It is increasingly important to make sure the address you use genuinely represents the business sending the message.
In all fairness, wouldn’t you consider an email that seems to come from a manufacturing business talking about your banking a little suspicious?
One of the things scammers do is try to mimic real domains and convince you that the email is coming from somewhere you trust. So AI is increasingly being used to track and stop these types of emails getting through.
Why a business domain matters
So the hot tip… if you want to send emails about your business, use an email address that belongs to your business. A subdomain of your main domain can be a good call. For example:
news@email.yourbusiness.com.au (a subdomain of the business domain)
Sending from a third-party provider’s address isn’t wrong as such, but it doesn’t prove the email came from you. What counts is how the domain is set up, not whether the address looks familiar.
There is a difference between the address people see and the systems doing the sending. Your customer may see news@yourbusiness.com.au, while a communications platform does the work behind the scenes. That is perfectly normal, provided the domain owner has authorised the service and the relevant authentication is set up. What matters is that the technical identity and the visible identity make sense together.
What are SPF, DKIM and DMARC?
SPF identifies servers authorised to send for a domain. DKIM adds a verifiable signature to an email. DMARC checks whether an authenticated domain aligns with the visible From domain and lets domain owners publish a policy for failed checks. They are different checks, but they work together to help receiving servers identify legitimate mail.
That is why the domain, the sending platform and the DNS records need to be set up properly. Content and suspicious links can also influence filtering, but there is no simple rule that a spam checker compares the root domain with every topic mentioned in the email. Strange but true: email delivery has become more complicated than just pressing Send.
How do you check whether your email domain is set up correctly?
Start by asking whoever manages your DNS records which services are allowed to send email for your business. If you use a marketing platform as well as Microsoft 365 or Google Workspace, each legitimate sender may need to be accounted for. Check the SPF record, confirm that DKIM signing is enabled where supported, and make sure DMARC has been configured with a policy appropriate to your setup. Do not simply copy somebody else’s DNS records. A small mistake can stop legitimate mail from passing the checks you were trying to improve.
Setting up a brand new sending domain? Then you’ll also need to warm it up before you send in volume. Once you’re up and running, keeping an eye on your sender reputation helps you spot problems early. And for the bigger picture, see why your emails can land in spam.
If you are sending customer newsletters or notifications through a third-party service, ask how your domain is authenticated and whether the visible From address aligns correctly. At Prodocom, we can help you understand the setup needed for business email campaigns.