Why Email Setup Really, Really Matters when Getting Email to the Inbox
Hey there, real estate agents! Today we're going to talk about something super important that might sound a little boring at first, but actually makes a HUGE difference in whether your emails get seen or not. Let's break it down like you're in 5th grade!
What's the Problem?
When you send emails from your CRM (that's your special system that helps you keep track of all your leads), something weird happens if you don't have the right setup.
Imagine you're passing notes in class. If you don't sign your name clearly, the teacher might think someone else wrote it and throw it away! That's what happens to your emails without the right setup.
The Three Special Letters You Need
There are three magical codes you need to set up on YOUR domain (that's your @yourrealestatesite.com email):
Eventually, I got a word processor where I learned the magic of merging two documents together – push a button and plug in field database instantly into a document. By this time, I was really riding high with my new found abilities to learn and create documents quickly and efficiently with these new magic tools we called “floppy discs” where we could save, edit and print out our documents within just a few minutes. I HATED reinventing the wheel for tasks I had to do over and over.
SPF - This is like your email's ID card. It tells mail servers, "Yep, this person is allowed to send emails from my domain!"
DKIM - This is like your special signature. It proves the email really came from YOU and nobody messed with it along the way.
DMARC - This is like the rule book that tells other email systems what to do if your emails don't pass the ID check or have the right signature.
Why This REALLY Matters
Without these three magical codes set up properly:
Your super important emails will probably end up in the SPAM folder 🗑️
Your leads will NEVER see your amazing follow-up messages 👻
Your open rates will be super duper low 😢
And over time, your CRM system will get a bad reputation, making EVERYTHING worse 📉
The Really Bad News
The Really Bad News
Those hot leads never see your awesome listings
Your perfectly timed follow-ups disappear into thin air
All your hard work typing those emails is WASTED!
The Good News!
Setting this stuff up isn't that hard! You just need to ask your website person or your CRM support team to help you set up SPF, DKIM, and DMARC on your domain.
How to Set Up These Magic Codes
Don't worry! Setting up these magic codes is easier than it sounds. Here's how:
Step 1: Find Your DNS Settings
These magic codes all get set up in something called your "DNS settings." Think of DNS like the phonebook for your website.
Log into your domain provider (like GoDaddy, Namecheap, or whoever you bought your website address from)
Look for "DNS settings," "DNS management," or "DNS records"
This is where you'll add all three magic codes!
Step 2: Set Up SPF (Your Email's ID Card)
Add a new "TXT record" that looks something like this:
Type: TXT
Host/Name: @
Value: v=spf1 include:your-crm-system.com ~all
Your CRM will tell you exactly what to put for the "include:" part. Just ask them!
Step 3: Set Up DKIM (Your Special Signature)
This one is a bit trickier:
Ask your CRM for your "DKIM keys" - they'll give you something that looks like a jumble of letters
Add a new "TXT record" that looks like:
Type: TXT
Host/Name: something._domainkey (your CRM will tell you the exact name)
Value: (the long jumble of letters your CRM gives you)
Step 4: Set Up DMARC (The Rule Book)
Add another "TXT record" that looks like:
Type: TXT
Host/Name: _dmarc
Value: v=DMARC1; p=none; rua=mailto:[email protected]
Replace "[email protected]" with your actual email address so you can get reports.
Step 5: Test It!
After setting these up:
Wait about 24 hours for the changes to work
Send a test email to yourself or a friend
Check if it arrives in the inbox (not spam!)
You can also use free tools like "mail-tester.com" to check your setup
Who Can Help You?
If this still sounds confusing, don't worry! These people can help:
Your website person or IT support
Your CRM's customer support team (they do this all the time!)
Your domain provider's technical support
Most CRMs like Go High Level, Lofty, and FollowUpBoss have step-by-step guides in their help centers for setting up these exact things!
Bottom Line
If you want your emails to actually get READ, you need these three magical codes set up. Otherwise, you're just sending messages into a black hole!
Don't let your amazing real estate emails disappear! Get your SPF, DKIM, and DMARC set up today, and watch your open rates soar! 📈
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