Why does MXToolbox not show my SPF record even though my ESP says it is set up?
Matthew Whittaker
Co-founder & CTO, Suped
Published 22 May 2025
Updated 16 Aug 2025
9 min read
It can be confusing when your Email Service Provider (ESP) assures you that your SPF record is correctly set up, yet a tool like MXToolbox indicates No SPF Record found. This discrepancy often leads to frustration and concerns about email deliverability. Understanding why this happens requires a deeper dive into how SPF works and what exactly each party is checking.
The core of the issue usually lies in which domain is being checked for the SPF record, specifically the difference between the visible From address (RFC5322.From) and the return path (RFC5321.MailFrom). While your ESP might be ensuring SPF is valid for the return path, MXToolbox could be looking at your primary sending domain, which may or may not have an SPF record if your ESP handles it differently.
This article will demystify these concepts, explain the common reasons for the discrepancy, and provide actionable steps to ensure your SPF records are correctly configured and verifiable.
SPF (Sender Policy Framework) is an email authentication method designed to prevent sender spoofing. It allows a domain owner to specify which mail servers are authorized to send email on behalf of their domain. This is done by publishing an SPF record as a TXT record in the domain's DNS. Receiving mail servers then check this record to verify the legitimacy of incoming email.
The crucial distinction here is between the Header From address and the Return-Path address (also known as the Mail From, Envelope From, or RFC5321.MailFrom). While the Header From is what your recipients see in their email client, the Return-Path is the address where bounce messages are sent, and more importantly, it's the domain typically used for SPF checks by mail servers.
Many ESPs, especially when you use their shared sending infrastructure, will send emails using their own domain in the Return-Path. This means that the SPF record they're referring to as set up is actually on their domain, not yours. When you check your domain with a tool like MXToolbox, it's typically looking for an SPF record on your primary domain (the one in the Header From address), which might not exist if the ESP is handling SPF through their own return path.
Why MXToolbox shows 'no SPF record found'
One of the most frequent reasons for this discrepancy is simply that you're checking the wrong domain. If your ESP uses a subdomain or a completely different domain for the Return-Path, an SPF record on your primary domain won't be visible to MXToolbox when you query your main domain. To correctly verify the SPF, you need to know the exact domain used in the Return-Path.
Check email headers: Send a test email to a Gmail account and view the original message headers. Look for the Return-Path or Mail-From header. This will show you the exact domain being used for SPF validation. Once you have this, you can check that specific domain with MXToolbox.
DNS propagation: If you've recently added or updated your SPF record, it might take some time for the changes to propagate across the global DNS system. This can vary from a few minutes to several hours, or even up to 48 hours in rare cases. You can use DNS lookup tools to check the propagation status of your DNS TXT records.
Remember, an SPF record is a DNS TXT record that starts with v=spf1. If it's not formatted correctly or is missing this tag, MXToolbox won't recognize it as a valid SPF record, even if other tools might interpret generic TXT records differently.
Common SPF setup pitfalls
While checking the correct domain for the SPF record is paramount, other common setup errors can prevent your SPF from being recognized. One frequent issue is having multiple SPF records for a single domain. RFC 7208 (the SPF specification) states that a domain must not have multiple SPF records. If multiple records are found, the SPF check can fail or produce unreliable results.
Another often-overlooked problem is exceeding the 10-DNS-lookup limit for your SPF record. Each include, a, or mx mechanism in your SPF record counts towards this limit. If you surpass it, receiving mail servers will stop evaluating your SPF record, leading to an SPF failure, even if the initial part of your record is valid. This can appear as no SPF record found to some checkers.
Syntax errors within the SPF record can also cause issues. Even a small typo can render the entire record invalid. Ensure your record adheres strictly to SPF syntax, including the v=spf1 tag at the beginning and a correct all mechanism (e.g., ~all for softfail or -all for hardfail) at the end. Many ESPs provide the exact SPF string you need, which helps prevent such errors. You can learn how to set up SPF without ESP documentation.
Typical SPF record format
An SPF record is published as a TXT record. Here's a common example including multiple authorized sending sources:
This record allows emails from spf.example.com, another.spf.net, and IP address 192.0.2.10. The ~all indicates a softfail for other senders.
ESP SPF management versus direct domain SPF
Many ESPs will tell you they handle SPF for you. This typically means they use their own domain in the Return-Path (RFC5321.MailFrom) of the email. Since SPF is checked against this domain, their record is the one that passes SPF authentication, not necessarily a record on your domain. While this ensures SPF passes, it means that the SPF check aligns with their domain, not yours, potentially impacting your domain's reputation.
Even if your ESP handles SPF, it's often recommended as a best practice to publish an SPF record on your own domain (the Header From domain) that includes your ESP's sending servers. This approach ensures SPF alignment with your visible domain, which is crucial for DMARC (Domain-based Message Authentication, Reporting, and Conformance). If SPF passes on the Return-Path but doesn't align with your Header From domain, DMARC might still fail, leading to emails going to spam or being rejected. For more on this, you can look into why SPF sometimes fails with IP in record.
ESP manages SPF
Return-Path domain:Pardot or ActiveCampaign uses their own domain (or a subdomain) in the Return-Path, and the SPF check passes against that domain.
No direct action: You may not need to add an SPF record to your primary domain, as the ESP's record handles authentication.
Deliverability impact: SPF alignment with your Header From domain will not occur without a matching record. This can lead to DMARC failures, affecting inbox placement and emails going to spam.
You manage SPF on your domain
Return-Path domain: You configure your DNS to ensure your domain (or a subdomain) is used for the Return-Path. Your SPF record includes all legitimate sending sources, including your ESPs.
Direct action required: You must add and maintain the SPF record on your domain's DNS. This is where MXToolbox and similar tools will show your record.
Deliverability benefit: This approach enables SPF alignment, bolstering your DMARC compliance and giving you more control over your sending reputation. It helps ensure emails consistently reach the inbox.
Practical steps for resolution
Resolving SPF issues that arise from ESP communication or checker discrepancies boils down to a few key steps. First, confirm the exact domain being used for SPF validation in your email headers. This is the Return-Path domain, which may be different from your Header From domain.
Next, ensure your SPF record on that specific domain (whether your primary domain or a subdomain for sending) is correctly formatted as a TXT record, contains all necessary include mechanisms for all your sending sources, and does not exceed the 10-DNS-lookup limit. You can use tools like MXToolbox's SPF lookup for this, but specify the correct return-path domain.
If you're still facing issues, verify that your DNS changes have fully propagated. DNS propagation delays can often cause checkers to report no record found for a period. Finally, always strive for SPF alignment with your Header From domain to improve overall email deliverability and avoid DMARC failures.
Views from the trenches
Best practices
Always verify your SPF record against the domain used in the email's Return-Path, not just the visible From address.
Consolidate all legitimate sending services into a single SPF record to avoid multiple record issues.
Monitor your SPF record's DNS lookup count to stay within the 10-lookup limit and prevent validation failures.
Prioritize SPF alignment with your Header From domain to ensure DMARC passes and enhance your email deliverability.
Regularly check your SPF record with various tools to confirm consistent recognition and proper configuration.
Common pitfalls
Checking SPF against the visible 'From' domain when the ESP uses a different Return-Path domain for authentication.
Having multiple SPF records published for a single domain, which invalidates SPF for receiving servers.
Exceeding the 10-DNS-lookup limit in your SPF record, causing receivers to skip validation entirely.
Assuming an ESP 'handles SPF' means you don't need an SPF record on your own domain, leading to DMARC alignment issues.
Incorrectly formatting the SPF TXT record, such as missing the 'v=spf1' tag or improper syntax.
Expert tips
Consider setting up DMARC monitoring to receive reports on SPF and DKIM authentication results, which can highlight discrepancies.
For large organizations, delegate subdomains to ESPs for their sending, making SPF management simpler and reducing lookup strain on the main domain.
When migrating ESPs, ensure a smooth transition of SPF records to avoid temporary authentication failures and deliverability drops.
If using Mailchimp, remember that SPF alignment typically fails as they use their own return-path, but DKIM should pass alignment.
Consult with your IT team or DNS administrator to ensure SPF records are published as TXT records and propagate correctly.
Expert view
An expert from Email Geeks noted that ESPs often control the SPF domain, using their own domain for the return path rather than the sender's primary domain.
2023-04-11 - Email Geeks
Expert view
An expert from Email Geeks advised checking the return path (RFC5321.MailFrom) for SPF validation, not the visible From address (RFC5322.From).
2023-04-11 - Email Geeks
Ensuring your SPF is seen
The discrepancy between your ESP reporting a set-up SPF record and MXToolbox showing no record is often a matter of context and the specific domain being checked. Most ESPs handle SPF on their own Return-Path domains, ensuring basic SPF authentication passes. However, for full control over your domain's reputation and robust DMARC compliance, it's best practice to establish your own SPF record that includes all authorized sending sources on your primary domain.
By understanding the different domains involved in email sending and authentication, diligently checking email headers, and addressing common DNS configuration issues, you can resolve these SPF reporting inconsistencies. A well-configured SPF record is a foundational element for reliable email deliverability, helping your messages reach their intended inboxes and protecting your domain from spoofing and preventing your domain from ending up on a blacklist (or blocklist).
Pardot or 
ActiveCampaign uses their own domain (or a subdomain) in the Return-Path, and the SPF check passes against that domain.
