What Is an SPF Record and Why It Matters in DNS for Email

When you set up an email for your domain, you’re building trust between your business and your recipients. A key part of that trust lies in your DNS settings, where the SPF (Sender Policy Framework) record lives. This DNS record tells receiving mail servers which servers are allowed to send emails on your domain’s behalf, helping your messages reach inboxes instead of spam folders. 

This guide will help you understand what an SPF record is, why it’s essential for email deliverability, and how to check that it’s set up correctly. By managing this properly, you’ll protect your domain’s reputation, prevent spoofing, and ensure your emails are delivered securely and reliably. 

What‘s an SPF Record?

A Sender Policy Framework (SPF) record is a type of Domain Name System (DNS) TXT record that identifies which mail servers are permitted to send email on behalf of your domain. The purpose of this record is to detect and prevent spammers from sending messages with forged “from” addresses on your domain.    

Think of SPF as your domain’s email security gatekeeper, where it checks whether the sender is on the “approved list” before letting messages through. If the sender isn’t listed, the receiving mail server may reject the message or place it in the spam folder. 

Why SPF Records Matter for Email Security and Deliverability 

Email is one of the most trusted ways we communicate online, but without proper authentication, it can also be one of the easiest to misuse. The standard email protocol, SMTP (Simple Mail Transfer Protocol), wasn’t built to verify who is truly sending a message. That means, without added protection, anyone could pretend to send an email from your domain, which is a tactic often used in phishing or spoofing attacks. 

That’s where SPF (Sender Policy Framework) records come in, making them an important part of DNS, and especially critical for your email, particularly when passing through MailChannels (our outbound firewall), reducing the amount of errors when sending. 

Why Is an SPF Record Important?

Benefit	Explanation
Prevents Email Spoofing	Stops cybercriminals from sending emails pretending to be from your domain.
Improves Email Deliverability	Ensures legitimate emails land in inboxes, not spam folders.
Protects Brand Reputation	Keep your domain trusted and prevent blacklist entries.
Strengthens Email Security	Works together with DKIM and DMARC for stronger authentication.
Reduces Bounce Rates	Validates senders, helping servers trust your messages.

How Does an SPF Record Work? 

1. When an email is sent from your domain, the recipient’s mail server checks your SPF record. 

2. The mail server verifies if the sending server is listed as an authorised sender. 

3. If it is, the email passes SPF validation. If not, the email may be rejected or marked as spam. 

TIP: SPF helps prevent email spoofing and improves deliverability. 

What Does an SPF Record Look Like?   

These records are stored as TXT records in your DNS settings. 

Example: 

v=spf1 a mx include:relay.mailchannels.net ~all

TIP: This is the standard one we recommend. 

Breakdown: 

• v=spf1 → Version tag (required) 
• include:relay.mailchannels.net → Allows emails to pass through MailChannels (outbound firewall) 
• ~all → Means “fail all others not listed here” 

Other Examples:

• v=spf1 a mx include:spf.protection.outlook.com ~all (for Microsoft 365 users) 
• v=spf1 a mx ip4:196.41.x.x include:_spf.1-grid.com ~all (custom setups) 

Common SPF Errors and Fixes 

Issue	Description	How to Fix
Too many DNS lookups	Record exceeds 10 includes.	Simplify SPF or use subdomains.
Duplicate records	More than one SPF TXT record.	Merge into one record.
Syntax error	Missing spaces or symbols.	Validate using SPF checkers.
Emails landing in spam	SPF is missing or incorrect.	Update and verify SPF alignment.

Recommended SPF Checker Tools 

• MXToolbox SPF Checker 
• Kitterman SPF Validator 
• DNSChecker.org TXT Lookup 

How to Add or Edit an SPF Record for Your Domain 

Control Panel DNS Zone Editor 

We have some easy-to-understand, quick guides to help you navigate to your domain’s Zone Editor via your Control Panel with us, but here are some quick general steps: 

• Log in to your Customer Zone / Control Panel. 
• Navigate to Domains → Zone Editor. 
• Select your domain and view existing records (A, MX, CNAME, TXT). 
• Click Manage to update your SPF record. 
• Click Save Record. 

IMPORTANT: Remember to allow between 2 to 48 hours for the DNS propagation to complete. 

When to Contact 1-grid Support 

If, after updating your SPF record and waiting for propagation, your email still has issues: 

• Provide your domain name and current record for SPF. 
• Describe the issue (email failure, with screenshots, where possible). 
• Note any recent DNS changes you made. 

FAQs 

Do I need an SPF record for my domain?

Yes, without it, other mail servers can’t verify that your emails are legitimate, increasing the risk of delivery failure.

Can I have multiple SPF records?

No, your domain should have only one SPF record. Multiple records can cause validation errors.

What happens if my SPF record is incorrect?

Emails might bounce or be marked as spam. Verify your record using an SPF checking tool.

Is SPF enough to stop spoofing?

SPF helps, but it works best when combined with DKIM and DMARC for complete email authentication.

Additional Resources 

DNS Explained Video  
Understanding DNS, Its Record Types and How It Works 
Understanding DNS Records, and How to Check These
DNS Propagation and Why It Takes So Long  
SPF Setup
Everything You Need to Know About Domains at 1-grid  
How to Enable DKIM and SPF on Your Mail Domain  
Why SSL? The Purpose of Using SSL Certificates  
How to Update Your Domain’s Nameservers at 1-grid 
Settings to Configure Your 1-grid Email Accounts Across Devices
How to Set Up Email on Android for Your 1-grid Email Accounts
Setting Up Email in Outlook via Windows Control Panel
Troubleshooting Steps for Email
Email Error Messages: What Do They Mean and How to Fix Them
Top 10 Common Email Issues and How to Resolve Them
What Is Email Spoofing? How It Works and How to Protect Yourself  
How to Spot a Scam Email  
Email Headers FAQs
Email FAQs
MailChannels FAQs 
SpamTitan FAQs 

Need Additional Support? 

We’re Here to Help: 

Understanding what an SPF Record is, and how to make sure yours is correct for optimal email functionality, doesn’t have to feel technical with this easy-to-understand guide. Stuck? Contact our Support Team for clarity and guidance (https://1grid.co.za/contact-us/). We’re ready to see how we can help!