If you’ve ever sent out a form on your website and felt the frustration of not receiving the emails in your inbox, you’re not alone. It can feel like sending a letter into a black hole. The reason behind this issue often boils down to some key email security and authentication settings: SPF, DKIM, and DMARC. Let’s break these down in a way even a kindergartener (or a busy professional) can understand.
The Basics: What Are SPF, DKIM, and DMARC?
Imagine you’re sending a letter to your friend. You put it in an envelope, write your name and return address on it, and drop it in the mailbox. But before it gets to your friend, the mailman checks a few things:
- SPF (Sender Policy Framework): This is like a list of approved senders. It says, “Hey, this mail really came from Jessica’s house, so it’s okay to deliver it.” If the mailman doesn’t see Jessica’s address on the list, he might not deliver the letter.
- DKIM (Domain Keys Identified Mail): DKIM adds a special stamp to your letter. This stamp proves that nobody opened or changed your letter while it was on its way to your friend. It’s like sealing the envelope with a unique wax seal that only Jessica’s house uses.
- DMARC (Domain-based Message Authentication, Reporting, and Conformance): DMARC is the bossy rulebook. It tells the mailman what to do if the letter’s address isn’t on the approved list or if the seal is broken. Should he deliver it anyway, mark it as suspicious, or throw it away?
These three tools work together to make sure your emails are trustworthy and don’t get lost on their way to the recipient.
Why Does This Matter for Form Emails?
When someone fills out a form on your website, the information often gets sent to you via email. But here’s the catch: the email isn’t always sent directly from your website’s domain. It might come from a server or a third-party tool that your website is using (like Mailchimp, Google Forms, or a custom-built form tool). If your SPF, DKIM, and DMARC settings aren’t set up properly, email servers might not trust these messages and could:
- Mark them as spam (and you’ll never see them).
- Reject them outright (goodbye, email!).
How to Fix This Problem
To ensure your emails get delivered properly, you need to set up SPF, DKIM, and DMARC records correctly. Here’s how:
- SPF Record
- Think of this as your guest list for a party. Only the people on the list are allowed in.
- Add an SPF record to your domain’s DNS settings. This record tells email servers which mail servers (like your website’s server or a third-party service) are allowed to send emails on behalf of your domain.
- DKIM Record
- Set up a DKIM record to add that unique “wax seal” to your emails.
- This involves generating a DKIM key pair (a public key stored in your DNS and a private key on your mail server). This helps recipients verify that your email hasn’t been tampered with.
- DMARC Record
- Create a DMARC record to lay down the rules. This record tells email servers what to do with messages that fail SPF or DKIM checks. For example, you might set it to “quarantine” suspicious emails (send them to spam) or “reject” them altogether.
- DMARC also lets you get reports on email authentication failures, so you can monitor what’s happening.
What If You’re Not Tech-Savvy?
If all this sounds like a foreign language, don’t worry. Here are a few tips to make the process easier:
- Work with your web host: Most hosting companies can help you set up SPF, DKIM, and DMARC records.
- Use third-party tools: Services like Google Workspace, Microsoft 365, or Mailgun often provide step-by-step instructions to configure these settings.
- Hire an expert: Sometimes, it’s worth bringing in a pro to handle the setup. Consider it an investment in making sure your emails reach their destination.
Final Thoughts
Think of SPF, DKIM, and DMARC as the bouncers, security cameras, and managers of your email club. They make sure everything runs smoothly and that only legitimate emails get through. If you’re not receiving your form emails, take a closer look at these settings. With the right configuration, you’ll ensure your messages land safely in your inbox — every time.
