Cold Email DNS Setup: Step-by-Step Instructions
Getting your DNS setup right is critical for cold email success. Without properly configured DNS records, your emails might end up in spam - or not get delivered at all. Here's what you need to know:
- Why DNS Records Matter: They verify your identity as a sender, helping your emails land in inboxes instead of spam folders.
- Key DNS Records for Emailing:
- SPF: Authorizes servers to send emails on your behalf.
- DKIM: Ensures email integrity with a digital signature.
- DMARC: Specifies how to handle emails that fail SPF/DKIM checks.
- MX: Directs incoming emails to your domain’s mail server.
- CNAME: Enables branded tracking links for email campaigns.
- Preparation: Use a dedicated domain for cold emails to protect your primary domain’s reputation.
- Validation: Tools like MXToolbox help confirm your DNS setup is working correctly.
Manually configuring DNS can be time-consuming, especially if managing multiple domains. Tools like Mailforge automate the process, saving time and reducing errors. Proper DNS setup ensures better deliverability, builds trust with email providers, and protects your domain reputation.
Preparing Your Domain for Cold Emailing
Before diving into DNS configurations, it’s crucial to properly prepare your domain. Using your primary domain for cold email campaigns is risky - it could lead to spam flags that might affect all your business emails. A safer approach? Set up a dedicated domain specifically for cold outreach. This way, any potential reputation issues stay isolated, keeping your primary domain secure.
Choosing and Registering a Dedicated Domain
Pick a domain name that aligns with your brand. This helps maintain trust and ensures recipients can easily connect your outreach efforts to your legitimate business. For example, if your main domain is yourbrand.com, consider something like getyourbrand.com or yourbrandmail.com.
When it comes to top-level domains (TLDs), stick with trusted options like .com, .co, or .io. Avoid TLDs often associated with spam - industry data consistently highlights these as red flags.
Before buying a domain, check its reputation history using tools like Talos or MX Toolbox. These tools can help you confirm that the domain hasn’t been blacklisted or linked to spam in the past. Once you’ve registered your dedicated domain, set up a 301 redirect to your primary domain. This simple step reinforces your outreach domain’s legitimacy and ties it back to your main business.
Basic DNS Management Concepts
Understanding the basics of DNS (Domain Name System) is essential for managing your email infrastructure. At its core, DNS translates easy-to-remember domain names into IP addresses, helping computers find the correct servers.
One important aspect of DNS management is setting TTL values (Time to Live). For records that rarely change, use longer TTL values to reduce unnecessary updates. On the other hand, for records you might need to update, opt for shorter TTLs. If you’re planning critical DNS changes, lower the TTL values a day or two beforehand so updates propagate faster - usually within a few hours, though it can sometimes take up to 72 hours.
After making updates, use a DNS checker tool to track propagation progress. This ensures your changes are live and working as expected.
Step-by-Step Guide to Setting Up DNS Records
A well-configured DNS setup is key to ensuring your cold emails reach their destination and protecting your domain from spoofing attempts. Here's how to properly configure your DNS records for email authentication and domain security.
Adding an SPF Record
SPF (Sender Policy Framework) records are TXT entries in your DNS that list the servers authorized to send emails on behalf of your domain. By setting up an SPF record, you can stop unauthorized senders from spoofing your domain.
Start by identifying all the email-sending sources for your domain. This could include web servers, on-premise mail servers, email service providers (ESPs), and any third-party tools. Then, create your SPF record using this basic syntax:
v=spf1 <authorized mail sources> <enforcement rule>
For example, a complete SPF record might look like this:
v=spf1 ip4:1.2.3.4 ip4:2.3.4.5 include:thirdpartydomain.net -all
Add this as a TXT record in your DNS settings. Keep in mind that each domain or subdomain should only have one SPF record. Once it's published, use an SPF checker to confirm everything is working. Be on the lookout for common issues like excessive DNS lookups, duplicate entries, or syntax mistakes.
Once your SPF record is set, the next step is to configure DKIM for email integrity.
Setting Up a DKIM Record
DKIM (DomainKeys Identified Mail) ensures that your emails remain unchanged during transit by using a pair of cryptographic keys: a private key for signing outgoing emails and a public key stored in your DNS for verification purposes.
Here’s how to set up DKIM:
- Generate a DKIM key pair using your ESP's tools or a tool like OpenSSL.
- Choose a selector, which is a unique identifier (e.g.,
mailorkey1). - Create a TXT record at
selector._domainkey.yourdomain.comwith this format:
v=DKIM1; k=rsa; p=your_public_key_here - Add the record in your DNS management tool and enable DKIM signing in your email service provider's settings.
- Verify your setup by sending a test email and checking the results with a DKIM checker tool. A "DKIM=pass" result confirms everything is configured correctly.
After DKIM is up and running, you’ll want to set up DMARC to define how unauthenticated emails should be handled.
Configuring a DMARC Record
DMARC (Domain-based Message Authentication, Reporting, and Conformance) works alongside SPF and DKIM to provide instructions to receiving servers on handling unauthenticated messages. To start, publish a DMARC record with a p=none policy. This allows you to monitor DMARC reports without affecting email delivery, helping you identify and resolve any issues.
Here’s what your DMARC record might look like:
p=none: No action is taken, but reports are generated.p=quarantine: Emails failing DMARC checks are sent to the recipient's spam folder.p=reject: Emails failing DMARC checks are rejected outright.
Analyze the reports using a DMARC parsing tool to uncover authentication issues. Once you're confident in your setup, you can gradually move to a stricter p=reject policy for maximum protection.
Keep in mind that DMARC is widely adopted - 70% of inboxes use it. Considering that email infrastructure is responsible for 90% of network attacks, implementing DMARC is a critical step in protecting your domain. And with the average cost of a data breach reaching $4.88 million in 2024, securing your email system is more important than ever.
Next, update your MX records to ensure your mail server is properly recognized.
Updating MX Records
MX (Mail Exchange) records tell the internet where to direct incoming emails for your domain. Even if you’re primarily focused on sending cold emails, having correctly configured MX records enhances your domain’s credibility and shows that it’s actively managed.
To set up MX records:
- Use the values provided by your email hosting provider.
- Include a priority value (lower numbers indicate higher priority) and the mail server's hostname.
- Update your DNS settings and test the configuration with an MX lookup tool to confirm they point to the right servers.
Now that your MX records are in place, let’s move on to custom tracking with CNAME records.
Custom Tracking with CNAME Records
CNAME (Canonical Name) records allow you to create branded subdomains for tracking links in your email campaigns. This keeps your branding consistent and avoids using generic tracking domains provided by your ESP.
For example, instead of links like espdomain.com/track, you can set up branded subdomains like track.yourdomain.com or click.yourdomain.com. Here’s how:
- Create a CNAME record for the subdomain you want to use.
- Point it to the tracking domain specified by your ESP.
- Update your email campaigns to use these branded tracking links.
Once added, these records may take up to 72 hours to propagate. Be sure to test your setup before launching large-scale campaigns to ensure everything works as expected.
Troubleshooting and Validating DNS Records
DNS records are critical for email deliverability, but they can occasionally cause issues that impact your sender reputation. Identifying and addressing these problems early is key to maintaining smooth operations.
Common DNS Setup Issues and Fixes
One common challenge is DNS propagation delays, which typically take 24–48 hours, though in some cases, they can extend up to 72 hours. To minimize delays during future updates, you can lower your TTL (Time To Live) values ahead of making changes.
When setting up SPF records, ensure they begin with v=spf1 and end with either -all or ~all. Also, double-check that DKIM records follow the correct structure. A frequent mistake is having multiple SPF records for the same domain, which can lead to authentication errors. Instead, consolidate all authorized sending sources into a single SPF record.
Cache-related issues can also delay changes from appearing. To address this, clear your DNS cache using the appropriate command for your operating system. For example:
- On Windows:
ipconfig /flushdns - On macOS:
sudo killall -HUP mDNSResponder - On Linux: Use the relevant command for your distribution.
Lastly, remove any outdated or duplicate DNS entries to avoid conflicts that could disrupt email authentication.
Once these common issues are resolved, the next step is to validate your DNS records to ensure everything is functioning as expected.
Validating DNS Records
Validation ensures your DNS configurations are working correctly and helps safeguard deliverability. Tools like MXToolbox can check your SPF, DKIM, DMARC, and MX records. For quick lookups, use nslookup, while dig provides more detailed resolution data. For example:
- To verify an SPF record:
dig TXT yourdomain.comornslookup -type=TXT yourdomain.com
DMARC validation requires particular attention since it relies on the results of both SPF and DKIM. A DMARC check will pass if either SPF or DKIM succeeds. Regularly monitoring DMARC reports is essential to catch and resolve authentication issues early.
"Authentication is defined as 'the process or action of proving or showing something to be true, genuine, or valid.'" - Dean Canellos, Higher Logic's former Manager of the Deliverability Operations Team
To streamline DMARC monitoring, assign a dedicated team or individual to review reports through a designated mailbox or a Microsoft 365 Group. Additionally, you can verify email authentication results by reviewing email headers for entries like "spf", "dkim", or "dmarc".
When SPF, DKIM, and DMARC are implemented and validated correctly, they work together to build trust with receiving mail servers, ensuring your emails are delivered reliably.
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Automating DNS Management with Mailforge
Setting up DNS manually can be a great way to learn the ropes, but when you're managing several domains, it quickly becomes a time sink. That's where Mailforge steps in, automating the entire cold email infrastructure setup process.
Why Use Mailforge for DNS Setup?
Mailforge simplifies the configuration of DMARC, SPF, and DKIM records by following industry standards. Tasks that could take hours - like setting up DNS for each domain - are now 100x faster with Mailforge. Instead of manually adjusting settings for every domain, you can rely on the platform to handle the heavy lifting.
For those managing multiple domains, Mailforge’s bulk DNS update feature is a game-changer. With just a few clicks, you can make adjustments across all your domains, ensuring consistency - a critical factor for maintaining good email deliverability.
"Procedures that usually took hours (setting DKIM, SPF, etc. records) for multiple domains, now take a few minutes. Mailforge is also cost-efficient since you spend per mailbox ~3 times less than with Gmail." - Karlo Binda, Founder Leadsnack.co
Mailforge also includes SSL and domain masking, which not only boosts security but also adds a professional edge to your email setup. Unlike generic email providers, Mailforge is specifically designed by cold outreach experts, ensuring that every technical detail optimizes your email deliverability.
Getting started is simple: just update your domain's nameserver settings to Mailforge’s, and the platform takes care of the rest. This automation eliminates the risk of errors that often come with manual DNS configurations, making it an ideal choice for businesses aiming to streamline their cold email operations.
By automating these processes, Mailforge sets the stage for scalable, efficient cold email campaigns. And when it’s time to grow, the platform scales right along with your needs.
Scaling Email Infrastructure with Mailforge
Mailforge isn’t just for small teams - it’s built to handle large-scale email infrastructure. Businesses can use it to manage hundreds or even thousands of domains and mailboxes in a matter of minutes. This makes it a go-to solution for agencies, startups, and enterprises alike.
Currently, over 10,000 businesses, ranging from solo entrepreneurs to Fortune 500 companies, trust Mailforge to manage their email infrastructure. Its 4.8 out of 5 rating on G2 speaks volumes about user satisfaction with its automation and ease of use.
Cost is another area where Mailforge shines. Users report spending about three times less per mailbox compared to Gmail. Plus, Mailforge integrates smoothly with any existing email-sending software, so you won’t need to overhaul your current setup. This flexibility ensures you can upgrade your DNS management without disrupting your workflows.
Related Forge Products for Infrastructure Management
Mailforge is part of a larger ecosystem designed to cover all aspects of email infrastructure management:
- Infraforge: Offers private email infrastructure with dedicated IPs, giving businesses full control over performance, security, and configuration.
- Primeforge: Focuses on Google Workspace and Microsoft 365 mailboxes with US-based IPs, perfect for teams that prefer familiar email platforms without compromising deliverability.
- Warmforge: Helps maintain sender reputation with email warm-up services and placement tests, ensuring your domains stay in good standing.
The ecosystem doesn’t stop there. Salesforge manages cold email sequences, while Leadsforge helps you build targeted lead lists. For a fully autonomous experience, Agent Frank uses all Forge products to handle outreach from start to finish.
Conclusion
Setting up DNS correctly is critical for cold email campaigns, especially with major providers like Gmail and Yahoo enforcing DMARC authentication for bulk senders starting in 2024. To ensure deliverability and protect your domain's reputation, you need to configure SPF, DKIM, DMARC, MX, and CNAME records accurately, along with using dedicated domains.
With billions of impersonated emails circulating daily, a well-structured DNS setup doesn’t just boost deliverability - it also shields your brand from potential harm. On top of that, custom domain tracking helps you avoid penalties linked to shared tracking pixels, a common target for spammers.
While manually setting up DNS might work for a single domain, managing it at scale can quickly become overwhelming and prone to mistakes. This is where Mailforge steps in, cutting down setup time from hours to just minutes. By automating these complex tasks, Mailforge simplifies your email outreach process, minimizes errors, and ensures you stay compliant with the latest authentication standards.
FAQs
Why should I use a separate domain for cold email campaigns instead of my main domain?
Using a separate domain for cold email campaigns is a smart move to protect the reputation of your primary domain. Cold email outreach can sometimes lead to spam complaints or a damaged sender reputation, which could harm the deliverability and trustworthiness of emails sent from your main domain.
A dedicated domain acts like a safety net, keeping your primary domain secure and shielded from potential blacklisting. This approach ensures that your critical business emails - like customer support or transactional messages - continue to reach inboxes without issues. At the same time, it gives you the freedom to scale your cold email efforts without putting your main domain at risk.
How do I check if my SPF, DKIM, and DMARC records are set up correctly?
To make sure your SPF, DKIM, and DMARC records are set up the right way, you can rely on tools in your DNS management console or dedicated email verification tools. These tools help confirm that your records are published correctly and align with how you send emails.
Here’s what to double-check during the process:
- SPF: Ensure it lists the mail servers allowed to send emails on behalf of your domain.
- DKIM: Verify that your messages are being signed with a valid cryptographic key.
- DMARC: Confirm it enforces the email authentication policy you’ve defined.
If something doesn’t look right, revisit your DNS settings to catch any typos or configuration errors. Getting these records in order is key to boosting email deliverability and staying out of spam folders.
What happens if I don’t set up DNS records correctly for my cold email campaigns?
Improperly setting up your DNS records can wreak havoc on your cold email campaigns. When DNS configurations are off, your emails risk being flagged as spam, outright rejected by recipient servers, or failing to send altogether. This can drastically limit your ability to reach potential prospects.
On top of that, incorrect DNS settings can cause authentication problems, making it easier for spam filters to block your messages. Over time, this damages your sender reputation, creating even more obstacles to landing in inboxes. Getting your DNS setup right is critical - not just for improving deliverability but also for safeguarding your email outreach efforts.