What Is an SPF Record and How Does It Work?

If you've ever sent an email campaign only to find that some messages never reached the inbox, your domain's email authentication setup could be the reason.

One of the first things email providers check before accepting a message is whether the sender is authorized to send emails on behalf of a domain.

That's where an SPF record comes in.

Without a properly configured SPF record, attackers can impersonate your domain, your emails may fail authentication checks, and your deliverability can suffer.

In this guide, you'll learn:

• What is an SPF record
• How an email SPF record works
• Why SPF matters for email security and deliverability
• How to create and check an SPF record
• Common SPF record mistakes to avoid

What Is an SPF Record?

An SPF record (Sender Policy Framework) is a DNS record that tells receiving mail servers which IP addresses and email services are authorized to send emails from your domain.

Think of it as a guest list for your domain.

When an email arrives, the receiving server checks your SPF record to verify whether the sender is on the approved list.

If the sender is authorized, the email passes the SPF check. If not, it may be marked as spam, quarantined, or rejected altogether.

In simple terms, if you're asking "what is SPF record," it's a security mechanism that helps prevent email spoofing and protects your domain's reputation.

Why Is an Email SPF Record Important?

Email spoofing remains one of the most common tactics used in phishing attacks.

Without an email SPF record, anyone can attempt to send emails that appear to come from your domain.

A properly configured SPF record helps:

• Reduce domain spoofing attempts
• Improve email deliverability
• Build trust with mailbox providers
• Support DMARC compliance
• Protect your brand reputation

Whether you're sending newsletters, cold outreach, transactional emails, or support communications, SPF is a foundational part of email authentication.

How Does an SPF Record Work?

Understanding what an SPF record is becomes much easier when you see what happens behind the scenes every time an email is sent.

Think of an SPF record as a security checkpoint for your domain.

Before a receiving mail server accepts an email, it wants proof that the message actually came from a source authorized by the domain owner. The SPF record provides that proof.

Let's walk through the process step by step.

Step 1: An Email Is Sent

Suppose you send an email from yourcompany.com using Google Workspace.

At this point, the email leaves Google's mail servers and travels toward the recipient's inbox.

While the email appears to come from your domain, the receiving server doesn't automatically trust that claim.

Anyone can put your domain name in the "From" field of an email.

That's why verification is necessary.

Step 2: The Receiving Server Checks the Sender Domain

When the email reaches the recipient's mail server, it first looks at the domain used in the sender address.

For example:

From: john@yourcompany.com

The receiving server identifies yourcompany.com as the sending domain and begins the authentication process.

Its next task is to determine whether the server that sent the email is actually allowed to send messages on behalf of that domain.

Step 3: The Server Looks Up the SPF Record

The receiving server performs a DNS lookup to find the domain's SPF record.

This record is stored as a TXT record within your domain's DNS settings.

A typical SPF record might look like this:

v=spf1 include:_spf.google.com include:sendgrid.net ~all

This mail SPF record tells receiving servers:

• Google Workspace is authorized to send emails.
• SendGrid is authorized to send emails.
• Other senders should be treated as suspicious.

The SPF record essentially acts as an approved sender list for your domain.

Step 4: The Sending IP Address Is Compared Against the SPF Record

Once the receiving server finds the SPF record, it checks the IP address that actually sent the email.

It then compares that IP address with the authorized senders listed in the SPF policy.

If the IP belongs to Google Workspace or SendGrid, the email passes SPF authentication.

If the IP address isn't included in the SPF record, the email fails the check.

This comparison happens automatically in a matter of milliseconds.

Step 5: The Email Passes or Fails Authentication

After the comparison is complete, the receiving server assigns an SPF result.

Possible outcomes include:

• Pass – The sender is authorized.
• Fail – The sender is not authorized.
• Soft Fail – The sender is probably unauthorized.
• Neutral – No strong policy exists.
• None – No SPF record was found.

A pass result increases trust in the email.

A fail result may cause the message to be rejected, quarantined, or sent directly to spam.

The exact action depends on the recipient's email provider and security policies.

A Real-World SPF Example

Let's say your company uses multiple tools to send emails:

• Google Workspace for employee emails
• A marketing platform for newsletters
• An outreach platform for sales campaigns
• A support platform for customer communication

Each of these services sends emails from your domain.

If your SPF record only authorizes Google Workspace, emails sent from the other platforms may fail authentication.

Even though the emails are legitimate, mailbox providers have no way of knowing that because those sending servers aren't listed in your SPF record.

As a result:

• Deliverability may decrease
• Emails may land in spam folders
• DMARC checks may fail
• Your sender reputation can suffer over time

This is why keeping your email SPF record updated is critical whenever you add a new email service.

Why SPF Matters More Than Ever

Modern mailbox providers like Gmail and Outlook receive billions of emails every day.

A significant percentage of those messages are phishing attempts, spoofed emails, or malicious campaigns pretending to come from trusted brands.

Without SPF, there would be no reliable way to verify whether a server is genuinely authorized to send emails for a domain.

By publishing an SPF record, you're telling receiving servers:

"These are the only services allowed to send emails on behalf of my domain. If an email comes from somewhere else, treat it with caution."

That simple verification step helps protect your brand, improves email deliverability, and reduces the risk of domain spoofing.

And while SPF is a powerful first line of defense, it works best when combined with DKIM and DMARC as part of a complete email authentication strategy.

What Does an SPF Record Look Like?

A typical SPF record looks like this:

v=spf1 include:_spf.google.com include:sendgrid.net ~all

Here's what each part means:

• v=spf1 → SPF version identifier
• include: → Authorizes third-party email providers
• ~all → Soft fail for unauthorized senders

This record tells receiving servers that Google Workspace and SendGrid are permitted to send emails on behalf of the domain.

SPF Record Qualifiers Explained

SPF records use qualifiers that determine how mail servers should handle unauthorized senders.

+all (Pass)

Allows all senders.

Generally not recommended because it defeats the purpose of SPF.

~all (Soft Fail)

Unauthorized emails are accepted but flagged as suspicious.

Most organizations use this option during implementation.

-all (Hard Fail)

Unauthorized emails should be rejected.

Offers stronger protection but requires careful configuration.

?all (Neutral)

No specific policy is applied.

Rarely used in production environments.

Common SPF Record Mistakes

Many businesses create an SPF record once and never revisit it.

That often leads to authentication failures later.

Here are some common mistakes:

1. Missing Email Providers

If you add a new email platform but don't update your SPF record, emails from that platform may fail authentication.

2. Multiple SPF Records

A domain should only have one SPF record.

Creating multiple records can cause validation errors.

3. Exceeding DNS Lookup Limits

SPF allows a maximum of 10 DNS lookups.

Too many includes can break SPF validation.

4. Forgetting Third-Party Tools

Marketing platforms, CRM systems, support tools, and outreach software may all require SPF authorization.

How to Create an SPF Record

Setting up a mail SPF record usually involves these steps:

Step 1: Identify Email Sending Services

Make a list of every platform that sends emails from your domain.

This may include:

• Google Workspace
• Microsoft 365
• Marketing automation tools
• Transactional email providers
• Sales outreach platforms

Step 2: Generate the SPF Syntax

Collect the required SPF values from each provider.

Step 3: Add the Record to DNS

Log in to your DNS provider and create a TXT record containing your SPF policy.

Step 4: Test the Configuration

Use an SPF checker to confirm that the record is valid and working correctly.

Managing SPF Records Across Multiple Sending Platforms

As businesses grow, they often use multiple tools for marketing, sales, support, and transactional emails.

Keeping authentication aligned across all these systems can become difficult.

This is especially true when outreach campaigns run across several inboxes and email providers.

The goal isn't simply sending more emails.

It's making sure legitimate emails consistently reach the inbox.

Final Thoughts

An SPF record is one of the most important building blocks of email authentication. It helps mailbox providers verify that emails sent from your domain are coming from authorized sources, reducing the risk of spoofing and improving deliverability.

While setting up an SPF record is relatively simple, keeping it updated is just as important. Whenever you add a new email service or sending platform, make sure your SPF configuration reflects those changes.

Most importantly, remember that SPF works best alongside DKIM and DMARC. Together, these protocols help protect your domain, strengthen sender reputation, and improve the chances of your emails reaching the inbox instead of the spam folder.

Frequently Asked Questions

Does SPF encrypt emails?

No. SPF does not encrypt email content. Its purpose is to verify whether the server sending the email is authorized to send on behalf of your domain. For encryption and message integrity, technologies like TLS and DKIM are used.

How long does it take for an SPF record to start working?

After you publish or update an SPF record, changes typically take effect within a few minutes to 48 hours, depending on your DNS provider and propagation settings.

What happens if I don't have an SPF record?

Without an SPF record, mailbox providers have fewer ways to verify that emails claiming to come from your domain are legitimate. This can increase the risk of spoofing and negatively impact deliverability.

Can I use SPF with multiple email providers?

Absolutely. If you use services like Google Workspace, Microsoft 365, email marketing tools, or sales outreach platforms, you can authorize all of them within a single SPF record.

Is SPF enough to protect my domain?

Not completely. SPF is an important first step, but it works best when combined with DKIM and DMARC. Together, these protocols provide a stronger defense against spoofing, phishing, and email authentication issues.