I'm happy to advise or assist with reviewing your systems or implementing protocols such as DMARC, SPF, and DKIM.

Your BizTech,

—Joshua

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Disclaimer: I use AI to help write emails like these. I review & edit all AI-assisted work I publish.