Standing service email-sending-health-checked-monthly · revised 12 October 2026
Standing service
Check every month that all your mail sources are set up and nothing odd sends as you
Each month a written record shows each sending source authenticated, unknown senders listed, the spam rate against Google's limit and one-click unsubscribe present. Mostly rules and checks.
This starts a conversation by email. Nothing is charged, and nothing is run on your data, until we have agreed scope, access and terms with you in writing.
The responsibility you hand over
Sending sources are added over time, and each needs its own authentication. A new tool can send as your domain without SPF or DKIM alignment, a forgotten service keeps sending, and the spam rate drifts toward Google's limit. A one-off set-up cannot catch what changes afterwards.
Who it’s for: Marketing manager sending from several tools: a CRM, a newsletter tool and a billing system.
Usually starts when: Google's sender rules, a spike in spam complaints or a new tool added to the mix.
The result: Each month you receive a written record: each sending source authenticated and aligned on a test message, unknown senders in your DMARC reports listed with first-seen dates, the spam rate against the 0.30% limit, and one-click unsubscribe present on bulk mail. Actions are listed; none is applied by us.
What stays true, and what we do about it
No response-time guarantee is published for this new service. A target for delivering each list or record is agreed in writing before it starts, set to what a service at this stage can actually keep.
Hours are agreed in writing before the service starts. At launch the service is not staffed round the clock and runs on the cycle named here.
What must remain true
- Every known sending source is tested for authentication and alignment each month, and any failure is listed
- No new unknown sender stays unexplained across two reports
What we watch
- A test message from each source
- DMARC aggregate reports for the month
- A Postmaster Tools screenshot or export
When something happens
Scroll the table sideways to read it all.
| When | What we do |
|---|---|
| A month closes. | We send the record to the person you named. |
| A new sender appears in the DMARC reports. | We list it with its first-seen date and ask whether it is yours. |
| The spam rate is above 0.10% (Google's target) or 0.30% (its limit). | We flag it first in the record and list the likely sources by volume. |
| A source fails alignment. | We list the header evidence and the setting that the source needs. Linked job: Business email out of spam |
We do on our own
- Read the agreed exports and compare them
- Prepare the list and the summary
- Offer a fixed job as a next step
We ask you first
- Any change to a rule, a threshold or the data covered
- Any request for wider access to a system
- Starting any fix, merge, send or write
We escalate to you when
- The spam rate is above the limit
- A sender you do not recognise sends as your domain at volume
- DMARC reports stop arriving
How you know it held. Each month the record shows header evidence per source, the DMARC source count you can recompute, and a spam-rate figure equal to the Postmaster Tools screenshot or export.
How we keep it true
This service is never finished. Each period's record shows whether the thing it watches stayed true, and it continues until you end it.
Set up SPF, DKIM and DMARC for business mail going to spam Job Optional
Authenticate mail from your domain across your mailboxes and up to three other sending tools. Check headers and DMARC reports; inbox placement cannot be guaranteed.
Bought separately; not part of the monthly fee
The one-off set-up with a two-week DMARC review.
What is included, and what is not
- The monthly record with header evidence
- The unknown-sender list with first-seen dates
- The spam-rate figure and the screenshot or export it came from
- A list of actions for you
Included
- One sending domain and up to eight sending sources
- Header evidence per source from a test message you send to a mailbox we control
- DMARC report sources reconciled to a count, with new unknown senders listed
- The spam-rate figure from your Postmaster Tools screenshot or export
- An unsubscribe-header test on bulk mail
Not included
- Changing DNS or any sender's settings
- Inbox-placement guarantees
- Content or deliverability advice beyond authentication
- Legal advice on bulk email rules
- More than one domain
How we know it’s done
Agreed with you before work starts. Each check produces evidence you keep.
Each known source has header evidence from a test message in the monthly record.
Evidence: The header evidence per source.
The DMARC report sources reconcile to a count you can recompute, and each new unknown sender shows its first-seen date.
Evidence: The count and the unknown-sender list.
The spam-rate figure equals your Postmaster Tools screenshot or export, and the unsubscribe-header test result is shown.
Evidence: The screenshot or export and the test result.
Sign-off. You read each monthly record and tell us whether the rules, thresholds and test set still suit you. A period counts as delivered when you have received the record.
If it fails. If we cannot complete a period because an input is missing or has changed shape, we say so, explain what we need and do not guess. If the service is not working for you, you can end it at the end of any month.
When it fits, and when we stop
It fits when
- DNS read access and a DMARC report mailbox you control
- A Postmaster Tools screenshot or export of the spam-rate dashboard, or a note that none exists
- A named person acts on the actions list
We stop and tell you if
- You do not control the domain
- Reports and exports are unavailable and cannot be made available
- You want us to change DNS
What could go wrong
The service only reads and reports, so there is nothing to undo.
Scroll the table sideways to read it all.
| Risk | How we handle it |
|---|---|
| A pass is read as an inbox-placement guarantee | The record says it checks authentication and rates only, and promises no placement. |
| A thin report hides a sender | The record states the report count and the date range covered. |
| A rule that does not apply to your volume is read as failed | The record states which rules apply to your volume. |
A separate automated reviewer checks each monthly record before it is sent, and no person on our side reviews unless your agreement names one. Your named person acts on the actions list and owns DNS changes. At launch the work is largely automated, and we say so.
Stays with a person
- You send one test message a month from each sending source
- You or your host change DNS or sender settings
- You decide what to do about an unknown sender
Access we would need
- A read-only DNS view
- A DMARC report mailbox you control
- A Postmaster Tools screenshot or export
Questions
Is this an AI service?
Mostly not. It is rules and checks, and a model may help read reports. It is listed here as an ordinary monthly check.
Do you change my DNS?
No. We list actions and you apply them.
Do you guarantee inbox placement?
No. We check authentication and report rates.
Also part of
Send an enquiry
Send us
- The domain and every tool that sends mail as you
- Whether you send more than 5,000 messages a day to Gmail users
- Who reads the monthly record
Later, once you agree
- A read-only DNS view or a record export
- DMARC aggregate reports sent to a mailbox you control
- One test message each month from every sending source to a mailbox we control
- A secure handoff route agreed before any access
You keep the domain and every sender. We read DNS records and report exports. Each month you (or each tool's own test-send button) send one test message from every sending source to a mailbox we control; we change nothing.
Email fallback: open your mail app
If website submission is unavailable, review and send the fallback email yourself. An email fallback is not a website receipt. Or write to hello@syntheticindustry.ai with “email-sending-health-checked-monthly” as the subject.