How to Set Up an SPF Record for Your Domain (Step-by-Step)

An SPF (Sender Policy Framework) record is a DNS TXT record that specifies which mail servers are authorized to send email on behalf of your domain. Without it, your emails are more likely to land in spam — or be rejected entirely.

Why SPF Records Matter

• Prevents spammers from forging your domain in the From header
• Improves email deliverability to major providers (Gmail, Outlook, Yahoo)
• Required for DMARC policies to work correctly
• Reduces the chance your legitimate emails land in spam folders

How SPF Works

When a receiving mail server gets an email claiming to be from @yourdomain.com, it looks up the SPF record for yourdomain.com in DNS. If the sending server's IP is listed in the SPF record, the email passes. If not, it may be marked as spam or rejected.

Step 1: Find Your Sending Mail Servers

Before creating your SPF record, list every server that sends email for your domain:

• Your web hosting server (if it sends transactional emails)
• Google Workspace / Microsoft 365
• Marketing tools (Mailchimp, SendGrid, Brevo, etc.)
• CRM or helpdesk platforms (HubSpot, Zendesk, etc.)

Step 2: Build Your SPF Record

SPF records follow a specific syntax. Here are common examples:

Google Workspace Only

v=spf1 include:_spf.google.com ~all

Microsoft 365 Only

v=spf1 include:spf.protection.outlook.com ~all

cPanel Hosting + Google Workspace

v=spf1 include:_spf.google.com include:yourhostingprovider.com ~all

Multiple Services

v=spf1 include:_spf.google.com include:spf.protection.outlook.com include:servers.mcsv.net ~all

Understanding the ~all vs -all Qualifier

• ~all (softfail) — Emails from unlisted servers are accepted but marked as suspicious. Recommended to start.
• -all (hardfail) — Emails from unlisted servers are rejected outright. Use only after confirming all legitimate senders are included.
• ?all (neutral) — No policy applied. Not recommended.

Step 3: Publish the SPF Record in DNS

1. Log into your domain registrar or DNS provider (Cloudflare, GoDaddy, Namecheap, cPanel, etc.)
2. Navigate to DNS Management or Zone Editor
3. Add a new TXT record:
   • Host/Name: @ (represents your root domain)
   • Type: TXT
   • Value: Your SPF record (e.g. v=spf1 include:_spf.google.com ~all)
   • TTL: 3600 (1 hour) or default
4. Save the record

Important: You can only have ONE SPF record per domain. If you already have one, edit it — don't add a second one.

Step 4: Verify Your SPF Record

After saving, wait 10–60 minutes for DNS propagation, then verify:

• mxtoolbox.com/spf.aspx — Enter your domain to see if the SPF record is correctly published
• Google Admin Toolbox (toolbox.googleapps.com/apps/checkmx) — Check email deliverability for Google Workspace

Common SPF Mistakes to Avoid

• Having more than one SPF TXT record (only the first one is used)
• Exceeding 10 DNS lookups (each include: counts as one lookup)
• Forgetting to include your web server if it sends emails
• Using -all before verifying all senders are included