Beyond the Spam Folder: Why Your Organization Needs a Strict DMARC Policy

Our Wake-Up Call: The Day the CEO Sent a Fake WFH Email

It was a fine Monday morning of July 2025. Around 15 of our employees at Webelight received an email from our CEO. Given our regular security awareness training, our team has become quite savvy. Before jumping on the task, many paused, took a deep breath, and checked the actual sender's email address.And as suspected, it wasn't the CEO's official email; it was from some random Gmail account like [email protected] with no subject and a suspicious request to message them on WhatsApp about "something important" using a number provided in the email. This was the first phishing attempt, easily spotted. "Ah, another phishing attempt," they probably thought, and promptly reported it with the IT Support and Digital Security team of Webelight.

But that incident sparked a thought in the mind of our Cyber Security Expert. If he could test the digital solutions we build for clients for vulnerabilities, what about our own internal email configurations? Could they also harbor security flaws, and were there ways to make them more robust?

Fueled by curiosity, he began researching. In just a few minutes, he pulled off a startling proof-of-concept. He successfully spoofed our CEO's actual email address and sent an email to the entire organization, announcing a surprise one-week work-from-home period due to office renovations. The email, with the subject "Work From Home Declaration - Next 1 Week", stated that "the organization has decided to declare Work From Home (WFH) for all employees for the duration of one week, starting from 08 July 2025 to 14 July 2025 due to office maintenance." The emails landed during official working hours, and to everyone's surprise (and initial glee), the sender's address displayed as our CEO's original official email, not a random Gmail or unknown domain. It looked completely legitimate, right down to the original signature of him.

The office buzzed with excitement. But their joy was short-lived. Moments later, a confession message from our Cyber Security Expert dropped into everyone's inboxes: "It was just a proof of concept!" Hearts sank across the office.

This incident was our definitive wake-up call. We had identified a significant vulnerability: anyone with the right know-how could impersonate our leadership, potentially leading to devastating consequences. We were halfway to a solution just by understanding the problem. The remaining half involved finding a robust solution, rigorously testing it, and ensuring its full implementation.

We immediately embarked on making significant changes, improving our email authentication records (DKIM, DMARC, and SPF) to ensure that if any unauthorized source ever tried to spoof an email address from our company, those messages would never reach a recipient's inbox – not even the spam folder. We were building a digital fortress.

But the journey wasn't without its bumps. Soon after implementing these stricter restrictions, a concern arose from our HR team. Their Talentpool recruitment tool, crucial for candidate communications, wasn't able to send emails on our behalf. And it didn't take long for our marketing team to recognize their campaigns, sent via Brevo, were failing as well.

The research began again, but this time, the solutions weren't complicated. We just needed to connect with the tech teams of these third-party tools, obtain their specific DKIM and SPF configuration details, and add them to our domain's DNS records. This "whitelisting" process would ensure that only those authorized tools could send emails on our behalf, passing our tightened security measures.

The "Open Door" Problem: Why p=none or p=quarantine Isn't Enough

Many organizations, often to avoid disrupting legitimate email flows from various third-party marketing, HR, or CRM tools, set their DMARC policy to p=none (monitoring only) or p=quarantine (send to spam). While these policies provide valuable reporting on email authentication failures, they fundamentally do not prevent spoofed messages from reaching recipients.

• p=none acts purely as a monitoring tool. It gathers data but takes no action against unauthenticated emails. This is like installing a security camera but leaving the front door wide open.

• p=quarantine is a step up, instructing receiving servers to place unauthenticated emails in the spam or junk folder. However, a determined recipient might still check their spam, and the email still enters their mail system, posing a potential risk.

This approach often stems from a misconception that stricter policies will "break" email campaigns sent via third-party automation tools. This leads to a dangerous false sense of security, leaving organizations vulnerable to attacks that exploit their brand's trustworthiness.

The Myth of Automation Tool Incompatibility

It's a common belief that implementing a strict DMARC p=reject policy is incompatible with using various email automation platforms. This is largely a myth. Reputable third-party email service providers (ESPs) like Brevo, Mailchimp, HubSpot, and others are designed to work with DMARC. The key is proper configuration of SPF and DKIM for each of these sending services.

When an email automation tool sends an email on your behalf, it must be authorized by your domain's SPF record (if it sends from your domain's envelope-from address) and/or digitally sign the email with your domain's DKIM key. If these authentication checks pass and align with your DMARC policy, the email will be delivered successfully, even under a p=reject policy. The challenge lies in the initial setup and ongoing management, not in an inherent incompatibility.

The Solution: Embracing p=reject for True Protection

The ultimate goal for robust email security is a DMARC p=reject policy. This policy instructs receiving mail servers to outright block any email claiming to be from your domain that fails DMARC authentication. This means spoofed messages never reach the recipient's inbox or spam folder, effectively shutting down a major vector for phishing and BEC attacks.

Achieving p=reject safely requires:

• Comprehensive Sender Audit: Identify all legitimate services and platforms that send emails on behalf of your domain.

• Meticulous SPF Configuration: Ensure your SPF record includes all authorized sending IPs and include statements for every third-party service, and that it ends with -all (HardFail).

• Rigorous DKIM Setup: Configure and verify DKIM for every legitimate sending service. This is often the most critical step for third-party tools, as DKIM alignment frequently ensures DMARC compliance.

• Diligent DMARC Report Monitoring: Use the aggregate reports (sent to your rua address) to identify any legitimate email streams that are failing authentication. This data is invaluable for troubleshooting and refining your configurations before moving to p=reject.

Understanding the Bouncers and ID Cards: SPF, DKIM, and DMARC in Simple Terms

For those from non-tech backgrounds, or technical folks who haven't delved into email configuration, let me simplify what these three terms mean. This is how our Cyber Security Expert made us understand what this actually was and how it all worked together:

Imagine your company's email domain (your-domain.com) is like an exclusive, high-security club, and every email is a person trying to get in. You, as the club owner, want to make absolutely sure only legitimate members and their authorized guests enter.

• SPF (Sender Policy Framework) - The Guest List:

• Think of SPF as a publicly displayed Guest List right at the club's entrance. This list explicitly names all the bouncers (mail servers) and special transport services (like Google Workspace, Mandrill, Brevo, or Talentpool) that are authorized to bring people into your club on your behalf.

• When an email arrives, the recipient's mail server quickly checks this Guest List. If the server that sent the email isn't on the list, or isn't listed correctly, it's immediately suspicious.

• Our old policy, ~all, was like saying, "If they're not on the list, let them in, but give them a suspicious glance and maybe send them to a less desirable area." Our new, stricter -all policy is firm: "If you're not on this list, you are absolutely NOT coming in, period."

• DKIM (DomainKeys Identified Mail) - The Digital Signature / Wax Seal:

• This is like a unique, tamper-proof wax seal you put on every official invitation or letter. Only you (or your authorized seal-maker, like Brevo or Talentpool) have the special tool (a private key) to create this specific seal.

• When an email is sent, it gets this special digital signature. The recipient's mail server then uses a publicly available "key" (a public key that you publish in your domain's DNS records) to verify this seal.

• If the seal is broken, or it's a fake seal that doesn't match your public key, the email is considered forged or tampered with. This is incredibly important for automation tools, as they are often the ones applying this "seal" even though the email content comes from your domain.

• DMARC (Domain-based Message Authentication, Reporting, and Conformance) - The Bouncer / Club Manager:

• DMARC is the master policy, the bouncer, or the club manager, overseeing both the SPF Guest List and the DKIM Digital Signature. It's the final decision-maker at the door.

• Our old p=quarantine policy was like the bouncer saying, "Okay, your ID looks fishy, or your signature is off. Go to the waiting area (the spam folder) for now. The manager (us) will get a report about you." This still allowed spoofed emails to get inside the premises.

• The new, stronger p=reject policy is the bouncer's ultimate command: "Your ID is fake, or your signature doesn't match! You are denied entry and will not pass this door!" This completely blocks the email from reaching any part of the recipient's mailbox – not even spam – offering robust protection.

• Crucially, DMARC also sends detailed reports back to you (the club manager), informing you about who tried to get in, whether their SPF and DKIM checked out, and what action was taken. This feedback is invaluable for fine-tuning your security.

Why Stakeholders Must Lead the Charge

Implementing a strict DMARC policy isn't just a technical task; it's a strategic business imperative that requires stakeholder awareness and support:

• Brand Reputation Protection: Prevent attackers from leveraging your trusted brand for fraudulent activities, safeguarding customer loyalty and public perception.

• Financial Risk Mitigation: Reduce the likelihood of BEC scams, ransomware, and other financially damaging attacks that rely on email spoofing.

• Regulatory Compliance: Stay ahead of evolving industry standards and compliance requirements (e.g., from Gmail, Yahoo, and Microsoft) that increasingly mandate strong email authentication for bulk senders.

• Improved Deliverability: Ironically, a strong DMARC policy signals trustworthiness to mail providers, often leading to better inbox placement for your legitimate emails.

• Enhanced Overall Security Posture: DMARC is a fundamental layer of modern cybersecurity, demonstrating a proactive approach to protecting your digital assets.

The Unseen Costs

While the technical details might seem complex, the impact of neglecting email authentication is stark and directly affects the organization's bottom line and strategic goals. For stakeholders, understanding these risks is paramount:

• Reputational Damage: Every spoofed email successfully reaching an inbox erodes trust in your brand. Customers and partners who fall victim to scams originating from your impersonated domain will associate that negative experience with your company, leading to decreased loyalty and a tarnished public image. Rebuilding trust is a long and expensive process.

• Direct Financial Losses: Business Email Compromise (BEC) scams, often facilitated by email spoofing, can result in significant financial losses through fraudulent wire transfers or invoice payments. Ransomware and other malware spread via unauthenticated emails can halt operations, incurring massive recovery costs and lost revenue.

• Legal & Compliance Penalties: As email authentication becomes a mandatory standard (e.g., Google and Yahoo's new requirements for bulk senders), organizations failing to comply face increased email rejection rates, impacting critical communications. Furthermore, lax security can lead to compliance breaches with data protection regulations (like GDPR or HIPAA), resulting in hefty fines.

• Operational Disruptions: When legitimate emails from your HR or marketing tools are consistently marked as spam or rejected, vital operational processes are disrupted. Recruitment efforts slow down, marketing campaigns yield poor results, and customer communications become unreliable, directly impacting business efficiency and growth.

• Loss of Competitive Edge: In an increasingly digital landscape, trust and security are competitive differentiators. Organizations perceived as vulnerable to email fraud risk losing business to more secure competitors who prioritize robust cybersecurity measures.

Call to Action: Secure Your Email Ecosystem – Step-by-Step

Our experience taught us that proactive authentication is non-negotiable. Here’s how your organization can achieve true email security:

Step 1: Conduct a Comprehensive Sender Audit

• Identify EVERYONE: List all email services and platforms that send emails using your domain (your-domain.com) in the "From" address. This includes:

• Your primary mail provider (e.g., Google Workspace, Microsoft 365)

• Marketing automation (e.g., Brevo, Mailchimp, HubSpot)

• Transactional email (e.g., Mandrill, SendGrid)

• HR/Recruitment tools (e.g., Talentpool)

• CRM systems, ticketing systems, internal notification systems, etc.

Step 2: Configure SPF and DKIM for ALL Senders (Crucial!)

• For each identified sender:

• Consult their documentation: Search their help centers or contact their support for specific SPF include statements or IP addresses, and DKIM record details. This is non-negotiable for p=reject.

• Update your SPF record: Add the necessary include statements for each service to your single SPF record. Ensure it ends with -all.

• Example (adding Talentpool): v=spf1 include:_spf.google.com include:spf.mandrillapp.com include:spf.talentpool.com -all

• Important: Be mindful of the 10-DNS-lookup limit for SPF. If you hit it, you may need to "flatten" your SPF or use a specialized service.

• Add DKIM records: Create the specific DKIM TXT records (including the Name/Host selector and the long Value/Content string) in your DNS for each service.

• Verify configuration: Most services have a "verify" or "check configuration" button within their platform to confirm you've added the DNS records correctly. Use it!

Step 3: Monitor DMARC Reports Diligently

• Keep your rua address active: Your DMARC record (like v=DMARC1;p=quarantine;rua=mailto:[email protected];...) sends daily aggregate reports.

• Analyze reports: Use a DMARC report analyzer (many free ones are available online, or dedicated services exist) to convert the XML reports into human-readable data.

• Identify legitimate failures: Look for any emails from your known, legitimate senders that are showing up as DMARC failures. This indicates a misconfiguration in their SPF or DKIM setup, which you must fix before moving to p=reject.

Step 4: Phased Transition to p=reject

• From p=none to p=quarantine: If you are currently at p=none, move to p=quarantine after a few weeks of monitoring and fixing any known issues. Monitor for another few weeks.

• From p=quarantine to p=reject: Only when your DMARC reports consistently show that all legitimate email traffic is passing DMARC authentication (SPF and/or DKIM alignment) with zero or negligible failures, then you are ready for p=reject.

• Edit your DMARC record: Change p=quarantine to p=reject and sp=quarantine to sp=reject.
  • Final DMARC (example): v=DMARC1;p=reject;sp=reject;pct=100;rua=mailto:[email protected];ruf=mailto:[email protected];ri=86400;aspf=r;adkim=r;fo=1;

• Monitor relentlessly: Even after p=reject, continue to monitor your DMARC reports regularly. Email sending environments can change, and new services might be added.

For Stakeholders: Push for This!

Recognize the critical importance of strong email authentication. Empower your technical teams with the resources and mandate to implement and maintain a p=reject DMARC policy. Understand that the initial effort to configure these settings is a vital investment that protects your organization from significant and avoidable risks. Don't let the convenience of "open" policies be the open door for cybercriminals.

By working together, technical teams and stakeholders can ensure your-domain.com is a fortress against email spoofing, protecting your brand, your employees, and your customers.

Case Studies in Action: Securing Diverse Industries

Our own "wake-up call" wasn't an isolated incident. The critical importance of robust email authentication became a cornerstone of our work with various clients, where we've proactively addressed similar vulnerabilities. Across diverse sectors, including Transport, Education & Training, Fintech, Healthcare, Mental Wellness, and many more we demonstrated the tangible impact of email spoofing and then implemented comprehensive DMARC solutions.

For our Fintech clients, where the risk of BEC scams and financial fraud is exceptionally high, we conducted targeted phishing simulations, displaying firsthand how easily their brand could be impersonated. This immediate visual impact spurred rapid adoption of stricter policies. Similarly, in Healthcare and Mental Wellness organizations, protecting patient and client communication confidentiality was paramount. We highlighted how a compromised email environment could lead to severe privacy breaches and regulatory non-compliance.

Beyond simply identifying the problem, our team organized focused training sessions for our clients' IT and marketing teams. These sessions not only demystified SPF, DKIM, and DMARC but also equipped their internal staff with the knowledge to maintain their secure configurations. Following these sessions, we meticulously helped them audit their sending services, configure their DNS records, and transition to a p=reject DMARC policy.

This hands-on approach ensured that their email environments were not just temporarily fixed but fundamentally secured for the long term. With Webelight, you don't just develop cutting-edge solutions; you gain a partner dedicated to helping you evolve in the long term with evolving threats, ensuring your digital communications remain a fortress against sophisticated cyber-attacks.

How Webelight Solutions Can Help You Build a Digital Fortress

At Webelight, we don't just talk about robust cybersecurity – we live it. Our own experience, highlighted in this blog, underscored the critical importance of strong email authentication. This proactive approach to security is integrated into every AI and Tech Solution we develop for our clients. We specialize in building secure, scalable, and resilient digital products, from custom software development to intricate enterprise solutions. Our expertise spans various industry applications, ensuring that businesses across sectors, from Fintech to Healthcare, are equipped with the best defense mechanisms.

We've helped numerous organizations strengthen their digital infrastructure and navigate complex security landscapes. For example, in a recent project, we assisted a major financial institution in implementing a comprehensive email security framework, significantly reducing their exposure to phishing and BEC attacks. You can read more about our success stories on our blogs, which includes relevant case studies illustrating our impact.

Protect your organization's brand, finances, and reputation.

Contact us today to discuss how we can secure your email ecosystem and enhance your overall cybersecurity posture!