This procedure defines exactly how SMTP must be configured, tested, and documented for every future site built or managed. No variations in sender identity should be used.

1. Configure the Mailer Using the Required Credentials

All new sites must be configured with WP Mail SMTP and use Gmail SMTP relay through team@momentafire.com.

Steps:

1. Install and activate WP Mail SMTP.
2. Set the mailer to Other SMTP.
3. Enter the following values:
   • SMTP Host: smtp.gmail.com
   • SMTP Port: 465
   • Encryption: SSL
   • Authentication: Enabled
   • SMTP Username: team@momentafire.com
   • SMTP Password: Provided via secure credential manager
4. Set:
   • From Email: team@momentafire.com
   • Force From Email: Enabled
   • From Name: Client brand name
   • Return Path: Enabled
5. Save settings and confirm that WP Mail SMTP shows no fallback warnings.

This ensures every site sends authenticated mail from the same domain, with consistent reputation and deliverability.

2. Verify DNS Authentication for the Domain

Every client domain must align correctly with the Gmail relay before testing emails.

Steps:

1. Confirm SPF includes Google’s servers:
   v=spf1 include:_spf.google.com ~all
2. Ensure Google Workspace DKIM is enabled for the domain and the DNS selector is published.
3. Confirm a DMARC record exists for the domain, at minimum:
   v=DMARC1; p=none; rua=mailto:team@momentafire.com

If any DNS record is missing or failing, correct it immediately. No email testing proceeds until SPF and DKIM appear valid in DNS.

3. Perform Mandatory SMTP Test Messages

Send three test emails using WP Mail SMTP’s Test Email tool:

1. Internal business inbox on momentafire.com
2. A Gmail inbox
3. An Outlook or Microsoft 365 inbox

For each message:

1. Confirm delivery time is immediate.
2. Confirm the message lands in the inbox, not spam.
3. Inspect the header for authentication results:
   • SPF PASS
   • DKIM PASS
   • DMARC PASS

If any fail, troubleshoot DNS or SMTP authentication before continuing.

4. Validate All Email-Generating Forms

Every site must have every form tested manually after SMTP configuration.

Steps:

1. Identify all forms: contact, RFQ, applications, newsletter signups, plugin-specific forms.
2. Submit a live entry through each form.
3. Confirm three outcomes for each submission:
   • Admin email arrives at team@momentafire.com or the designated client recipient.
   • Any additional recipients receive their notification.
   • Auto-reply is successfully delivered to the test email address entered in the form.
4. Check timing, consistency, and delays.
5. If a plugin bypasses SMTP, adjust its mail settings or force SMTP routing.

No site is considered complete until every form produces correct and consistent email behavior.

5. Document the Final Verified Configuration

For internal consistency and for future troubleshooting, produce a completion summary that includes:

1. Confirmation that SMTP is configured with team@momentafire.com as the sender.
2. DNS status for SPF, DKIM, and DMARC.
3. Results of each SMTP test email and header authentication status.
4. A list of every tested form and the outcomes.
5. Any issues discovered and the steps taken to resolve them.