Email Sending Requirements for Gmail and Yahoo
Starting February 2024, Gmail and Yahoo will enforce new email authentication requirements for all email senders. This change will make best practices for sending emails now mandatory requirements to improve security and deliverability.
Affected Customers - Does this change apply to me?
Customers across all OneTrust Environments whose Email Settings are configured to use Send on Behalf of my Domain will be impacted if sending more than 5,000 emails daily through Gmail or 5,000 emails daily through Yahoo. Communication will be sent to all Customers that use Send on Behalf of my Domain regardless of if 5,000 emails are sent daily in order to mitigate any potential issues that could arise if this threshold is met. Action is highly recommended for Customers using Privacy Rights Automation, Cookie Consent, and Universal Consent & Preference Management.
Action Required - What is the change I need to make, and when do I need to make it?
Please contact your IT Administrators to apply these changes. Gmail and Yahoo will require senders to follow email authentication requirements which include publishing SPF or DKIM records, as well as DMARC policies for all domains by February 2024. The following action is required by OneTrust Customers.
- Implement DMARC policy
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Customers sending more than 5,000 emails daily through Gmail or 5,000 emails daily through Yahoo must implement a Domain-based Message Authentication, Reporting & Conformance (DMARC) policy. Deploying DMARC for your email systems is a powerful way to help prevent malicious entities from potentially spoofing or otherwise tarnishing your reputation as a trustworthy email sender.
To implement a DMARC policy, Customers must publish a DMARC record with their DNS registrar, such as a DMARC record of
v=DMARC1; p=none;. Different policy levels can be defined according to the restriction requirement. For more information, see Sendgrid's How to Implement DMARC article.
Timeline
Gmail and Yahoo will require senders to meet the new mandatory email authentication requirements by February 1, 2024 in order for mail to be delivered as expected.
- February 1, 2024
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: If these requirements are not met by February 1, 2024 and Customers meet the 5,000 email threshold, Customers could start seeing temporary errors on a small percentage of their non-compliant mail to Gmail and Yahoo recipients. Temporary errors mean a delay in receiving emails with minimal impact to your sender reputation score.
- April 1, 2024
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: If these requirements are not met by April 1, 2024 and Customers meet the 5,000 email threshold, emails to Gmail and Yahoo will be outright rejected and will negatively impact your sender reputation score. This will cause other email providers to flag your emails as spam and quarantine them. In order to avoid the cascading impact to your business, OneTrust will automatically disable Send On Behalf of so that your sender reputation score is not impacted. The only difference will be that your users will receive emails from m.onetrust.com instead of your own email domain until we update your DNS email configuration.
Frequently Asked Questions
The following responses are supported solutions to frequently asked questions (FAQ) regarding these changes. The OneTrust team continuously monitors these inquiries and will make additional FAQ available as they are identified.
Who is impacted by these changes?
Customers across all OneTrust Environments whose Email Settings are configured to use Send on Behalf of my Domain will be impacted if sending more than 5,000 emails daily through Gmail or 5,000 emails daily through Yahoo.
Is any action needed if we do not use Send on Behalf of my Domain?
Customers whose Email Settings are configured to use Custom SMTP Relay should check with their IT Administrators to ensure that all new email authentication requirements are met for their own email servers. For detailed guidelines, see Google's Email sender guidelines.