How to handle if participants don't receive email invitations

It is common to want to send email invitations from your own personal email address. If your email is with a major provider like GMail, HotMail, etc, this should be just fine.

But if you are with a larger organization with their own mail servers, you might find that not all your invitations arrive at their destination (or end up in Spam). This is likely because:

a) your organization has something called an SPF record (short for Sender Policy Framework). The SPF record tells the world what mail servers are allowed to send email from your domain
b) your organization has other records that indicate which mail servers are authorized to send email on behalf the organization's domain

You can check to see if your organization has an SPF record by visiting https://mxtoolbox.com/spf.aspx and enter your organization's domain (without the www. part). If an SPF recore exists, it will look something like this:

v=spf1 include:yourdomain.ca ip4:123.123.123.123/32 -all

Sometimes IT staff will let you add our mail server's IP to that SPF record -- but sometimes not... Depends on their policies, of course.

Please contact us for the appropriate IP address to add to your SPF record.

New (January 15, 2021) Single Sender Verification: 

Note that we now provide two additional methods to authenticate our systems to send on behalf of your own domain:

Domain Verification

We can provide you with CNAME records that you will need to add to your email domain indicating that our mail gateway can send email on behalf of your domain

Single Sender Verification 

In the event that your IT team will not allow new CNAME records to be added to your DNS records, we offer a Single Sender Verification. To complete this process, you need to verify ownership of a single email address to use as a sender.

a) The email address you wish to verify
b) Provide us with the From Name, email address, and your full organizational mailing address (we should have this on file, but we ask you to verify it when you submit your request)
c) Include your contact information, including a physical mailing address, inside every promotional email you send in order to comply with the anti-spam laws such as CAN-SPAM and CASL. 

Please click here to submit a Single Sender Verification request.

We will send a verification email to the email address you provide -- that email must be forwarded back support@hostedincanadasurveys.ca to allow us to complete the verification.



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