Sending Emails from Your Own Address Using DKIM Authentication

This article will explain how to configure DKIM so emails from the Locata system appear to come from your own or shared service email address, improving trust and deliverability. 

TABLE OF CONTENTS

• What is DKIM Authentication?
• Why Use Your Own Email Address?
• How to Set Up DKIM for Your Domain 
• Example: Before and After DKIM
• Key Benefits at a Glance

What is DKIM Authentication?

This feature allows Locata system emails to appear as if they are sent from a council officer’s or team’s own email address, rather than from a generic Locata address. 

1. Locata still sends the email behind the scenes.
2. The recipient sees your domain (e.g. @scarfolk.gov.uk) as the sender.
3. The email is digitally signed so recipients’ email servers can verify its authenticity.

Did you know: DKIM stands for DomainKeys Identified Mail—a global standard for email authentication.

Why Use Your Own Email Address?

Emails sent from your own or shared inbox improve communication and reliability. 

1. Clients trust familiar names or inboxes and are more likely to open emails.
2. Replies go directly to your work inbox—no more checking a separate system.
3. Sending from your domain reduces the chance of emails being marked as spam.

Note: Although DKIM improves deliverability, final placement still depends on the recipient’s email filters.

How to Set Up DKIM for Your Domain 

1. This requires a small technical step: your IT team needs to add a special CNAME record to your organisation’s DNS (Domain Name System) settings. This is a one-time configuration task.
2. Once step 1 has been completed, inform Locata, so we can finalise the configuration .

Note: This setup requires access to your organisation’s DNS settings—usually managed by IT.

Example: Before and After DKIM

Here’s how email delivery changes with DKIM enabled:  

Before DKIM:

• From: DoNotReply@locatamail.org.uk

• To: client@example.com

After DKIM:

• From: kate.nash@scarfolk.gov.uk (personal address)

• or

• From: housingteam@scarfolk.gov.uk (shared inbox)

• To: client@example.com

Did you know: You can choose whether emails come from an individual officer or a shared team address.

Key Benefits at a Glance

• Emails appear more professional and trustworthy.

• Replies come directly to your normal inbox.

• Fewer emails are flagged as spam.

• Locata continues to handle delivery securely in the background.

Note: If you would like a quote for DKIM, please contact your Account Manager.