How to troubleshoot SPF authentication issues with multiple ESPs, subdomains, and CNAMEs?
Matthew Whittaker
Co-founder & CTO, Suped
Published 4 Jul 2025
Updated 14 Aug 2025
9 min read
Summary
Troubleshooting SPF authentication issues with multiple Email Service Providers (ESPs), subdomains, and CNAME records can be complex. Often, the core problem lies in DNS misconfigurations, particularly how CNAME records interact with SPF records and the strict 10-lookup limit imposed by the SPF specification. This can lead to authentication failures, even when individual records seem correctly set up.
Key findings
CNAME interference: A common issue arises when a subdomain used for sending email (e.g., inbound.domain.com) is CNAME'd to the root domain (domain.com). This causes the SPF validation for the subdomain to refer to the root domain's SPF record, potentially leading to mismatches if the subdomain needs its own specific SPF. This interaction can cause SPF resolution failures.
DNS lookup limits: The SPF specification limits DNS lookups to 10 per record. Exceeding this limit results in a PermError, which causes SPF to fail. Services that manage SPF records often flatten or optimize includes to stay within this limit, but manual configurations, especially with multiple ESPs, can easily exceed it. This is a common cause of broken SPF records.
No direct HTTPS-SPF link: HTTPS authentication for link tracking is separate from SPF authentication. While both involve DNS records, one does not directly impact the other's verification status, although an ESP might provision them concurrently.
Multi-ESP complexity: Using multiple ESPs (e.g., Customer.io, SendGrid, Marketo) significantly increases the complexity of SPF management. Each ESP requires its own mechanism for SPF authorization, and combining these correctly while adhering to lookup limits is a challenge. Managing SPF in multi-domain environments is crucial.
Key considerations
Subdomain strategy: Dedicated subdomains for each ESP simplify SPF management and prevent lookup issues on the root domain. This allows for tailored SPF records for each sending source. Consider whether a subdomain needs its own SPF record.
CNAME impact assessment: Before modifying or removing CNAME records, thoroughly assess their impact on other services (e.g., website, tracking). Incorrect changes can break functionality beyond email.
SPF management services: Leverage DMARC or SPF management platforms that can flatten SPF records and manage includes dynamically. This helps prevent exceeding the 10-lookup limit and simplifies adding new sending sources.
Verification tools: Regularly use SPF validation tools to check your records after any changes. This proactive approach helps identify issues quickly. You should always verify your DMARC, DKIM, and SPF setup.
Email marketers often face challenges with SPF authentication due to complex inherited setups, the use of multiple ESPs, and the intricate interactions of DNS records like CNAMEs. Their focus is typically on ensuring deliverability for marketing campaigns, which can be hampered by technical authentication failures that are not immediately apparent through surface-level checks. This often leads to frustration and a need for deeper technical insight.
Key opinions
Setup inheritance challenges: Many marketers inherit existing email infrastructure, making troubleshooting difficult as they may not be familiar with the original configuration decisions, especially regarding SMTP services.
HTTPS vs. SPF confusion: There can be a misunderstanding that enabling HTTPS link tracking automatically authenticates SPF records, which are distinct processes.
Multi-ESP environment: It's common for companies, particularly those using Customer Data Platforms (CDPs), to utilize several ESPs (e.g., Customer.io, SendGrid, Marketo, Mailchimp) for different sending needs, complicating SPF management.
SPF lookup limit impact: Marketers frequently encounter the SPF 10-lookup limit, especially when consolidating multiple ESPs or integrating with services that add numerous includes, leading to unexpected authentication failures. This is a common SPF TXT record issue.
Key considerations
Subdomain segmentation: Marketers should consider sending from distinct subdomains for each ESP to simplify SPF record creation and avoid conflicts, allowing for tailored authentication. This aligns with best practices for domain authentication across corporate and marketing mail.
DNS record verification: Always verify DNS changes directly using lookup tools, as ESP interfaces might not reflect real-time DNS propagation. Propagation delays can also cause temporary verification issues.
CNAME awareness: Understand how CNAME records affect SPF. If a subdomain CNAMEs to a root domain, its SPF validation will depend on the root domain's SPF record. This is crucial for avoiding unexpected failures and ensuring proper domain alignment.
Marketer view
Email marketer from Email Geeks explains their SPF isn't authenticating despite enabling HTTPS link tracking and being told SPF would update automatically. They are trying to understand the typical propagation time for such changes.
24 Jun 2019 - Email Geeks
Marketer view
Email marketer from Email Geeks clarifies that they are using Customer.io, and their domain is segment.com, with inbound.segment.com as the subdomain for CNAME.
24 Jun 2019 - Email Geeks
What the experts say
Email deliverability experts highlight that SPF issues often stem from exceeding the 10-DNS-lookup limit or incorrect CNAME configurations. They advocate for strategic subdomain use and leveraging DMARC management services to simplify SPF record maintenance and ensure compliance. Experts also stress the importance of understanding the underlying DNS behavior to diagnose and resolve complex authentication failures, rather than relying solely on ESP interface statuses.
Key opinions
CNAME-SPF conflict: Experts identify that a CNAME record pointing a subdomain to a root domain means the subdomain inherits the root domain's SPF record, which can cause authentication failures if the SPF for the subdomain is expected to be distinct.
DNS lookup limits (again): The 10-DNS-lookup limit for SPF records is a frequent culprit for authentication failures, especially in environments with numerous sending sources or complex SPF includes. Exceeding this limit leads to a SPF TempError.
Strategic subdomain use: Creating dedicated subdomains for each ESP is a recommended best practice to manage SPF records independently and prevent lookup limit issues on the main domain.
DMARC service role: DMARC management services can proactively flatten SPF records and manage the authorized IP space, simplifying compliance with SPF specifications for multiple vendors. They can consolidate hundreds of thousands of IP addresses, as discussed in discussions on DNS records and deliverability.
Key considerations
Separate SPF records for subdomains: Ensure that SPF records are configured specifically for the sending subdomain, rather than relying on the root domain's SPF via CNAME, to achieve proper authentication.
Monitor DNS lookups: Actively monitor the number of DNS lookups in your SPF records to stay below the 10-lookup limit. Tools that analyze SPF records can help identify potential issues before they cause deliverability problems. Be aware of hidden SPF DNS timeouts.
Consult DMARC providers: If using a DMARC management service, consult them for guidance on adding new ESPs and managing your SPF record. They are typically responsible for ensuring the SPF record remains compliant and optimized.
Expert view
Expert from Email Geeks notes that they do not see a direct connection between HTTPS and SPF, stating that they are two very different things in terms of email authentication and tracking.
24 Jun 2019 - Email Geeks
Expert view
Expert from Email Geeks advises using separate subdomains for different ESPs, for example, one for SendGrid and one for Customer.io. This strategy allows for building custom SPF records for each specific service.
24 Jun 2019 - Email Geeks
What the documentation says
Official documentation and technical guides consistently emphasize the importance of correct DNS record configuration for SPF authentication. They detail the structure of SPF records, the significance of includes, and crucially, the hard limit on DNS lookups. Furthermore, documentation addresses how CNAME records should (or should not) be used in conjunction with SPF, especially for subdomains, to avoid authentication failures and ensure proper alignment for email deliverability.
Key findings
SPF record purpose: An SPF record is a TXT DNS record that lists all authorized servers and IP addresses permitted to send email on behalf of a domain, acting as a critical security measure against spoofing.
Lookup limit (RFC 7208): The SPF specification (RFC 7208) strictly limits the number of DNS mechanisms that perform lookups (e.g., include, a, mx, ptr) to ten. Exceeding this triggers a PermError, leading to authentication failure. This is a crucial aspect of what RFC 5322 says.
CNAME and SPF incompatibility: The SPF record (TXT record) cannot coexist with a CNAME record on the same domain or subdomain. If a domain has a CNAME record, no other records (including SPF TXT records) should exist for that specific hostname. This is critical for understanding CNAME record usage.
Subdomain SPF necessity: Subdomains used for sending emails often require their own SPF records distinct from the root domain, especially when using different ESPs, to ensure correct authentication and avoid conflicts or lookup limit issues.
Key considerations
Separate subdomains for ESPs: To accommodate multiple ESPs and avoid SPF lookup issues, it's best practice to dedicate separate subdomains for each sending service. This allows for simple, distinct SPF records (e.g., sendgrid.domain.com, customerio.domain.com).
SPF flattening solutions: Implement SPF flattening (offered by some DMARC management services) to dynamically manage your SPF record and keep the number of DNS lookups below the critical 10-limit, even with numerous authorized sending sources.
Regular record audits: Routinely audit your DNS records for SPF, DKIM, and DMARC to ensure they are correctly configured and remain compliant with current specifications, especially after adding or removing ESPs.
Technical article
Documentation from Mailgun states that an SPF record serves to track all sources authorized to send messages from a specific domain name, acting as a crucial component for email authentication and spam prevention.
01 Jan 2024 - Mailgun
Technical article
Documentation from Spiceworks Community highlights that a common SPF record issue involves too many DNS lookups, which leads to authentication failure. This error occurs when the email system attempts to validate the record but exceeds the permitted number of DNS queries.
