Sender Domain Troubleshooting

Verifying your sender domain is crucial for maintaining high email deliverability. This step-by-step guide will help you resolve common issues that may prevent your domain from being verified. It covers common sender domain verification issues and best practices.

Troubleshooting DNS Record Verification Issues

If you are having trouble getting one or more of your records to verify, consider checking for the following common mistakes:

• It is Simply a DNS Propagation Delay: Changes to DNS records may take some time to propagate. Allow up to 48 hours for DNS changes to take effect. Use online tools to check if your DNS changes have propagated.

• Make Sure You Did Not Select an Incorrect Record Type By Mistake: The DNS record type might be incorrect (e.g., adding a TXT record as a CNAME). Ensure you are adding the correct type of DNS record (TXT, CNAME, etc.).

• Double-Check for Typographical Errors: Typographical errors in DNS records can prevent verification. Double-check for any typos or extra spaces in your DNS entries. Use the ‘copy to clipboard’ icon to avoid manual entry errors.

• Check for Conflicting Records: Existing records may conflict with the new records you are trying to add. Review existing records and remove or update any that conflict with the new entries. (See how to combine multiple TXT records and SPF records below.)

• DNS Manager Limitations: Some DNS managers have limitations or different ways of entering data. Refer to your DNS manager's documentation or support for specific instructions on adding and updating DNS records.

• Did You Add Records to Your Domain Host or Your Web Host?: Adding your email records to your web hosting DNS instead of your domain host DNS can cause verification issues. Add your email-related DNS records (SPF, DKIM, DMARC) to the DNS settings at your domain host. This ensures they are authoritative and properly propagated.

Additional Common Issues and Their Solutions

• Having Trouble with TXT Records?

• SPF Record Won't Verify

• DMARC Record Won't Verify

• Already Have a DMARC Record?

• Use My Domain Host or Web Host?

Having Trouble Adding TXT Records? 

Some DNS managers have limitations or unique methods for entering data. If you encounter an error when adding multiple TXT records, there is a solution. Follow these steps only if your DNS manager requires it. Otherwise, combining TXT records is not necessary.

• Issue: You are getting an error when adding your TXT records, because your DNS manager only allows one TXT record with the same name value per domain.

• Solution: Combine the current and new TXT records into a single record. (only if they have the same name value)

Example Scenario: Suppose you have the following two TXT records:

• SPF Record: v=spf1 include:sendgrid.net ~all

• Domain Verification Record: google-site-verification=abc12345

(notice the name column, both records share the same name value)

Combining the TXT Records: To combine these two records into a single TXT record, you would write:

v=spf1 include:sendgrid.net ~all "google-site-verification=abc12345"

Step-by-Step Instructions:

1. Identify all the TXT records you need to combine.

2. Enclose each individual TXT record value in double quotes.

3. Combine them into a single TXT record, separating each quoted value with a space.

SPF Record Won't Verify

• Issue: Your SPF record is not verifying correctly.

• Solution: Avoid multiple SPF records. Ensure you have only one SPF record. If you need to include multiple sources, combine them into a single record.

Example:

• If your Simplero record is: v=spf1 include:sendgrid.net ~all

• But you have another SPF record in your DNS: v=spf include:example.com -all

• Combine them: v=spf1 include:sendgrid.net include:example.com ~all

DMARC Record Won't Verify

• Issue: Your DMARC record is not verifying correctly.

• Solution:

  • Check the Syntax: Ensure that the DMARC record is correctly formatted. A typical DMARC record looks like this:

    • v=DMARC1; p=none; pct=100; rua=mailto:example@domain.com

  • Avoid Typos: Ensure there are no typos or extra spaces in your record.

Already Have a DMARC Record?

• Issue: You already have an existing DMARC record and need to update it.

• Solution: Update the existing record to include the required settings. Do not create a new DMARC record as only one is allowed per domain.

Example:

v=DMARC1; p=none; pct=100; rua=mailto:example@domain.com; sp=none; aspf=r

Domain Host or Web Host?

Always add the records to your domain host's DNS settings. The domain host is where you purchased your domain. 

• Issue: Adding your email records to your web hosting DNS instead of your domain host DNS can cause verification issues.

• Solution: Always add your email-related DNS records (SPF, DKIM, DMARC) to the DNS settings at your domain host. This ensures they are authoritative and properly propagated.

Why It Matters:

• Primary DNS Control: Your domain host's DNS settings are the primary authority for your domain.

• DNS Propagation: The DNS records at your domain host are the ones that propagate across the internet and are queried by other email servers to verify your domain's email settings.

• Consistency: Keeping all DNS records consolidated in one place avoids inconsistencies and simplifies troubleshooting.

If you are unsure, you can check for your domain host using the WHO IS Lookup. The listed registrar should be your domain host. 

Best Practices to Keep in Mind

• SPF: Ensure you have a single SPF record that includes all authorized mail servers.

• DMARC: Implement DMARC to enforce policies and monitor email authentication.

• DMARC: Combine multiple DMARC’s to include required settings.

• Keep DNS Records Consolidated: Maintain all your DNS records in a single DNS service.

• Remove Outdated Records: Remove any old or unused DNS records to prevent conflicts and confusion.

• Use Your Domain Host's DNS: Always add your email-related DNS records to your domain host's DNS settings, not your web host.

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