For business, Email is the one of the most important communication tool. When your email working suddenly stop , then it can creation a confusion, delays and in some cases financial loss as well. Many peoples can immediatel think their email server is down or mailbox is broken.
In Most of the cases, real issues lie in DNS settings and MX records .
This blog, we will explain a common scenario where users stop receiving emails on their domain, why it happens, and how you can fix it step by step to make it earlier fix of issue.
Domain Stops Receiving emails
Many times client comes and reports a very common support request that is :
“I am not receiving emails on my domain.”
Users often report that:
- Emails sent from Gmail or other providers are rejected
- Incoming emails do not appear in the inbox or spam folder
- DNS management in the hosting panel shows an error
- Email worked previously but suddenly stopped
- Emails work in default webmail but not working through outlook
- Sometime emails worked on mobile but not on laptop
If such issues occurs then it affects the entire domain , not only the one mailbox, so this is a strong sign that the problem is related to DNS or email routing , not only with specific email account .
Understanding DNS and Nameservers in Simple Words
DNS (Domain Name System) is what tells the internet where your website and email services are located. Nameservers control all DNS records for a domain.
If your domain uses:
- Your hosting provider’s nameservers >> DNS is managed by your hosting provider only.
- External nameservers (like a registrar or third-party DNS service) >> DNS is managed elsewhere
If you are using the DNS of external provider, then your hosting provider can’t control of fix the email routing issues, unless DNS records are updated at the correct place or correct DNS provider end.
The Real Cause: Nameserver and Email Hosting Mismatch
This is one of the most common causes of email delivery problems is a nameserver mismatch
This happens when:
- The domain points to external nameservers
- Email hosting is provided by a different company
- MX records are missing or incorrect
Because of this mismatch:
- DNS settings cannot be edited from the hosting dashboard
- Email servers do not know where to deliver incoming mail
- Emails get rejected or silently dropped
This is the reason why users often see DNS errors in their control panel
Reason why MX Records Are So Important
MX (Mail Exchange) records are DNS entries that decide which mail server receives emails for your domain.
If MX records are:
- Incorrect
- Pointing to an old server
- Missing entirely
then incoming emails will fail.
Every domain that uses email must have valid MX records pointing to the correct mail server. Even a small mistake here can completely stop email delivery.
Signs That MX Records Are the Problem
You are likely facing an MX record issue if:
- You can send emails but not receive them
- Gmail shows “server rejected the message”
- Your hosting panel shows DNS or MX-related warnings
- DNS management is locked or inaccessible
These signs strongly indicate a DNS configuration problem.
How to Check DNS and MX Records
To identify the issue, you should:
- Check which nameservers your domain is using
- Verify MX records using an online MX lookup tool
- Confirm where DNS is managed (hosting panel or registrar)
- Look for conflicting or duplicate MX records
This helps pinpoint where the correction is needed.
Solution 1: Change Nameservers to Your Hosting Provider (Best Option)
The easiest and most reliable solution is to change your domain nameservers to your hosting provider’s nameservers.
This approach :
- Gives full DNS control in one place
- Automatically configures correct MX records
- Reduces the risk of future email issues
- Makes troubleshooting easier
After updating nameservers, DNS propagation may take up to 24–48 hours, after which email delivery should return to normal.
Also you can try to keep all your services for website , website related emails, domain registrations and the DNS records at one place to avoid any issues, confusion when it come across with any issue. So it avoids any confusion and you have only one provider to contact for any of the issues.
Solution 2: Update MX Records at the Current DNS Provider
If you are preferring to keep existing nameservers you must manually update the correct MX records, you need to check where your DNS is currently managed from.
It will involve:
- Add correct MX record those are provided by your email host provider
- Set up the correct priority
- Remove incorrect or old MX records
These all needs a careful handling and regula check to avoid any mistakes.
DNS Propagation Delays:
When you perform the DNS changes, then those are not instant, after updating the name
- It takes upto 48 hours to propagate all over the network / globe
- Some emails may fail temporarily while DNS propagating
- Delivery will improve slightly as DNS updates spread
You cannot avoid this delay and propagation delay is unavoidable.
Common Mistakes That Cause Email Delivery Issues
Many email problems happen due to:
- Changing nameservers without updating MX records, if using different MX records
- Using multiple DNS providers at the same time
- Forgetting to update DNS after migration and keep on using old server records
- Assuming the hosting provider controls DNS when it does not
Avoiding these mistakes can prevent most email outages
How to Prevent Email Issues in the Future
To keep your domain email working smoothly:
- Keep DNS and email hosting aligned
- Use one primary DNS provider whenever possible
- Double-check MX records after any DNS change
- Document DNS settings for future reference, if records are lost , you can easily find out them and update.
It’s always better to review the DNS on regular possible intervals , so it avoids any urgent email issues.
Still not receiving emails on your domain?
Our experts can quickly diagnose DNS and MX issues and restore your email flow. Contact our team today for fast, reliable assistance.
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