When setting up a solution for sending emails on behalf of your domain, it’s not just about sending emails; it’s also about managing what happens when those emails don’t reach their intended recipients. A key part of this process often involves configuring an MX record on one of your subdomains.
What Is an MX Record?
An MX (Mail Exchange) record is a type of DNS record that specifies the mail server responsible for receiving emails sent to a domain. When you configure an MX record as part of an email solution, it allows the service to receive Non-Delivery Reports (NDRs).
NDRs are automated messages generated when an email fails to reach its recipient. These reports contain critical information about why the email wasn’t delivered, such as whether the address is invalid, the recipient’s mailbox is full, or the server rejected the email due to spam filters.
Once the configured MX record directs NDRs to the email solution’s system, the service can analyze them and perform several essential functions:
1. Understanding Delivery Failures
By examining NDRs, the email solution determines why emails were rejected. It might flag specific issues like incorrect addresses or server-side rejections. This data allows the solution to provide you with a detailed delivery issue report, highlighting problems with your campaigns or recipient lists.
2. Protecting Reputation
Email solutions prioritize the reputation of their sending IP addresses and your domain. To maintain this reputation:
- They may stop sending emails to addresses that have previously rejected messages.
- If a mailing list generates excessive NDRs, the service might flag it as problematic. This often happens when users rely on purchased mailing lists, which are notoriously unreliable.
3. Banning Problematic Accounts
In extreme cases, if your email campaigns consistently generate a high volume of rejections, the service may suspend or ban your account. This is a safeguard to protect their systems from being associated with spam-like behavior, which could harm their ability to deliver emails for all customers.
Best Practices to Avoid Issues
To ensure smooth email operations and maintain the health of your domain’s reputation:
- Verify Your Recipient Lists: Use tools to validate email addresses and avoid sending to inactive or incorrect addresses.
- Avoid Purchased Lists: Build your email lists organically to ensure quality and engagement.
- Monitor Reports: Regularly review delivery issue reports provided by your email solution to identify and address problems.