Enterprise Email Compliance: Checklist for 2025
Email compliance is more critical than ever in 2025. With stricter regulations like updated GDPR, CAN-SPAM, and AI oversight laws, non-compliance risks now include hefty fines (up to $51,744 per email), reputational damage, and operational disruptions. Companies must act decisively to secure their email systems, manage user consent, and maintain audit-ready records.
Here’s what you need to know:
- Authentication protocols like SPF, DKIM, and DMARC are mandatory across all domains to prevent spoofing and phishing.
- Consent management requires double opt-ins, clear unsubscribe options, and strict retention policies (3–5 years for most data).
- AI-generated email rules demand explicit labeling, human review, and logged prompts for transparency.
- Quarterly audits and employee training are essential for identifying compliance gaps and minimizing human error.
- Tools like Mailforge simplify compliance by automating DNS setups, managing suppression lists, and centralizing reporting.
Takeaway: Compliance is not optional - invest in secure infrastructure, streamlined processes, and regular reviews to protect your business from fines and cyber threats.
Building a Compliant Email Infrastructure
A strong technical foundation is the cornerstone of any compliant email system. Without proper authentication, secure domain management, and scalable infrastructure, businesses face potential penalties and risk damage to their reputation.
As we approach 2025, technical requirements are becoming stricter. In 2024, 48% of compliance breaches in B2B tech companies were tied to email-related issues. Establishing this foundation is critical for implementing effective authentication protocols.
Email Authentication Protocols
Every enterprise needs to implement SPF, DKIM, and DMARC protocols across all domains. These tools work together to verify sender identity and prevent email spoofing, which is essential for both compliance and security.
- SPF (Sender Policy Framework): Allows domain owners to specify which mail servers are authorized to send emails on their behalf.
- DKIM (DomainKeys Identified Mail): Adds a digital signature to emails, ensuring their authenticity and integrity.
- DMARC (Domain-based Message Authentication, Reporting & Conformance): Builds on SPF and DKIM, providing instructions to receiving servers on how to handle unauthenticated messages.
It’s crucial to enforce these protocols across all domains, not just the primary ones. Attackers often target unprotected parked or marketing domains for phishing and spoofing. For instance, a major financial services firm implemented SPF, DKIM, and DMARC across all its domains - including marketing and parked ones - using an automated platform. This effort led to an 80% drop in phishing incidents and ensured smooth regulatory audits.
As Danny Goff, Director of Sales at Propeller, puts it:
"Procedures that usually took hours (setting DKIM, SPF, etc. records) for multiple domains, now take a few minutes."
Secure DNS and Domain Management
SSL/TLS encryption protects email data during transit, preventing tampering and ensuring compliance. Enterprises should mandate TLS for all incoming and outgoing emails, especially when communicating with partners. Any exceptions should be thoroughly documented with clear business justifications.
Another layer of security comes from domain masking, which protects sender identity while maintaining branded websites. This is particularly useful for companies managing multiple marketing campaigns or client interactions.
However, managing DNS and security measures across numerous domains can be tricky. Manual DNS configurations are error-prone and may leave vulnerabilities. Automated DNS tools simplify this process by configuring protocols like DMARC, SPF, and DKIM according to best practices. They also allow bulk updates, enabling simultaneous changes across multiple domains. These tools ensure consistent security, supporting a scalable infrastructure that can handle high email volumes.
Scalable Infrastructure for High-Volume Sending
Scalability is key to maintaining compliance as email volumes grow. Traditional email providers often struggle to meet the demands of enterprises managing hundreds - or even thousands - of domains and mailboxes.
A distributed infrastructure, with shared IP pools, optimizes deliverability and compliance while supporting large-scale operations. This setup is similar to platforms like Gmail or Outlook but tailored for enterprise needs.
To meet these demands, businesses need tools that enable rapid domain and mailbox creation, automate DNS and security configurations, and provide real-time monitoring. For example, Mailforge offers features like bulk updates, automated DNS setup, and the ability to manage multiple workspaces. These capabilities streamline domain and mailbox management across teams, ensuring compliance oversight even as operations expand.
Additionally, the infrastructure must integrate seamlessly with existing email-sending software. This ensures that compliance measures don’t disrupt workflows while maintaining the necessary security and oversight. Platforms like Mailforge address these challenges by offering scalable, automated solutions that reduce administrative effort while keeping compliance controls intact for businesses of all sizes.
Data Privacy and Consent Management
Handling data responsibly and managing user consent are the backbone of email compliance. With regulations tightening and penalties escalating, businesses must adopt solid systems to track user consent, manage data retention, and honor opt-out requests.
To implement these measures effectively, companies need structured approaches for verifying consent, managing data lifecycles, and staying aligned with legal requirements. With strong consent systems in place, the sections below outline key strategies enterprises should follow.
Setting Up Double Opt-In Processes
Double opt-in ensures users confirm their subscription by responding to a verification email after signing up. This step provides the explicit, documented consent required for GDPR and CAN-SPAM compliance.
Here’s how it works: When a user subscribes, they receive an automated confirmation email. To activate their subscription, they must click a verification link. This process prevents accidental sign-ups and offers concrete proof of user intent.
Platforms like Brevo track double opt-in events, logging details like timestamps, IP addresses, and confirmation actions. These records are essential for audits or compliance checks.
Tips for implementing double opt-in:
- Send confirmation emails immediately to capture clear, explicit consent.
- Include straightforward instructions and branded messaging in the email.
- Set expiration times (24–48 hours) for confirmation links to enhance security.
- Maintain detailed logs with timestamps and IP addresses for future reference.
- Sync confirmation data with your CRM and marketing tools for seamless integration.
Retention Policies and Suppression Lists
Data retention policies dictate how long businesses can store email and personal information. Typically, companies retain marketing data for 3–5 years, with shorter durations for sensitive data. Holding onto email records indefinitely can lead to compliance risks and may breach privacy laws.
Automating the deletion of inactive accounts, outdated contacts, and suppression list updates is critical for maintaining compliance efficiently.
Suppression lists, however, require indefinite retention of opted-out contacts to prevent accidental re-contact. Managing these lists effectively involves real-time processing of opt-outs, syncing across all email platforms, and conducting regular audits to ensure accuracy. For businesses handling large volumes of emails or multiple domains, tools like Mailforge automate suppression list management and bulk updates, ensuring seamless compliance without manual oversight.
US-Specific Compliance Requirements
The CAN-SPAM Act outlines rules that differ from international standards like GDPR. While European regulations emphasize explicit opt-in, US law focuses on clear opt-out options and accurate sender identification.
Key US compliance requirements include:
- Every marketing email must feature a valid physical postal address. This can be your business address, a registered agent’s address, or a monitored postal box. Ensure this information is included in all emails, from automated sequences to triggered campaigns.
- Unsubscribe requests must be processed within 10 business days. Automated workflows should flag opt-out requests immediately and update all mailing lists in real time.
- Conduct quarterly compliance reviews to evaluate email practices, verify suppression lists, and ensure timely processing of unsubscribe requests. These reviews, involving legal and compliance teams, help address regulatory updates and internal policy changes.
Timely processing of unsubscribe requests safeguards your sender reputation and legal compliance. Automated systems should ensure opt-out requests are honored across all platforms instantly, reducing the risk of violations. Regular compliance reviews can identify and address potential gaps before they escalate, reinforcing your commitment to ongoing regulatory adherence.
These privacy measures, combined with technical protocols, strengthen enterprise email compliance at every level.
Audit Logging and Compliance Monitoring
Keeping detailed records and actively reviewing them are the cornerstones of strong email compliance. In today’s regulatory environment, gaps in monitoring systems can lead to serious consequences. Audit logging not only provides the evidence regulators require but also helps identify potential compliance issues before they turn into expensive penalties.
The goal is to establish systems that automatically track compliance-related activities while ensuring the data is easily accessible for analysis and reporting. Combining technical tools with human oversight and periodic evaluations creates a well-rounded compliance strategy.
Centralized Logging and Reporting
Centralized logging brings all compliance-related email data into a single, searchable system. This approach allows security teams to quickly spot misconfigurations, uncover patterns of misuse, and produce audit-ready documentation when requested by regulators.
Key activities to log include:
- Mass email sends with timestamps, recipient details, and content classifications.
- AI-generated content logs, including prompts, outputs, and human review actions.
- Automation workflows showing triggers, actions, and any exceptions.
- User access and permission changes across email platforms and domains.
- DMARC reports (aggregate and forensic) to monitor email authentication.
In the event of compliance incidents, centralized systems provide comprehensive audit trails through a single dashboard. This simplifies investigations and ensures no critical details are missed. For example, companies that have implemented automated audit trails have successfully resolved regulatory concerns in the past.
For larger organizations managing hundreds or even thousands of domains, tools like Mailforge make compliance monitoring more manageable. These platforms automatically log DNS setup activities, bulk domain updates, and key changes to email infrastructure. This automation ensures full visibility across large-scale operations, reducing the risk of oversight errors. It also complements the technical compliance measures discussed earlier.
Employee Training and Awareness
While technical tools are essential, human oversight plays an equally critical role in compliance. Human error remains one of the biggest risks in enterprise email operations. Regular training programs can help employees recognize threats, understand their responsibilities, and respond appropriately to potential issues.
Annual training should include:
- Recognizing phishing attempts and knowing how to report them.
- Updates on privacy policies and data handling practices.
- Changes in regulations that impact email operations.
- Steps to follow when responding to suspected violations.
- Guidelines for using AI-generated content in email communications.
Training sessions are most effective when they relate to real-world scenarios. Instead of focusing on abstract policies, sessions should teach employees how to identify suspicious emails, handle consent issues, and understand how their actions affect overall compliance. Documenting these training sessions can also show regulators your organization’s commitment to compliance. Beyond annual training, periodic refresher courses - such as quarterly mini-sessions - can reinforce key lessons and address new threats as they emerge.
Quarterly Compliance Reviews
To stay aligned with changing standards, regular reviews are essential. Quarterly assessments strike a balance between staying up-to-date and avoiding review fatigue.
Each review should cover:
- The reputation of domains across all email infrastructure.
- The performance of authentication protocols like DMARC, SPF, and DKIM.
- The accuracy of suppression lists and timely opt-out processing.
- Data retention practices and compliance with automated deletion policies.
- Updates to vendor agreements to reflect current regulatory requirements.
Documenting these reviews and tracking any necessary fixes ensures continuous improvement. Recent increases in internet-related financial losses emphasize how high the stakes are for email security. Regular reviews can identify vulnerabilities early, protecting both your organization’s finances and its reputation.
Customizable Compliance Features in Enterprise Platforms
Modern enterprise email platforms must be flexible enough to keep up with changing regulations and diverse business needs. Customizable compliance features let organizations adjust their email systems to meet specific regulatory requirements without sacrificing operational efficiency. According to Forrester's 2025 Q1 Report, nearly half - 48% - of compliance breaches in B2B tech companies in 2024 were tied to email-related issues. This makes having robust customization options a key part of reducing risks. Below, we’ll break down some of the key features that enhance security and compliance in enterprise email systems.
Look for platforms that offer detailed control over security settings, scalable management tools, and smooth integration options. These features help organizations create compliance frameworks that grow alongside their business while minimizing the workload for IT teams.
Security Settings for Enterprises
Enterprise platforms now come equipped with advanced security settings tailored to meet today’s strict regulatory standards. For instance, multi-factor authentication (MFA) should be non-negotiable for all user accounts. Even if login credentials are compromised, MFA acts as a second layer of defense, making unauthorized access far more difficult. This is especially critical for large teams with varying levels of technical expertise.
Another essential feature is least privilege access controls, which ensure users only have the permissions necessary for their roles. This minimizes the risk of accidental data exposure or insider threats. Administrators can customize permission levels, regularly review access rights, and adjust them as employee roles evolve.
Retention policies are another area where flexibility is vital. Regulations like HIPAA, SOX, and various state privacy laws often require businesses to retain data for specific periods - typically between 3 and 5 years. Platforms that allow automated deletion of inactive inboxes help businesses avoid storing unnecessary data while staying compliant with minimum retention rules.
Encryption is another must-have. Outbound email encryption ensures sensitive information is protected during transmission. Ideally, this feature should be configurable based on factors like content type, recipient domain, or sender classification, so businesses can apply encryption where it’s most needed.
Finally, human oversight remains crucial. While automated systems handle much of the heavy lifting, human review and audit logs are essential for catching nuanced compliance issues that algorithms might miss.
Scaling Compliance Across Domains
Managing compliance across hundreds - or even thousands - of domains requires automation and centralized control. For example, customizable automated DNS setups ensure that SPF, DKIM, and DMARC records are consistently applied across all domains. At the same time, these systems allow for detailed adjustments to meet specific business needs.
Take Mailforge, for instance. It automates DNS configurations for every new domain, including key elements like DMARC, SPF, DKIM, and custom domain tracking. This automation extends beyond basic setups, offering granular control over updates for different business units. Bulk DNS updates are particularly useful for applying compliance changes across entire domain portfolios, whether due to new regulations or updated security protocols.
Another helpful feature is multi-workspace management. This allows businesses to segment compliance requirements by unit, region, or client. Each workspace can maintain its own security policies, retention schedules, and consent management processes, all while enabling centralized oversight for compliance teams. These automation tools integrate seamlessly with centralized platforms, making compliance management more efficient.
"Operating in a high-growth startup environment requires speed, scalability, and operational efficiency. We needed to build an outbound motion that didn't break as we scaled - and Mailforge gave us that foundation."
Isabella L., Founder of Let's Fearlessly Grow
Integration with Forge Stack Products
When these customizable features are integrated with Forge Stack, they create a seamless, end-to-end solution for enterprise email compliance. Compliance management often requires multiple specialized tools working in harmony. Forge Stack ensures this by providing integrated solutions that streamline workflows while maintaining high email deliverability standards.
For example, Salesforge centralizes the management of multi-channel sequences and keeps detailed audit logs of all outreach activities. This makes it easier for compliance teams to monitor communication patterns, track consent status, and generate reports - all from one dashboard.
Infraforge offers private email infrastructure with features like multi-IP provisioning and API access for dedicated resources. This gives businesses more control over compliance settings and adds an extra layer of security for sensitive communications.
Warmforge focuses on optimizing email deliverability through warming protocols and placement testing. A strong sender reputation is crucial for compliance, as poor deliverability can signal authentication issues or problematic content that could draw regulatory attention.
Primeforge provides Google Workspace and Microsoft 365 mailboxes configured with U.S.-based IP addresses. This helps organizations meet geographic compliance requirements while leveraging popular email platforms.
By integrating these tools, businesses can reduce complexity and ensure all components work together to uphold compliance standards. Centralized logging captures activity across platforms, automated workflows reduce manual errors, and unified reporting simplifies audits.
For organizations navigating complex compliance landscapes across multiple regions or industries, this integrated approach is invaluable. Instead of juggling disconnected tools, teams can operate within a cohesive ecosystem designed specifically for compliant email management.
Final Compliance Checklist
Key Takeaways
Email compliance in 2025 hinges on four main pillars: secure infrastructure, robust data privacy, centralized monitoring, and customizable platforms.
The rise in email-related breaches and substantial internet-crime losses makes strong compliance measures non-negotiable. By automating compliance processes, maintaining centralized oversight, and investing in employee training, organizations can minimize risks while staying efficient.
Compliance isn’t a one-time task - it’s a continuous process. Regularly monitor, review, and adapt your policies to evolving regulations. Forward-thinking companies treat compliance as a strategic tool, building trust with customers and partners while safeguarding against costly breaches and penalties.
Here’s a checklist to help turn these insights into actionable steps.
Actionable Compliance Checklist
Authentication and Infrastructure
- Enforce SPF, DKIM, and DMARC across all domains.
- Secure both inbound and outbound emails, and encrypt outbound messages based on content sensitivity.
Data Privacy and Consent
- Use double opt-in for newsletters and marketing communications.
- Include unsubscribe links in every campaign and maintain detailed suppression lists.
- Set retention limits of 3–5 years with auto-deletion for inactive inboxes.
- Document consent events with timestamps and keep records for audits.
Monitoring and Documentation
- Centralize DMARC and security reports in a unified dashboard for easier audits.
- Keep detailed logs of email activity, including mass emails and automation flows.
- Conduct quarterly compliance reviews to identify gaps and improve policies.
- Create clear incident response procedures with defined escalation paths.
Employee Training and Awareness
- Provide annual training on email privacy and phishing awareness for all staff.
- Set guidelines for AI-generated email content, including labeling and review processes for sensitive communications.
- Train employees on proper consent collection and data handling practices.
Platform and Vendor Management
- Choose platforms certified for GDPR, DSA, and ISO 27001 compliance.
- Ensure your systems support bulk DNS updates for managing multiple domains efficiently.
- Implement SSL and domain masking for stronger security and privacy.
- Opt for platforms designed for high deliverability and scalability.
For organizations managing shared infrastructure, services like Mailforge can simplify compliance. Automated DNS setups handle DMARC, SPF, DKIM, and custom domain tracking across hundreds - or even thousands - of domains in just minutes. This reduces IT workloads while ensuring consistent compliance.
"Procedures that usually took hours (setting DKIM, SPF, etc. records) for multiple domains, now take a few minutes. Mailforge is also cost-efficient since you spend per mailbox ~3 times less than with Gmail. The support team replies in minutes and is happy to sort out issues in a proactive manner!"
- Danny Goff, Director of Sales, Propeller
Ongoing Compliance Maintenance
- Update authentication records whenever new domains are added.
- Monitor domain reputation regularly and document all compliance actions.
- Maintain open communication between legal, IT, and compliance teams to stay aligned with regulations and business goals.
FAQs
What are the main differences between GDPR and CAN-SPAM regulations for email compliance in 2025?
The General Data Protection Regulation (GDPR) and the CAN-SPAM Act are two major regulations that govern email practices, but they differ significantly in their scope and requirements.
GDPR, which applies primarily within the European Union, is all about safeguarding personal data. This regulation requires businesses to obtain explicit consent from individuals before sending them emails. It also gives people control over their data, including rights to access, correct, and delete their personal information.
On the other hand, CAN-SPAM is a U.S. law focused on regulating commercial emails. Unlike GDPR, it doesn't require prior consent to send emails. However, it mandates businesses to include clear opt-out options, provide accurate sender details, and use truthful subject lines. While GDPR leans heavily on protecting user privacy, CAN-SPAM emphasizes transparency and giving recipients the ability to make choices about the emails they receive.
For companies operating across borders, understanding and complying with both regulations is essential to avoid potential penalties.
What steps should businesses take to manage user consent and data retention in line with updated compliance regulations?
To keep up with updated regulations, businesses need to prioritize two crucial aspects: user consent and data retention.
Start by making sure users give clear, explicit consent before any data is collected or processed. This could mean using straightforward opt-in forms or consent checkboxes that explain exactly how their information will be used.
Next, establish a solid data retention policy. Clearly define how long data will be kept, routinely review what’s stored, and securely delete anything that’s no longer necessary. Taking these steps not only helps meet compliance standards but also strengthens user trust.
How does AI impact email compliance, and what steps can businesses take to meet new AI-related regulations?
AI has become a key player in helping businesses stay on top of email compliance. By automating tasks like monitoring, reporting, and ensuring regulatory adherence, it takes much of the manual effort out of the equation. AI can flag potential risks, spot non-compliant behaviors, and streamline processes to help companies meet legal standards. That said, as laws surrounding AI oversight continue to change, it’s crucial for companies to keep up with the latest regulations.
To stay compliant, businesses should establish clear AI governance policies, conduct regular audits of their AI tools, and be transparent about how AI is integrated into their email systems. Partnering with platforms like Mailforge, which offers scalable and compliant infrastructure, can make this process much more manageable while also boosting overall efficiency.