The Recruiter's Email Compliance Action Plan To Stay Ahead

Stay Ahead of Microsoft’s Crackdown

If you’re in recruitment, you already know email is your lifeline. Whether you’re nurturing candidates, reaching out to clients, or keeping your talent pools warm, inboxes matter. A lot.

We’ve already covered the big news: from 5th May 2025, Microsoft’s Outlook.com (covering hotmail.com, msn.com, live.com and similar addresses) will start rejecting emails from high-volume senders that don’t meet strict new authentication standards. If your agency’s emails aren’t properly authenticated and aligned using SPF, DKIM and DMARC, your outreach could hit a brick wall.

But here’s the thing: if you’re already working with a proactive IT company that understands your business, you shouldn’t be sweating it.

This article is your action plan. A practical guide to keep you compliant, visible, and ahead of the curve.

1️⃣ Double-Check With Your IT Partner

First things first: is your IT company on top of this already?

Kan Mallawathantri, CTO at Avensys Tech, says it well:

“Many business owners manage IT themselves to save costs or stay in control, but this often leads to hidden risks and distractions. The right IT partner doesn’t just protect you—they supercharge your growth with expert support, smart strategy, and real peace of mind.”

A good MSP (Managed Service Provider) should already have flagged this policy change with you. Or better yet, quietly updated your email authentication without you even having to ask.

If that’s not happening, it’s a red flag.

2️⃣ Audit Your Email Setup

(Even If You Think It’s Fine)

Ask your IT partner for a full deliverability audit. The essentials:

✅ SPF: Are all your authorised sending services properly listed?
✅ DKIM: Is your mail being cryptographically signed—and is it valid?
✅ DMARC: Do you have a policy in place? Is it aligned with SPF or DKIM (ideally both)?
✅ Evidence: Can you see the DMARC stats and read through them together? Make sure everything you send is working.

You also need to check:

Reply-To/From: Are these addresses valid and able to receive replies?
Unsubscribe Links: Every “marketing” email should have a clear, functional unsubscribe option.

If you don’t have DMARC reporting setup, check out Quinset Powermail.

3️⃣ Segment and Clean Your Lists

Recruitment is high-churn by nature. That means email lists get stale. Fast. Make sure you’re:

Regularly removing invalid emails to keep your bounce rate low.
Segmenting lists so you’re targeting the right people and avoiding bulk blasts that look spammy.

This doesn’t just keep you compliant. It protects your reputation and improves your success rates.

4️⃣ Monitor Your Complaints

(and Take Them Seriously)

High complaint rates will get you blacklisted, even if your technical setup is flawless. Proactive IT providers should help you monitor spam complaints and offer guidance on reducing them. It could be tweaking your content, adjusting frequency, or cleaning your lists more aggressively.

5️⃣ Stay Informed and Keep Testing

Email compliance isn’t a one-and-done job. It’s a moving target. Your IT company should be keeping an eye on:

Updates from Microsoft, Google and other major providers.
Emerging threats and best practices in email security and deliverability.
New tools (like BIMI logos or ARC for forwarding) that keep you ahead.

Why Proactive IT Matters

(More Than Ever)

Paul Richards, CEO at Nxt Gen IT, puts it bluntly:

“IT isn’t just cables and servers. It’s the engine room of your business. Compliance failures and deliverability issues can quietly erode revenue and reputation before you even know there’s a problem. A forward-thinking IT partner anticipates these risks and acts before you feel the impact. Keep your systems, your teams, and your business moving without disruption.”

In other words: you shouldn’t be finding out about this after your emails bounce. You should be hearing about it before it becomes a risk.

The Bottom Line

Recruitment is fast-paced and competitive. The last thing you need is your emails quietly failing to reach the people you rely on. With Microsoft’s new enforcement policies, compliance isn’t optional. It’s critical.

The good news? If you have a proactive, recruitment-savvy IT partner, you’re probably already ahead of the game.

No IT partner yet, or unsure if yours is doing enough? Now’s the time to ask tough questions. And of course, if you need help, Quinset is ready to be your deliverability wingman.