Default Headers for Dedicated Sending Domains

A “default header” provides a fallback From Name and From Email for outbound messages sent via a dedicated sending domain when DMARC alignment fails. This ensures deliverability and brand consistency, even if a campaign’s custom header does not match the authenticated domain.

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TABLE OF CONTENTS

• When to Use Default Headers
• Prerequisites
• Setting Default Headers (From Name & From Email)
• How Default Headers Work in Practice
• Best Practices & Considerations
• Common Troubleshooting Scenarios

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When to Use Default Headers #

• Fallback for DMARC Failures: If a campaign’s “From” address does not align with your dedicated sending domain’s DKIM/SPF records, Aiphilia will automatically switch to the configured default header so that the message is still authenticated.
  
• Maintain Consistent Branding: Even if a typo or misconfiguration causes a non-aligned “From,” recipients will see your brand’s domain in the From field rather than a rejected address.
  
• Regulatory/Compliance Requirements: Industries requiring strict email authentication (finance, healthcare, etc.) should configure default headers to avoid DMARC rejections or quarantines.

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Prerequisites #

Before you can configure default headers, ensure that:

1. You’re in a Sub-Account
   • Only sub-accounts can add and manage dedicated sending domains and set default headers. Agency-level domains do not support per-sub-account default headers.
     
2. Dedicated Sending Domain Is Added and Validated
   • You have completed DNS setup (CNAME, DKIM, and SPF) for your custom sending domain (e.g., email.yourbrand.com).
     
   • Aiphilia displays a green checkmark indicating your domain is validated under Settings → Email Service → SMTP Service → Dedicated Domain and IP

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Setting Default Headers (From Name & From Email) #

You can set up default “From address and Email” for dedicated domains under your account only for the Sub-account created domains.

Navigate to Sub-account Settings – Email Service -> SMTP Service -> Dedicated Domain and IP -> Set headers under dedicated domain.

The designated header will be applied to emails sent through the dedicated domain when DMARC alignment fails.

How Default Headers Work in Practice #

1. Campaign Configuration
   • When creating a broadcast or workflow email, you can set a campaign-level “From Name” and “From Email.”
   • If you intentionally use a different “From Email” (e.g., sales@differentdomain.com) that does not align with your dedicated domain (email.yourbrand.com), DMARC will fail.
2. DMARC Check & Fallback
   • At send time, Aiphilia checks DMARC alignment between the campaign’s “From” address and the sending domain’s DKIM/SPF records.
   • If alignment passes: The email goes out with the campaign’s chosen “From.”
   • If alignment fails: Aiphilia overrides the campaign’s “From” with the default header you configured under that dedicated domain.
3. Recipient Experience
   • Recipients see a valid “From Name” and “From Email” that matches your authenticated sending domain.
   • The email remains DMARC-compliant and is less likely to be rejected or flagged as spam.

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Best Practices & Considerations #

1. Configure Default Headers Before Sending: Always set up your fallback header prior to launching major campaigns. If DNS or DMARC misconfiguration occurs, your default header will kick in automatically.
   
2. Monitor Replies: The default “From Email” can be any address at your sending domain, but ensure mailboxes or aliases are monitored (e.g., support@yourbrand.com forwarding to the correct team).
   
3. Test Before Scaling: Send a small internal test using a non-aligned “From” address to confirm Aiphilia defaults properly. Check both inbox placement and DMARC status.
   
4. Understand Propagation Delays: Changing DNS (especially DKIM/SPF/TXT records) can take up to 48 hours to fully propagate. Without default headers, messages sent during propagation may be rejected.
   
5. Segregate by Sub-Account: If you manage multiple brands or departments, create separate sub-accounts—each with its own dedicated domain and default headers—for isolated control.

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Common Troubleshooting Scenarios #

Issue	Possible Cause	Resolution
“Set headers” option is not visible	You’re in an agency-level view or the domain is not validated under a sub-account.	Switch to the correct sub-account. Add/validate a dedicated domain in Settings → Email Service → SMTP Service → Dedicated Domain and IP.
Emails still failing to send after fallback	DNS records (DKIM/SPF) are incomplete or incorrectly formatted.	Double-check DNS entries for your sending domain. Use online DKIM/SPF validators. Wait for propagation.
Fallback header not applied when expected	Campaign “From” address aligns with the sending domain (even if unintended).	Verify the campaign’s “From Email” is genuinely non-aligned (e.g., domain mismatch). Check DMARC reports to confirm failures.
Recipients see the wrong “From Name” or “From Email”	The campaign or workflow may hard-code a display name that overrides expectations.	Edit the campaign/workflow “From Name” and “From Email.” Ensure fallback is correctly spelled and free of stray spaces.
SSL certificate not issued for the sending domain	Missing or incorrect CNAME/DNS records for domain validation.	In Settings → Dedicated Domain, click “Edit DNS Info” and follow the instructions exactly. Wait for propagation before retrying.