Why does MXToolbox not show my SPF record even though my ESP says it is set up?

Summary

When MXToolbox doesn't display your SPF record despite your ESP's assertion, several factors may contribute. It is important to check if the correct domain or subdomain is being queried, and to account for DNS propagation delays. Often, the ESP controls the SPF record via the Return-Path domain. A correct TXT record with proper syntax is crucial, while the SPF record needs to stay within the DNS lookup limit of 10 and be placed at the root domain. A correct 'include' statement must exist within the SPF record which authorizes the ESP's servers or any other authorized sending source. Avoid multiple SPF records for the same domain. There may be misconfiguration in DNS configuration for the domain.

Key findings

  • Return-Path Control: ESPs often manage SPF records through the Return-Path domain, distinct from the visible 'From:' domain.
  • DNS Configuration: Correct TXT record syntax, placement at the root domain, and adherence to lookup limits are essential.
  • Domain Verification: Ensure you are querying the correct domain or subdomain in MXToolbox.
  • Propagation Delays: DNS propagation delays can cause temporary discrepancies between ESP settings and MXToolbox results.
  • Shared IP issues: When an ESP is managing SPF record on a shared IP Address, the user is not able to modify this record

Key considerations

  • Verify the Return-Path: Inspect email headers to identify the Return-Path domain and check the SPF record associated with it.
  • Review DNS Records: Confirm the SPF record is a TXT record, free of syntax errors, and correctly positioned.
  • Respect Lookup Limits: Streamline SPF records to remain within the 10 DNS lookup limit.
  • Allow Propagation Time: Wait for DNS changes to fully propagate across the internet, which may take up to 48 hours.
  • Confirm ESP Management: Communicate with your ESP to determine if they manage the SPF record and if their configuration is accurate.
  • Consider shared IP control: Understand that if using a shared infrastructure some ESPs control the configuration of the SPF record.

What email marketers say
17Marketer opinions

When MXToolbox doesn't display an SPF record despite your ESP confirming it's set up, several factors could be at play. Common issues include: DNS propagation delays, checking the wrong domain (ensure you're querying the exact domain/subdomain your ESP uses), the ESP managing SPF on a shared domain, the SPF check happening on the Return-Path (MAIL FROM) rather than the visible From: address, syntax errors in the SPF record, exceeding the DNS lookup limit, SPF record not being a TXT record, high TTL settings delaying updates, SPF record existing on the wrong subdomain, and having multiple SPF records. Also, DMARC policies can indirectly impact whether emails failing SPF are displayed. Configuration errors are also possible. It's best practice to align the return-path domain and, when possible, control the SPF record directly to optimize deliverability.

Key opinions

  • Domain Mismatch: The SPF record might exist on the ESP's domain (Return-Path) instead of your sending domain.
  • DNS Issues: DNS propagation delays, syntax errors, or incorrect record types (TXT vs. deprecated SPF) can prevent MXToolbox from detecting the record.
  • Configuration Errors: Having multiple SPF records or exceeding the DNS lookup limit will invalidate SPF.
  • Shared Infrastructure: When using an ESP on a shared IP infrastructure the SPF record may be controlled by the ESP.

Key considerations

  • Check Return-Path: Inspect email headers to identify the Return-Path domain and check its SPF record.
  • Validate DNS: Ensure the SPF record is a valid TXT record, contains no syntax errors, and is correctly placed on the root domain (if applicable).
  • Simplify SPF: Avoid exceeding the 10 DNS lookup limit. Consolidate multiple includes if possible.
  • Monitor Propagation: Allow sufficient time for DNS changes to propagate (up to 48 hours).
  • Coordinate with ESP: Confirm with your ESP whether they manage the SPF record on their domain, or if you need to configure it on your domain.
Marketer view

Email marketer from Email Deliverability Blog shares while not directly related, DMARC policies rely on SPF and DKIM. If your DMARC policy is set to `p=reject` or `p=quarantine`, emails failing SPF checks might be blocked or sent to spam, even if your ESP says SPF is configured. In which case MXToolbox will not display the record.

March 2022 - Email Deliverability Blog
Marketer view

Email marketer from Email Geeks explains that since the user uses Google, they should also have include:<http://_spf.google.com|_spf.google.com> in the SPF record. They suggest copying the record from the old domain, removing anything not currently used, adding the google record, and putting in the new domain.

October 2023 - Email Geeks
Marketer view

Email marketer from Quora responds that it could be a propagation issue. DNS changes can take up to 48 hours to fully propagate across the internet. Wait a bit, then try again.

April 2023 - Quora
Marketer view

Email marketer from LinuxAdmin Forum shares some DNS providers have a very high TTL (Time To Live) set for DNS records. If the TTL is high, changes to your SPF record may take a long time to show up in tools like MXToolbox.

October 2023 - LinuxAdmin Forum
Marketer view

Email marketer from Reddit shares if you're using a shared IP address with your ESP, the SPF record might be managed by the ESP on their domain, not yours. Therefore, MXToolbox wouldn't show an SPF record for your specific domain.

May 2023 - Reddit
Marketer view

Email marketer from Email Geeks explains that the ESP is likely controlling the SPF domain to be one of their own, instead of using the domain the user checked on MX Toolbox.

August 2021 - Email Geeks
Marketer view

Email marketer from Email Geeks suggests checking headers for smtp mail.from to see what domain and to see what domain(s) are dkim signing look for d= and there might be more than one signature and to add the Google include to get your org domain spf record started.

September 2024 - Email Geeks
Marketer view

Email marketer from Email Marketing Forum responds that the SPF check happens on the return-path (also known as MAIL FROM or envelope sender), not the visible From: address. Your ESP might be using a different domain for the return-path, which is why you don't see the SPF record when checking your From: domain.

April 2024 - Email Marketing Forum
Marketer view

Email marketer from Email Geeks shares the DNS record for the new domain shows no SPF record.

March 2024 - Email Geeks
Marketer view

Email marketer from StackExchange answers that you should ensure you're checking the correct domain. It's possible you're checking the wrong domain name or subdomain in MXToolbox. Double-check the domain you're querying against the one your ESP is using.

June 2023 - StackExchange
Marketer view

Email marketer from Email Marketing Tips Blog responds to ensure your SPF record is at the root domain and not a subdomain. While subdomains can have their own SPF records, email is often sent from the root domain, so the SPF record needs to be there.

November 2021 - Email Marketing Tips Blog
Marketer view

Email marketer from Webmaster Forum explains that make sure the SPF record is a TXT record. Some systems incorrectly create it as an SPF record (which is now deprecated). MXToolbox specifically looks for TXT records.

November 2021 - Webmaster Forum
Marketer view

Email marketer from Email Geeks shares if the ESP says SPF is okay, but MXToolbox says you don't have one, that ESP is referencing their domain instead of yours. They suggest reviewing DNS records for the v=spf1 record and validating the correct SPF "include:" record is set up for the ESP, and provides the Pardot SPF record: include:<http://aspmx.pardot.com|aspmx.pardot.com>.

August 2022 - Email Geeks
Marketer view

Email marketer from Email Geeks advises that if the ESP handles SPF, you don't need to manually add it to your DNS. It's generally not advised to add extra includes that will never be checked against to your SPF because you're wasting lookups and you're potentially allowing IPs you have no control over to send emails as you.

September 2022 - Email Geeks
Marketer view

Email marketer from Email Geeks shares that "Best practice" is to have your own domain in the return=path where the SPF is checked to lower the amount of data points that go into the virtual reputation measure of each email you send.

March 2021 - Email Geeks
Marketer view

Email marketer from SuperUser explains that if your ESP is handling the return path you would not need to have the SPF record on your domain, so that may be why it is not displayed on MXToolbox.

December 2024 - SuperUser
Marketer view

Email marketer from Cloudflare Community mentions you should never have multiple SPF records for the same domain. This is invalid and can cause issues with SPF validation. Combine them into a single record.

December 2024 - Cloudflare Community

What the experts say
2Expert opinions

When MXToolbox fails to display an SPF record that your ESP claims is configured, the issue often stems from the SPF record being associated with the Return-Path domain, which may be controlled by your ESP rather than your sending domain. Additionally, configuration errors or typos in the DNS settings for the domain can prevent the SPF record from being recognized.

Key opinions

  • Return-Path SPF: The relevant SPF record is often associated with the Return-Path domain, controlled by the ESP.
  • DNS Configuration: Typos or other configuration errors in the DNS settings can cause MXToolbox to fail to recognize the SPF record.

Key considerations

  • Check Return-Path: Verify the SPF record for the Return-Path domain instead of the sending domain.
  • Review DNS Settings: Carefully check for typos or configuration errors in your DNS settings.
Expert view

Expert from Word to the Wise explains that the SPF record that matters is the one associated with the Return-Path domain, also known as the envelope sender. It's possible your ESP is setting the Return-Path to a domain they control, and that's where the SPF record exists, not on your sending domain. So check the SPF record of the return-path not the from domain.

April 2023 - Word to the Wise
Expert view

Expert from Spam Resource explains to check that there are no typos or other DNS configuration errors for the domain in question. Many times ESPs provide guidance, but the final configuration step is still on you and there can be mistakes that are hard to catch without digging in.

March 2022 - Spam Resource

What the documentation says
4Technical articles

When MXToolbox fails to show your SPF record despite your ESP's confirmation, it often stems from misconfiguration or limitations within the SPF record itself. Common issues include missing required 'include' statements for your email provider (e.g., Google Workspace requires `_spf.google.com`, Office 365 needs `spf.protection.outlook.com`), syntax errors within the record, or exceeding the 10 DNS lookup limit. These issues can prevent MXToolbox from correctly validating your SPF setup.

Key findings

  • Missing Includes: Absence of necessary `include` statements for your email provider (Google, Microsoft) causes validation failure.
  • Syntax Errors: Typos, extra characters, or incorrect syntax in the SPF record prevent recognition.
  • Lookup Limits: Exceeding the 10 DNS lookup limit causes MXToolbox to invalidate the SPF record.

Key considerations

  • Add Required Includes: Include the necessary SPF records for your email provider (e.g., Google Workspace's `_spf.google.com` or Office 365's `spf.protection.outlook.com`).
  • Check for Syntax Errors: Thoroughly review your SPF record for any typos, extra characters, or syntax errors.
  • Stay Within Limits: Ensure that your SPF record doesn't exceed the 10 DNS lookup limit; simplify the record if needed.
Technical article

Documentation from Microsoft explains for Office 365, you need to authorize Microsoft's servers using `include:spf.protection.outlook.com`. If this is missing, MXToolbox might not recognize your SPF setup as valid for Office 365 sending.

May 2024 - Microsoft Learn
Technical article

Documentation from IETF explains that you should check if your SPF record exceeds the 10 DNS lookup limit. MXToolbox will generally not validate if it finds an error in the SPF record. You can avoid issues by simplifying your SPF record.

April 2022 - IETF
Technical article

Documentation from Google explains that for Google Workspace, you need to add Google's SPF record (`_spf.google.com`) to your domain's SPF record. If you don't, MXToolbox will not find it because it's not properly configured to authorize Google's servers to send email on your behalf.

August 2021 - Google
Technical article

Documentation from MXToolbox Support explains that one of the common reasons MXToolbox doesn't display an SPF record is a syntax error in the record itself. Even a small typo can prevent the record from being recognized. Ensure you check for spaces, extra characters and semi colons.

December 2024 - MXToolbox