Email Migration Checklist

Export a complete inventory of lists, segments, tags, and custom fields from your current provider.

List every automated workflow, trigger conditions, timing, and email content.

Download HTML versions of all templates, including transactional emails.

Document API connections, Zapier workflows, webhook endpoints, and form integrations.

Download campaign reports, engagement metrics, and deliverability data for benchmarking.

Save your existing SPF, DKIM, DMARC, and any custom tracking domain records.

Include email, name, custom fields, tags, subscription date, and engagement history.

Remove bounced addresses, unsubscribes, and inactive subscribers (12+ months no engagement).

Transfer your unsubscribe list, bounce list, and spam complaint list. This is legally required.

Map fields correctly, preserve tags, and maintain subscription dates.

Check subscriber counts, custom field data, and tag assignments match the export.

Add the new provider's include mechanism and remove the old one after transition.

Set up new DKIM keys from the new provider. Keep old keys active during transition.

Temporarily set DMARC to p=none during migration to catch authentication issues.

Configure a custom domain for click tracking (e.g., track.yourdomain.com).

Check all DNS changes have propagated globally before sending from the new platform.

Rebuild or import your templates in the new platform's editor. Test rendering across clients.

Recreate all automated workflows with the same triggers, timing, and conditions.

Point forms to the new platform. Update embedded forms, pop-ups, and API endpoints.

Update API keys, webhook URLs, Zapier connections, and CRM integrations.

Rebuild your audience segments with the same filtering criteria in the new platform.

Send test emails and verify all three authentication methods pass.

Check templates in Gmail, Outlook, Apple Mail, Yahoo, and mobile clients.

Trigger each automation with test subscribers and verify the entire flow works.

Submit test signups through every form and verify data flows to the new platform.

Verify one-click unsubscribe, unsubscribe pages, and List-Unsubscribe headers work.

New dedicated IPs need warming. Start with engaged subscribers and gradually increase volume.

Start with your most engaged 10-20% of subscribers to build reputation on the new platform.

Watch bounce rates, spam complaints, open rates, and inbox placement for the first 2 weeks.

Turn off automations on the old platform to prevent duplicate sends.

After confirming everything works, remove old provider's SPF includes and DKIM keys.

After the transition period (2-4 weeks), cancel your old provider's plan.