Ever send the perfect email, a quote, an invoice, or a proposal, and never get a response? You follow up politely a few days later, but still silence. It’s easy to assume they’re ignoring you, but often, your message never made it to their inbox in the first place.
It’s not always overzealous spam filters. More often, it’s missing authentication records SPF, DKIM, and DMARC, that quietly decide whether your business emails are trusted or tossed aside.
Let’s break down what they are, why they matter for your reputation, and how a managed service provider (MSP) like Bob’s Computer Service in Springfield, MA, can make sure your emails actually get through.
The Hidden Problem: Your Domain Might Be Failing Trust Checks
Every day, email servers process billions of messages. To protect users, they constantly verify whether incoming messages are legitimate.
If your domain (for example, yourcompany.com) doesn’t have proper authentication, your messages might fail those trust checks. That means your carefully written quote or invoice could end up in a spam folder or be rejected entirely without anyone knowing.
And this doesn’t just affect marketing campaigns. It impacts on daily business tasks like:
- Sending proposals or invoices
- Following up with new leads
- Communicating with vendors or suppliers
- Coordinating with clients or partners
If your company depends on email for communication, SPF, DKIM, and DMARC directly affect your success.
What These Records Actually Do
These three settings work together to ensure your messages are authentic and secure.
SPF (Sender Policy Framework)
SPF tells other mail servers which systems are authorized to send messages from your domain. If you use Microsoft 365, Google Workspace, or another provider, SPF confirms those platforms are legitimate senders. Without it, filters may mistakenly flag someone impersonating your business.
DKIM (DomainKeys Identified Mail)
DKIM adds a unique digital signature. Like a virtual wax seal, to every outgoing email. It confirms that the message hasn’t been tampered with and that it genuinely came from you.
DMARC (Domain-based Message Authentication, Reporting & Conformance)
DMARC ties everything together. It tells mail servers what to do if SPF or DKIM checks fail, reject, quarantine, or still deliver. It also provides valuable insight into who’s sending email from your domain (including potential spoofers).
Why So Many Businesses Miss This Step
Most small businesses never configure these records correctly, not because they don’t care, but because they’re buried in their domain’s DNS settings. It’s a “set it and forget it” step that’s easy to skip during initial setup.
But getting it right is essential. Once in place, these records protect your brand reputation, boost email deliverability, and help stop scammers from impersonating your company.
The Hidden Cost of Skipping SPF, DKIM, and DMARC
The damage isn’t always apparent but it’s costly:
- Invoices that never reach clients cause delayed payments.
- Proposals flagged as spam mean lost deals.
- Vendor communications that go unseen stall projects.
All because your domain didn’t prove your emails were genuine.
How a Managed Service Provider Can Help
As a trusted managed IT provider in Springfield, MA, and West Springfield, we routinely verify that SPF, DKIM, and DMARC are correctly configured for our clients. It’s a quick process, but it makes a huge difference in reliability and professional credibility.
Here’s what we do:
- Audit your domain for missing or invalid authentication records.
- Configure SPF, DKIM, and DMARC for Microsoft 365, Google Workspace, or your custom mail system.
- Review your DNS settings to ensure they align with your sending platforms.
- Fine-tune DMARC policies for the right balance of security and deliverability.
- Provide visibility reports showing who’s sending email under your domain name.
Once configured correctly, your legitimate emails have a far better chance of landing exactly where they should, the inbox.
Get Your Email (and IT) Working the Way It Should
If you’re not sure whether your emails are getting through, we can check. A quick email authentication audit will confirm whether your SPF, DKIM, and DMARC are configured and working.
While we’re at it, we can assess your broader IT environment, from security settings and backup reliability to outdated systems that may be slowing things down.
Sometimes, the most minor fixes, such as proper email configuration, make the most significant difference in how smoothly your business runs.
If you’d like a quick checkup, contact Bob’s Computer Service. We’ll make sure your emails, systems, and network are working with you, not against you.
