Create Effective SPF Records

March 5, 2024 Info

Creating the right SPF (Sender Policy Framework) records for your domain can help reduce email spoofing and improve email delivery by verifying the mail servers authorized to send email on behalf of your domain. Here's a general guide on how to create effective SPF records:

1. Identify Sending Sources

• List all the services and servers that send emails on behalf of your domain. This includes your own mail servers, third-party email service providers (like Gmail, Office 365, SendGrid), and any other systems that send emails (e.g., CRM systems, marketing automation tools).

2. Create Your SPF Record

• An SPF record starts with v=spf1, indicating the version of SPF used.
• For each sending source, you'll add an entry. Common entries include:
  • a – Indicates the domain's A records are allowed to send emails.
  • mx – Indicates the domain's MX records are allowed senders.
  • ip4 and ip6 – Specifies allowed IPv4 or IPv6 addresses.
  • include – Includes the SPF record of another domain.
• End the record with an all mechanism (-all, ~all, ?all) to specify how receivers should treat emails that don't match your SPF record. -all is a hard fail, ~all is a soft fail, and ?all is neutral.

3. Example SPF Record

• Suppose your domain uses Google Workspace for email and a marketing service like Mailchimp. Your SPF record might look like this:
  v=spf1 include:_spf.google.com include:servers.mcsv.net -all
• This record allows emails from Google's and Mailchimp's servers, with -all indicating that emails from any other sources should be considered unauthorized.

4. Publish Your SPF Record

• Add the SPF record to your domain's DNS settings as a TXT record. The exact steps will vary depending on your domain registrar or DNS hosting provider.

5. Test Your SPF Record

• After publishing, use online tools like MXToolbox, Google Admin Toolbox, or others to verify that your SPF record is valid and detect any issues.

6. Monitor and Update as Necessary

• Your email sending practices may change over time (e.g., changing email service providers, adding new tools). Regularly review and update your SPF record to reflect these changes.

Tips for Effective SPF Records

• Avoid Too Many Lookups: SPF records are limited to 10 DNS lookups. Including too many domains with include statements can exceed this limit, causing validation failures.
• Use Soft Fail for Transition: If unsure about all email sources, start with ~all to prevent legitimate emails from being rejected outright.
• Combine with DKIM and DMARC: For best results, use SPF in conjunction with DKIM (DomainKeys Identified Mail) and DMARC (Domain-based Message Authentication, Reporting, and Conformance) for a comprehensive email authentication setup.

By following these guidelines, you can create an SPF record that effectively helps to authenticate your email and improve your email deliverability.

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