{"id":63358,"date":"2026-09-10T11:19:31","date_gmt":"2026-09-10T11:19:31","guid":{"rendered":"https:\/\/easydmarc.com\/blog\/?p=63358"},"modified":"2026-09-10T11:27:59","modified_gmt":"2026-09-10T11:27:59","slug":"msp-new-client-onboarding-checklist","status":"publish","type":"post","link":"https:\/\/easydmarc.com\/blog\/msp-new-client-onboarding-checklist\/","title":{"rendered":"MSP New Client Onboarding Checklist for DMARC Implementation"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">A new client usually does not come with a perfect list of every system that sends emails for them. They may use Microsoft 365 or Google Workspace, a CRM, a marketing platform, a website, a help desk, and even a few old tools that nobody remembers setting up. When you also add <a href=\"https:\/\/easydmarc.com\/blog\/whats-the-difference-between-spf-dkim-and-dmarc\/\">SPF, DKIM, and DMARC<\/a>, the onboarding process can become confusing very quickly.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">That is why having a clear MSP new client onboarding checklist can save your team a lot of time. Instead of making DNS changes right away and trying to fix problems later, you can follow the same process for every client. This helps you understand how the client sends email, find missing or incorrect authentication records, and create a safe plan for DMARC implementation.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A good MSP onboarding checklist should cover more than just technical setup. It should also help you understand what the client wants to achieve, who is responsible for managing their systems, and what changes need to be made. This gives your team a clear starting point and makes each new DMARC project easier to handle.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In this guide, we\u2019ll walk through a practical MSP new client onboarding checklist for DMARC implementation. We\u2019ll cover everything from the first discovery call and identifying the client\u2019s email systems to setting up DMARC and ongoing monitoring.<\/p>\n\n\n\n<h2 id=\"h-step-1-start-with-a-client-discovery-and-email-security-assessment\" class=\"wp-block-heading\"><strong>Step 1: Start With a Client Discovery and Email Security Assessment<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Before you change any DNS records, first understand how the client uses email. This helps you avoid breaking emails that are working correctly or missing an important service that sends emails for the client.<\/p>\n\n\n\n<h3 id=\"h-collect-the-client-s-domain-and-email-infrastructure-details\" class=\"wp-block-heading\"><strong>Collect the Client\u2019s Domain and Email Infrastructure Details<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Start by making a list of all the domains and subdomains the client uses for email. Find out which domains are used for employee emails, marketing, customer support, invoices, and other business emails. Then, find out which main email provider the client uses, such as Microsoft 365 or Google Workspace. But don&#8217;t stop there. Most businesses use other tools that also send emails using their domain.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Make a list of these services before making any changes:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Email and productivity tools<\/li>\n\n\n\n<li>CRM and sales tools<\/li>\n\n\n\n<li>Marketing platforms<\/li>\n\n\n\n<li>Help desk and support tools<\/li>\n\n\n\n<li>Website and contact forms<\/li>\n\n\n\n<li>Transactional email services<\/li>\n\n\n\n<li>Invoicing and payment tools<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">This gives you a clear picture of where the client&#8217;s emails are coming from and helps you avoid problems later.<\/p>\n\n\n\n<h3 id=\"h-identify-everyone-who-sends-email-on-the-client-s-behalf\" class=\"wp-block-heading\"><strong>Identify Everyone Who Sends Email on the Client\u2019s Behalf<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Knowing the client&#8217;s main email provider is not enough. For example, a business may use Microsoft 365 for employee emails but use a CRM to send sales emails, a marketing tool to send newsletters, and its website to send contact form notifications. Ask the client to list all the services that send emails using their domain. If you find a service you don&#8217;t recognize, check it before making any changes to DNS or adding it to the SPF record.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This is important for DMARC because legitimate email services need to authenticate their messages correctly. If they don&#8217;t, their emails may fail DMARC checks or have delivery problems.<\/p>\n\n\n\n<h3 id=\"h-review-the-client-s-existing-email-authentication\" class=\"wp-block-heading\"><strong>Review the Client\u2019s Existing Email Authentication<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Next, check the client&#8217;s current SPF, DKIM, and DMARC setup.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">First, look for an <a href=\"https:\/\/easydmarc.com\/blog\/what-is-an-spf-record\/\">SPF record<\/a> and check which email services it allows to send emails for the domain. Then check whether <a href=\"https:\/\/easydmarc.com\/blog\/what-is-dkim\/\">DKIM<\/a> is set up for the main email and sending platforms and whether their public keys are correctly published in DNS.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Finally, check whether the client already has a DMARC record. If they do, review the <a href=\"https:\/\/easydmarc.com\/blog\/what-is-a-dmarc-policy\/\">DMARC policy<\/a> and reporting settings.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Look out for common problems such as:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>More than one SPF record<\/li>\n\n\n\n<li>DKIM not being set up<\/li>\n\n\n\n<li>Old or incorrect DNS records<\/li>\n\n\n\n<li>A DMARC record without a reporting address<\/li>\n\n\n\n<li>Email services that are not properly authenticated<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Don&#8217;t try to fix everything at this stage. First, understand what is working and what isn&#8217;t. This gives you a clear starting point for the implementation.<\/p>\n\n\n\n<h3 id=\"h-understand-the-client-s-dmarc-goals\" class=\"wp-block-heading\"><strong>Understand the Client\u2019s DMARC Goals<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Finally, ask the client what they want to achieve with DMARC.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">They may want to see which services are sending emails from their domain. They may be dealing with spoofing or want better protection for their domain. They may also want to move to a stricter DMARC policy over time. Also, some clients may have security, customer, or compliance requirements that affect how quickly DMARC needs to be implemented.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Knowing the client&#8217;s goal helps you choose the right approach. Not every client needs the same DMARC setup, so avoid using a one-size-fits-all process.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">By the end of this step, you should know which domains the client uses, which services send their emails, how SPF, DKIM, and DMARC are currently configured, and what the client wants to achieve. You can then use this information to guide the rest of your MSP onboarding checklist.<\/p>\n\n\n\n<h2 id=\"h-step-2-build-a-complete-spf-dkim-and-dmarc-inventory\" class=\"wp-block-heading\"><strong>Step 2: Build a Complete SPF, DKIM, and DMARC Inventory<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Once you have the basic client information, the next step is to put the technical details in one place. This makes it easier for your team to see what is configured, what is missing, and what needs to be fixed.<\/p>\n\n\n\n<h3 id=\"h-document-the-client-s-spf-record\" class=\"wp-block-heading\"><strong>Document the Client\u2019s SPF Record<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Record the client&#8217;s current SPF record and list the services it allows to send email. Check for more than one SPF record, as this can cause SPF to fail. Also check whether the record is close to the SPF 10-DNS-lookup limit. If it exceeds this limit, you will have to <a href=\"https:\/\/easydmarc.com\/blog\/spf-too-many-dns-lookups-error\/\">fix the SPF PermError<\/a>.&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Note any services that need to be added, removed, or updated. Don&#8217;t add a service just because it appears in the client&#8217;s list; confirm that it really sends email for the domain.<\/p>\n\n\n\n<h3 id=\"h-verify-dkim-for-every-major-sending-service\" class=\"wp-block-heading\"><strong>Verify DKIM for Every Major Sending Service<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Check each major email service to see if DKIM is enabled. Record the DKIM selector used by each service and make sure the matching public key is available in DNS.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">It&#8217;s also useful to confirm that the service is actually signing outgoing messages with DKIM. If DKIM is missing or not working, note it as an action item instead of leaving it buried in technical notes.<\/p>\n\n\n\n<h3 id=\"h-check-the-current-dmarc-record-and-policy\" class=\"wp-block-heading\"><strong>Check the Current DMARC Record and Policy<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">If the client already has DMARC, record the full setup. This should include the policy (p=none, quarantine, or reject), reporting address (rua), and ruf if it is being used. Also note the <a href=\"https:\/\/easydmarc.com\/blog\/dmarc-alignment\/\">DMARC alignment<\/a> settings, subdomain policy, <a href=\"https:\/\/easydmarc.com\/blog\/dmarc-pct-tag\/\">percentage (pct) tag<\/a>, and other reporting options. These details can affect how DMARC works and how reports are handled.<\/p>\n\n\n\n<h3 id=\"h-create-a-client-specific-email-authentication-inventory\" class=\"wp-block-heading\"><strong>Create a Client-Specific Email Authentication Inventory<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Bring everything together in one simple record. Include the domain, email provider, sending services, SPF, DKIM, and DMARC status, alignment status, known issues, required actions, assigned owner, and implementation status.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A clear inventory gives your team one place to track the work. It also makes the MSP onboarding checklist easier to use when managing several clients at once.<\/p>\n\n\n\n<h2 id=\"h-step-3-create-a-dmarc-implementation-plan-before-making-changes\" class=\"wp-block-heading\"><strong>Step 3: Create a DMARC Implementation Plan Before Making Changes<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Once the client&#8217;s <a href=\"https:\/\/easydmarc.com\/blog\/email-authentication-what-it-is-and-why-it-matters\/\">email authentication<\/a> setup has been reviewed, don&#8217;t jump straight into DNS changes. A clear implementation plan helps your team make changes in the right order and gives everyone a clear idea of what happens next. It also makes the MSP onboarding checklist more useful because each task has a clear owner and outcome.<\/p>\n\n\n\n<h3 id=\"h-decide-on-the-right-dmarc-policy\" class=\"wp-block-heading\"><strong>Decide on the Right DMARC Policy<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The DMARC policy should match the client&#8217;s current level of readiness. For most new implementations, it makes sense to begin with p=none. This lets the client monitor DMARC results without asking receiving mail servers to block or quarantine messages.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Once there is sufficient reporting data, review the results and address any remaining problems. Once legitimate email is passing authentication and alignment is working properly, the client can move toward enforcement.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The usual path is:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Start with p=none for monitoring.<\/li>\n\n\n\n<li>Review the data and fix remaining issues.<\/li>\n\n\n\n<li>Move to p=quarantine when appropriate.<\/li>\n\n\n\n<li>Move to p=reject when the client is ready.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Don&#8217;t treat this as a fixed timeline. The right time to move to enforcement depends on the client&#8217;s email setup and how confident you are that legitimate messages will not be affected.<\/p>\n\n\n\n<h3 id=\"h-define-responsibilities-and-the-change-schedule\" class=\"wp-block-heading\"><strong>Define Responsibilities and the Change Schedule<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">DMARC implementation can involve several people, so decide who is responsible for each part before making changes. The MSP may handle the technical work, while the client&#8217;s IT or DNS administrator may need to approve or publish records.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Depending on the client, you may also need input from email administrators or owners of third-party platforms.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Document the following:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Who approves DNS changes<\/li>\n\n\n\n<li>Who makes the changes<\/li>\n\n\n\n<li>Who checks the results<\/li>\n\n\n\n<li>Who handles email delivery problems<\/li>\n\n\n\n<li>When the changes will be made<\/li>\n\n\n\n<li>Who should be contacted if something goes wrong<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Choosing a clear change window is also useful. Avoid making important DNS or email changes right before a major campaign, billing cycle, or other business-critical event.<\/p>\n\n\n\n<h3 id=\"h-prepare-a-rollback-and-troubleshooting-plan\" class=\"wp-block-heading\"><strong>Prepare a Rollback and Troubleshooting Plan<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Before publishing changes, decide what you will do if legitimate emails stop reaching recipients. Define which results you&#8217;ll monitor, what would count as a problem, and who will investigate it.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Keep a record of the previous DNS configuration so it can be restored if necessary. Also document the steps for checking authentication results and identifying the sender responsible for a failure.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A simple rollback plan gives the MSP and client a safety net. More importantly, it makes the implementation process predictable instead of turning every unexpected email problem into an emergency.<\/p>\n\n\n\n<h2 id=\"h-step-4-implement-monitor-and-validate-dmarc\" class=\"wp-block-heading\"><strong>Step 4: Implement, Monitor, and Validate DMARC<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Once the plan is ready, it\u2019s time to make the changes and check that everything works as expected. This stage is not just about publishing a DMARC record. MSPs should keep checking the client&#8217;s DNS records, authentication results, and email activity after implementation.<\/p>\n\n\n\n<h3 id=\"h-publish-and-verify-the-dmarc-record\" class=\"wp-block-heading\"><strong>Publish and Verify the DMARC Record<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Start by publishing the DMARC record at the correct _dmarc hostname. After adding the TXT record, check that it is visible in DNS and contains the settings you intended to publish. This is where lookup tools can save time. <a href=\"https:\/\/easydmarc.com\/tools\/spf-lookup\">EasyDMARC&#8217;s SPF Lookup<\/a>, <a href=\"https:\/\/easydmarc.com\/tools\/dkim-lookup\">DKIM Lookup<\/a>, and <a href=\"https:\/\/easydmarc.com\/tools\/dmarc-lookup\">DMARC Lookup<\/a> tools can help MSPs quickly check whether the records are published correctly and identify common configuration issues.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">After making a DNS change, don&#8217;t assume it worked just because it was saved. Recheck the record after DNS propagation and confirm that the live DNS response matches the configuration you planned.<\/p>\n\n\n\n<h3 id=\"h-monitor-reports-and-fix-authentication-problems\" class=\"wp-block-heading\"><strong>Monitor Reports and Fix Authentication Problems<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">After DMARC is live, watch the reports closely. Look for legitimate sending sources, authentication failures, alignment problems, unfamiliar senders, and possible spoofing attempts. Changes in sending activity can also reveal a new service that was not included during the original setup.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">When problems appear, find the source before making another DNS change. For example, an SPF failure may point to an unauthorized sending service or an incorrect SPF configuration. A DKIM failure may mean DKIM is not enabled correctly or that the signing setup needs attention.<\/p>\n\n\n\n<h3 id=\"h-validate-email-delivery-and-move-toward-enforcement\" class=\"wp-block-heading\"><strong>Validate Email Delivery and Move Toward Enforcement<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">After every major change, send a few test emails and check the authentication results. Make sure normal emails are reaching the inbox and that DMARC reports are still coming in. If everything looks good over time, the client can slowly move from p=none to quarantine and later to reject. Don&#8217;t make this change just because a certain amount of time has passed. Use the DMARC data to decide when the client is ready.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Before changing the policy, check the live DNS records again and make sure the client&#8217;s main email services are authenticating correctly. This helps the MSP move toward stronger DMARC protection without causing problems for legitimate emails.<\/p>\n\n\n\n<h2 id=\"h-end-note-complete-the-client-handoff-and-build-an-ongoing-dmarc-management-process\" class=\"wp-block-heading\"><strong>End Note: Complete the Client Handoff and Build an Ongoing DMARC Management Process<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">DMARC work doesn&#8217;t end after the DNS record is published. Before finishing the project, give the client a simple report showing what was changed, what their setup looks like now, and if anything still needs to be fixed. This makes the handoff easier and gives everyone something to refer to later.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">DMARC also needs regular attention. Clients may add new tools, change email providers, or stop using old services. These changes can affect email authentication, so keep monitoring their setup even after the initial implementation is complete.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">It&#8217;s a good idea to make DMARC a regular part of your MSP onboarding checklist instead of treating it as a one-time task. A clear and repeatable process makes it easier to onboard clients and catch email authentication problems early.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If you manage DMARC for several clients, the <a href=\"https:\/\/easydmarc.com\/dmarc-for-msps\">EasyDMARC MSP Program<\/a> can help with centralized monitoring, reporting, and email authentication management. It also gives MSPs tools to add DMARC services to their existing offerings without complicating the process. <a href=\"https:\/\/easydmarc.com\/contact-us\">Talk to the MSP team<\/a> or get started with a <a href=\"https:\/\/uac.easydmarc.com\/realms\/easydmarc\/protocol\/openid-connect\/registrations?client_id=dmarc-app&amp;response_type=code&amp;scope=openid+email&amp;redirect_uri=https%3A%2F%2Fapp.easydmarc.com%2Flogin%2Fcallback&amp;ui_locales=US&amp;utm_source=&amp;state=eyJ1c2VySXAiOiIyNDA2OmI0MDA6NzI6NjM5ODoyYzlhOjFmODA6MzUwODo4Mjc0IiwiZ29VcmwiOiIiLCJsb2dpbk9wdGlvbnMiOnt9fQ%3D%3D\">free 14-day trial<\/a>.<\/p>\n\n\n\n<h2 id=\"h-frequently-asked-questions\" class=\"wp-block-heading\"><strong>Frequently Asked Questions<\/strong><\/h2>\n\n\n\n<div class=\"schema-faq wp-block-yoast-faq-block\"><div class=\"schema-faq-section\" id=\"faq-question-1789040389468\"><strong class=\"schema-faq-question\">How long does DMARC implementation take for a new MSP client?<\/strong> <p class=\"schema-faq-answer\">There is no fixed timeline. Simple email setups may take less time, while clients with many domains or third-party senders may need more investigation and testing before DMARC can be fully enforced. With the EasyDMARC MSP Program, MSPs can help clients reach full DMARC enforcement in as little as 2\u20133 weeks, while even complex enterprise environments can reach full enforcement in around 50\u201355 days.<\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1789040426566\"><strong class=\"schema-faq-question\">What should an MSP ask a new client before starting DMARC?<\/strong> <p class=\"schema-faq-answer\">Ask about the client&#8217;s domains, email providers, third-party email services, and any recent changes to their email setup. It&#8217;s also useful to ask who manages DNS and who should approve technical changes.<\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1789040444922\"><strong class=\"schema-faq-question\">What happens if a client changes their email provider after DMARC is set up?<\/strong> <p class=\"schema-faq-answer\">A provider change can affect SPF, DKIM, and DMARC alignment. The MSP should review the new provider&#8217;s authentication requirements, update the DNS records, and monitor DMARC results after the change.<\/p> <\/div> <\/div>\n","protected":false},"excerpt":{"rendered":"<p>A new client usually does not come with &#8230;<\/p>\n","protected":false},"author":22,"featured_media":63360,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"footnotes":"","jetpack_post_was_ever_published":false},"categories":[204,550],"tags":[],"class_list":["post-63358","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-blog","category-msp"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v28.4 (Yoast SEO v28.4) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>MSP New Client Onboarding Checklist | EasyDMARC<\/title>\n<meta name=\"description\" content=\"Use the MSP 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