How do I fix an SPF fail when using Hover and Netlify?

Key findings

• Record type: A common mistake is creating an SPF record type instead of a TXT record for SPF authentication. SPF records must be published as TXT records to be correctly recognized by mail servers.
• DNS propagation: Changes to DNS records, including SPF TXT records, require time to propagate across the internet. Instant verification may not reflect the live state.
• DMARC reports: DMARC aggregate reports are essential for diagnosing SPF failures, providing detailed insights into authentication results. Understanding these reports helps in troubleshooting DMARC reports from Google and Yahoo.
• Lookup limits: SPF records have a 10-DNS-lookup limit. Including unnecessary domains or nested lookups can easily exceed this, leading to an SPF PermError (Permanent Error). This is a common reason for SPF record lookup limits.
• Correct includes: For Hover, the primary include for customer email is _spf.hostedemail.com. Including hover.com directly is often unnecessary and can cause lookup issues.

Key considerations

• DNS setup: Ensure your DNS records are correctly configured on your domain registrar (Hover) and not inadvertently duplicated or mismanaged if you are also using Netlify DNS for your website hosting.
• SPF syntax: Always verify the syntax of your SPF record. An SPF record typically starts with v=spf1 and ends with an all mechanism like ~all (softfail) or -all (hardfail).
• Provider documentation: Refer to the specific SPF record instructions provided by your email service provider (Hover, in this case). Hover provides detailed steps for creating an SPF record.
• Consolidate includes: Avoid including broad domains if a more specific include is available, especially for email services. This helps in managing the 10-DNS-lookup limit. You can learn more about troubleshooting SPF authentication for multiple ESPs.

Key opinions

• DNS records: Marketers frequently express confusion between SPF record types and TXT records for SPF. The clear advice is to use a TXT record for SPF.
• Authentication issues: SPF failures can lead to emails being marked as spam or rejected, impacting overall inbox placement. Marketers often check DMARC reports to identify specific authentication failures, which is crucial for fixing why your emails are going to spam.
• Provider instructions: Many marketers follow documentation from their domain registrar or email service provider, but sometimes these instructions can be outdated or cause issues like the 10-lookup limit.
• Debugging tools: Marketers use various online tools to check SPF records and diagnose issues, but interpreting the results can be challenging, especially for DNS propagation delays or complex includes.
• Impact on deliverability: SPF failures directly hinder email deliverability, pushing emails to spam folders or leading to outright rejection by recipient mail servers. This is part of troubleshooting SPF and DMARC settings.

Key considerations

• Specific includes: When using a service like Hover for email, use their specific SPF include, such as _spf.hostedemail.com, rather than generic corporate domains.
• DNS management: Understand where your DNS records are actually managed. If Netlify is handling DNS, ensure SPF records are configured there, not just at Hover.
• Regular checks: Periodically check SPF and DKIM authentication statuses via DMARC reports or online tools to catch issues early. This can help resolve SPF record problems.
• Avoid unnecessary includes: Unnecessary includes can lead to exceeding the 10-DNS-lookup limit, causing SPF to fail. Simplify your SPF record to only necessary entries.

Key opinions

• Obsolete SPF records: Experts frequently observe that users mistakenly create SPF records using the deprecated SPF record type instead of the required TXT record, leading to immediate failures. More broadly, this connects to what the full form of SPF in email is.
• No TXT record found: Diagnosis often begins by checking for a TXT record for the domain. If none is found, that is the root cause of the SPF failure.
• Header from domain: The SPF authentication result is tied to the domain in the header_from field, so it is critical to ensure this domain has a correctly published SPF TXT record.
• DNS lookup limits: Including unnecessary include mechanisms, such as a corporate domain when only a specific email service include is needed, can quickly exceed the 10-DNS-lookup limit, resulting in authentication errors. This is a common issue with SPF failure when return path and sender from addresses are different.
• Documentation accuracy: Outdated or incorrect documentation from service providers can misguide users, leading to SPF failures. Prompt correction of such documentation is crucial for user success.

Key considerations

• Validate DNS: Always use a reliable DNS lookup tool to confirm the presence and content of your SPF TXT record after making changes.
• Minimize includes: Strictly include only the necessary domains. For Hover email users, _spf.hostedemail.com is typically sufficient. Avoid adding the general hover.com domain unless specifically required.
• Consult DMARC reports: Regularly review DMARC reports for your domain. These reports provide definitive feedback on SPF authentication results and can help pinpoint intermittent issues like intermittent email delivery failures.
• DNS hosting: When using services like Netlify for hosting, be clear about whether they are also managing your DNS. If so, SPF records should be configured within Netlify's DNS settings.

Key findings

• Record type: Documentation (e.g., from Hover) explicitly instructs users to create SPF records as TXT records, not as a dedicated SPF record type. This is a foundational element of a simple guide to DMARC, SPF, and DKIM.
• Required includes: The correct SPF include for Hover customers' hosted email is _spf.hostedemail.com. Any other includes should be verified as necessary to avoid exceeding DNS lookup limits.
• Documentation updates: Documentation can be dynamic and updated. It is important to refer to the latest versions to ensure accuracy, especially concerning SPF and DNS configurations.
• DMARC integration: Official guidance often recommends configuring SPF alongside DKIM and DMARC to ensure comprehensive email authentication and prevent emails from being flagged as spam. This relates to understanding how to fix SPF failure.

Key considerations

• Follow current guides: Always consult the most up-to-date documentation from Hover and Netlify regarding SPF and DNS setup.
• Single SPF TXT record: Ensure you have only one SPF TXT record per domain. Multiple SPF records can invalidate your configuration and lead to authentication failures.
• Lookup limit awareness: Be aware of the 10-DNS-lookup limit when adding includes to your SPF record. Overlooking this is a common cause of demystifying SPF TempError in your DMARC reports.
• Verify changes: After implementing changes based on documentation, use online SPF checkers to confirm that the record is correctly published and validates as expected.