Email Ops

Email Policy Compliance for Google, Yahoo, and Microsoft

Configure SPF, DKIM, DMARC, unsubscribe practices, and spam-rate controls to keep ATZ CRM email delivery aligned with Google, Yahoo, and Microsoft sender policies.

Quick Answer

To comply with modern email sender policies, authenticate your domain with SPF, DKIM, and DMARC, include easy unsubscribe options, keep spam complaints low, and monitor DNS and deliverability settings with your email administrator or provider.

Google, Yahoo, and Microsoft sender policies are designed to reduce spoofing, spam, and unsafe email practices. ATZ CRM users should align domain and outreach settings with these requirements to maintain reliable delivery.

Quick Answer

Set up SPF, DKIM, and DMARC, provide easy unsubscribe options, and keep spam complaint rates low. Work with your email administrator before changing DNS records.

Why Compliance Matters

Email policy compliance helps:

  • Reduce spoofing and impersonation risk.
  • Improve sender reputation.
  • Reduce spam filtering and bounces.
  • Keep candidate and client communication reliable.

Set Up SPF

SPF, or Sender Policy Framework, tells receiving mail servers which providers are allowed to send email for your domain.

Typical setup:

  1. Open your domain DNS settings.
  2. Add or update a TXT record for SPF.
  3. Include your email service providers.

Example:

v=spf1 include:_spf.google.com include:spf.protection.outlook.com -all

Adjust the include values for your actual email provider setup.

Set Up DKIM

DKIM, or DomainKeys Identified Mail, adds a digital signature to emails so receiving servers can verify authenticity.

Typical setup:

  1. Generate a DKIM key from your email service provider.
  2. Add the public key as a DNS TXT record.
  3. Confirm the provider verifies DKIM successfully.

Set Up DMARC

DMARC uses SPF and DKIM results to define how receiving servers should handle unauthenticated emails.

Example:

v=DMARC1; p=reject; rua=mailto:dmarc@example.com; ruf=mailto:dmarc@example.com; fo=1

Use p=none, p=quarantine, or p=reject based on your organization’s rollout plan and administrator guidance.

Simplify Unsubscriptions

Make it easy for recipients to unsubscribe from bulk, marketing, or campaign-style emails.

In ATZ CRM, use opt-out links: Enable unsubscribe and opt-out links.

Maintain Low Spam Rates

Keep spam complaints low by:

  • Emailing recipients who expect your message.
  • Avoiding irrelevant bulk outreach.
  • Using clear subject lines.
  • Honoring opt-outs quickly.
  • Monitoring complaint rates and bounces.

Google guidance recommends keeping spam rates below 0.1%; 0.3% or higher can create delivery risk.

Useful Validation Tools

Use DNS and deliverability tools to validate records:

  • DMARC lookup.
  • SPF lookup.
  • Domain scanners.
  • Email provider admin consoles.

Troubleshooting

Emails Are Landing in Spam

Check SPF, DKIM, DMARC, unsubscribe practices, spam rate, email content, and sender reputation.

DNS Records Are Failing

Ask your domain administrator to confirm the TXT records, selectors, provider includes, and propagation status.

DMARC Reports Are Confusing

Start with monitoring mode and ask your email administrator or provider to review report data.

FAQs

Does ATZ CRM configure DNS records for me?

No. DNS records are managed by your domain or email administrator.

Yes. Outreach that resembles bulk or campaign communication should provide clear opt-out options.

Can poor compliance affect sequences?

Yes. Poor domain authentication or high spam complaints can affect sequence deliverability.

Need help?

Talk to the ATZ CRM team

Use the in-app chat for product support, or book a demo if you want to see this workflow with your recruiting data.

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