Email Address and Domain Verification

Learn how email verification works, why it’s important, and how verifying your domain improves email deliverability, branding, and security. This guide also explains the differences between public vs. private domains and verified vs. unverified email addresses.

Updated May 23, 2026

What Is Email and Domain Verification?

Email and domain verification help prove that the emails sent from ArboStar are legitimately coming from your business. This improves your email reputation and helps prevent your messages from being marked as spam or rejected by your clients’ email providers.

Domain verification also adds security by helping protect your business from email spoofing or unauthorized use of your domain. Once properly verified, your estimates, invoices, appointment reminders, and other automated emails are more likely to land directly in your clients’ primary inbox instead of their spam or junk folders.

Verification confirms that you own and are authorized to send emails from a specific email address or domain.

This process helps:

  • Improve email deliverability
  • Reduce spam classification
  • Build trust with recipients
  • Protect your domain reputation
  • Prevent spoofing and phishing attempts
  • Ensure automated emails successfully reach clients

Without proper verification, emails sent from the system are more likely to:

  • Land in spam or junk folders
  • Be rejected by recipient mail servers
  • Display warnings like “unverified sender”
  • Damage your sender reputation over time


How to Add Domains and Email Addresses

To add your email addresses and domains:

  1. Go to Company Management
  2. Find Domains and Emails
  3. Click the Manage button

  1. Enter your domain or email address
  2. Click Add Domain or Add Email

The setup steps afterward depend on whether you are using a public domain or a private domain.

Public Domains and Public Email Addresses

Public domains are free email providers available to anyone.

Examples of public domains:

  • gmail.com
  • yahoo.com
  • outlook.com
  • hotmail.com

Examples of public email addresses:

Public domains and public email addresses do not require domain verification because the domains are already owned and managed by providers like Google, Yahoo, and Microsoft.

However, they still need to be added under Domains and Emails in ArboStar.

Setup for Public Domains and Public Email Addresses

If you are using Gmail, Yahoo, Outlook, or another public provider:

  1. Add the public domain
  2. Add the sender email address

Examples:

No additional verification actions are required in most cases.

Pros
  • Easy setup
  • Free to use
  • No DNS access required
Cons
  • Less professional appearance
  • Higher chance of spam filtering
  • Limited branding
  • Lower sender trust compared to private business domains

Private Domains and Private Email Addresses

Private domains are custom business domains owned by your company.

Examples of private domains:

  • yourtreecompany.com
  • greenleafarborcare.com

Examples of private email addresses:

Private domains require domain verification through DNS records before they can be fully used for sending emails through ArboStar.

Once the private domain has been successfully verified, the email addresses added under that domain can then be used within the system. Based on the current setup shown in the Domains and Email Settings, there are no separate manual verification steps required for the private email addresses themselves after the domain verification is completed.

The verification status is primarily tied to the domain verification records configured in your DNS settings.

How to Verify Private Domains

After adding your private domain, the system will provide verification instructions.

To complete domain verification, you will need access to your domain or DNS provider such as:

  • GoDaddy
  • Cloudflare
  • Bluehost
  • Google Domains
  • Other hosting/domain providers

The system may ask you to add DNS records such as:

  • SPF (Sender Policy Framework)
    Specifies which servers are authorized to send emails on behalf of your domain.
  • DKIM (DomainKeys Identified Mail)
    Adds a digital signature to outgoing emails to verify authenticity.
  • DMARC

Tells recipient mail servers how to handle suspicious or unauthorized emails.

These records help prove that ArboStar is authorized to send emails on behalf of your domain.

Domain Verification Steps

  1. Add the DNS records provided by the system
  2. Save the DNS changes
  3. Allow time for DNS propagation
  4. Return to Company Management → Domains and Email Settings to check if the domain verification has completed successfully. Once verified, the red “Non-verified” label next to the domain name will disappear.
Pros
  • Professional branding
  • Better inbox placement
  • Improved sender reputation
  • Better spam protection
  • Stronger email security
  • Prevents spoofing and unauthorized usage
Cons
  • Requires domain ownership
  • Requires DNS access and management
  • Slightly more technical setup process

Sample view of a verified private domain and email setup

Verified vs. Unverified Email Addresses

Verified Email Address - A verified email address has successfully completed the domain verification process.
Benefits
  • Better inbox placement
  • Lower spam risk
  • Improved sender reputation
  • Increased client trust
  • Supports automated email delivery
Unverified Email Address - An unverified email address has not completed domain verification setup.
Risks
  • Emails may fail to send
  • Emails may land in spam
  • Recipient servers may reject emails
  • Reduced sender reputation
  • Increased spoofing and phishing risks

Why Verification Matters

Verification is especially important for automated emails such as:

  • Estimates
  • Invoices
  • Appointment reminders
  • Work order notifications
  • Payment confirmations
  • Marketing emails

Proper verification helps ensure:

  • Clients receive your emails successfully
  • Emails appear more trustworthy
  • Your business looks more professional
  • Automated communications avoid spam filters

Businesses sending larger volumes of emails benefit the most from proper verification and authentication setup.

Find out how to set up your domain and email address here