Do I need to change my email provider?

No. Google Workspace, Microsoft 365, and mailboxes at your host all support these records. The fix is in DNS, not in the mailbox.

What access do you need?

Only DNS. A delegate or scoped token at your registrar or Cloudflare is enough; you never share the mailbox password.

How long until it takes effect?

DNS changes are usually live within an hour. Reputation recovers over the following days as mail keeps passing.

Why your business emails go to spam in Gmail, and the fix

When mail from your own domain lands in spam at Gmail or Outlook, the cause is almost never the words in the message. It is three DNS records that tell the receiving server your domain really sent it. Set them for every service that sends on your behalf and the problem goes away.

The three records, in plain words

SPF lists which servers may send mail for your domain. Your mailbox provider, your website, your newsletter tool and your invoicing app each need to be on it.
DKIM is a signature each sending service adds to its messages, with the public key published in your DNS. It proves the message was not changed on the way.
DMARC tells receivers what to do when SPF or DKIM fail, and sends you reports. Gmail and Yahoo have required it for bulk senders since 2024, and they treat its absence as a bad sign for everyone else.

Why it started suddenly

Something changed on your side or theirs. The usual triggers: you added a new sending service, such as a CRM or a form plugin, that is not in your SPF record; you moved the website or the domain and the old records did not come along; a DKIM key was rotated by the provider and the DNS entry went stale; or the receiving side tightened its rules, which Gmail and Yahoo did in 2024 and Microsoft followed.

Check it yourself in two minutes

Send a message from each service you use to a Gmail address. Open it, choose "Show original", and read the three lines near the top: SPF, DKIM and DMARC. Each should say PASS. Any FAIL or SOFTFAIL, or a missing line, is the record to fix. Send one from your website's contact form too; website mail is the one most people forget.

Fixes that do not work

Asking customers to add you to their contacts. It helps one inbox at a time and does nothing for new customers.
Changing the subject line or removing links. Authentication failures are decided before the content is read.
Sending from a Gmail address instead of your domain. It works until Google rate-limits you, and it looks like what it is.

What we set up

We list every service that sends mail for your domain, write one SPF record that covers them without exceeding the lookup limit, enable and publish DKIM for each, and add a DMARC policy with reporting. Then we send a test from each service and show you the PASS lines in Gmail and Outlook. That test is the definition of done.

Questions people ask

Do I need to change my email provider?: No. Google Workspace, Microsoft 365, and mailboxes at your host all support these records. The fix is in DNS, not in the mailbox.
What access do you need?: Only DNS. A delegate or scoped token at your registrar or Cloudflare is enough; you never share the mailbox password.
How long until it takes effect?: DNS changes are usually live within an hour. Reputation recovers over the following days as mail keeps passing.