Emailmetry guideReviewed 6 September 2026

Email-provider change checklist

Use this when adding, replacing or removing an email service. Keep a copy with your current DNS settings and list of sending services.

Print the checklist to fill it in, or tick items in your browser and use Print to save a PDF. Your ticks are not saved automatically.

Domain or sending subdomain

Email service

Person making the change

Planned date, time and time zone

Before the change

List what the service sends and who manages its account. Include existing services that must keep working, such as mailboxes, invoices and website forms.
Check the provider’s instructions for the From, envelope-sender (MAIL FROM) and DKIM signing domains used by your account.
Save the DNS names, record types, values and TTLs you will change. If you use Emailmetry, also note your current provider selection.
Check the proposed SPF record, its includes and lookup count. Keep services still in use authorised and use one SPF TXT record per DNS name.
Check DKIM and DMARC settings. DMARC needs a passing SPF or DKIM result that aligns with the domain in the From address.
In Emailmetry, update the sending services selected for your domain. Follow any additional DNS instructions from the provider; Emailmetry handles its ongoing SPF address updates.

Be ready to restore the previous settings

Confirm you can restore the saved DNS values and provider selection. Decide which problems would require you to reverse the change.
Allow for DNS caching when changing or restoring a record. Lowering its TTL does not clear answers already cached under the old TTL.

Where the previous settings are saved

Test your email

After the change

Check the published DNS names and values. Note when you checked them and allow for cached answers.
Send a test from the new service. Inspect the received message’s SPF, DKIM and DMARC results, including which domains they refer to.
Test the services you already use, such as your mailbox, invoicing software and website forms.
Test any forwarding or mailing lists you use. Check authentication results and where messages arrive; a pass does not guarantee inbox delivery.
Check for new failures and review available DMARC reports. If you need to restore the previous settings, test again afterwards.

When removing a service

Confirm the service has stopped sending. Check scheduled campaigns, integrations, queued messages and occasional jobs such as monthly statements.
Allow for messages still in transit and cached DNS answers before removing the service from SPF. Note when sending stopped.
Update your list of services with the final settings, test results and date of the change. Keep a copy of the previous values.

Test results and anything left to check

Reviewed by

Completed date / time / time zone