How to configure SPF records to ensure successful email delivery from RMS.

Overview

Sender Policy Framework (SPF) is an email validation system used globally by mail servers to verify which IP addresses are authorised to send emails on behalf of a domain. If your property plans to send emails from RMS, your SPF records must include RMS to prevent delivery issues and improve email security.

Recommended SPF Record Settings

RMS recommends adding an 'include' entry to your SPF record that will include all of the IP addresses from the RMS SPF record used for sending email from RMS. Updating the SPF record this way will future-proof it for any new servers or changes made to our network at a later stage without the need to amend the SPF record again.

Editing the SPF Record

The SPF record lives in the DNS (Domain Name System) settings. These settings need to be changed with either your domain name registrar (the company that you bought the domain from) or your web hosting company (the company that hosts your website and/or emails). 

Included below are links to instructions for editing DNS records with popular domain providers.

• Amazon Web Services: Configuring DNS, Resource Record Types
• Dreamhost: SPF
• GoDaddy: Add a CNAME Record
• Google Domains: DNS Basics
• Namecheap: SPF & DKIM

Verifying Updated SPF Records

Changes to DNS settings can take up to 24 hours to propagate across the internet. Use a tool such as the MX Toolbox SPF to check to see if the change has begun to take effect. 

1. Type in your domain name and hit the 'SPF Record Lookup' button. 
2. Verify that you see 'include:_spf.rmscloud.com' in the record displayed.

Side Effects of Not Updating SPF Records

Not updating SPF (Sender Policy Framework) records can lead to several negative consequences, especially in terms of email security and deliverability. When no SPF record has been setup for sending from RMS, some mail servers may reject emails sent, which can result in undelivered emails or bounce backs on eDM campaigns.

Here are some potential side effects:

1. Increased Risk of Email Spoofing: Without an up-to-date SPF record, spammers or malicious actors can easily send emails that appear to come from your domain. This can lead to phishing attacks or fraudulent emails being sent in your name.
2. Email Deliverability Issues: If your SPF record is outdated, legitimate emails sent from your domain may be flagged as suspicious or even rejected by receiving mail servers. This is because receiving servers rely on SPF to verify that incoming emails are from trusted sources.
3. Reduced Email Reputation: Having invalid or missing SPF records can damage your domain's reputation with email service providers. This can lead to emails being sent to spam or junk folders instead of the inbox, reducing the effectiveness of your email campaigns.
4. Increased Spam and Malware Risk: Outdated SPF records make it easier for attackers to impersonate your domain and send malicious content, increasing the likelihood of your domain being used for spam or malware distribution.
5. Loss of Trust: If clients, customers, or partners receive fraudulent emails that appear to be from your domain, it can damage your brand's credibility and trustworthiness, potentially leading to loss of business or relationships.

Troubleshooting

If 24 hours have passed and email bounce-backs are not related to emails sent before the update of SPF records, contact your domain provider or review their help site for steps to troubleshoot DNS records in their service.