How to Whitelist DNS to Ensure Emails Are Sent from a Specific Email ID

Overview

When setting up email communications for your organization, and to ensure that emails are sent from a designated email ID rather than a generic 'no-reply' address. This requires proper DNS configuration and domain whitelisting to authenticate and authorize email traffic.

Why Whitelist DNS?

Ensures that emails are sent from a specific domain/email ID.
Prevents emails from being marked as spam or rejected.
Enhances email deliverability and reliability.
Strengthens brand identity by using official email addresses.

Steps to Whitelist DNS for Sending Emails from a Specific Email ID

1. Configure SPF (Sender Policy Framework) Record

SPF helps prevent email spoofing by specifying which mail servers are authorized to send emails on behalf of your domain.

Log in to your domain hosting provider’s DNS management portal.
Add or update the SPF record in the TXT section of DNS settings.
Example SPF record:v=spf1 include:_spf.your-email-provider.com ~all
This ensures that the specified mail server is authorized to send emails on behalf of your domain.

2. Configure DKIM (DomainKeys Identified Mail) Record

DKIM adds an encrypted signature to the email header, ensuring email integrity and authenticity.

Obtain the DKIM key from your email service provider.
Log in to your DNS settings and add a new TXT record.
Example DKIM record:default._domainkey.yourdomain.com TXT v=DKIM1; k=rsa; p=PUBLIC_KEY
This enables email verification through cryptographic authentication.

3. Configure DMARC (Domain-based Message Authentication, Reporting, and Conformance) Record

DMARC helps prevent email spoofing and phishing by providing policies on how to handle unauthenticated emails.

Log in to your DNS management console.
Add a TXT record with the following format:_dmarc.yourdomain.com TXT v=DMARC1; p=quarantine; rua=mailto:dmarc-reports@yourdomain.com
Adjust the policy (p=) to none, quarantine, or reject based on your preference.

4. Enable Domain Whitelisting on Email Server

Some organizations have strict firewall or email filtering rules that may block emails from unknown sources. To prevent this:

Contact your IT team to whitelist the domain in your organization's email server.
Ensure the following domains/IPs are added to the allowlist:
- yourdomain.com
- mail.yourdomain.com
- Any additional email service provider domains.

5. Update Email Sending Configuration

If using a third-party email service (e.g., HRStop, G Suite, Outlook, or SMTP providers), update the sending email address in the platform’s settings.
Ensure the sending email ID is verified and matches the whitelisted domain.

6. Test Email Deliverability

Send test emails from the specified email ID to confirm proper delivery.
Check email headers to verify SPF, DKIM, and DMARC authentication.
Monitor email logs for any bounced or rejected emails.

Conclusion

Whitelisting DNS and configuring SPF, DKIM, and DMARC records help ensure that emails are sent from the designated email ID rather than a generic 'no-reply' address. Following these steps will improve email deliverability, reduce spam filtering issues, and enhance the credibility of your email communications.

For further assistance, please reach out to your IT team or email service provider.