The Email Migration Checklist for Singapore SMBs
Moving business email to a new platform is straightforward when planned properly, and disruptive when it is not. This checklist covers what to prepare before a migration, what to expect during it, and the mistakes that most commonly go wrong.
Before the migration
- Inventory every mailbox and alias. A full list of active accounts, shared mailboxes, and forwarders prevents anything being left behind.
- Confirm domain and DNS access. Whoever controls the domain registrar needs to be available during the cutover window.
- Decide on a cutover window. A low-activity period, such as an evening or weekend, minimises disruption.
- Communicate with staff. A short heads-up avoids confused support requests during the transition.
During the migration
- Mailbox data is copied to the new platform - email, contacts, and calendars - before the domain is switched over.
- DNS records are updated - MX records to point mail delivery at the new platform, alongside SPF, DKIM, and DMARC for the new sending infrastructure.
- Client devices are reconfigured - desktop, web, and mobile mail clients are pointed at the new platform.
After the migration
- Verify mail flow both ways - sending and receiving are tested from multiple accounts.
- Confirm historical data - spot-check that old email, contacts, and calendar entries transferred correctly.
- Decommission the old platform - once confidence is established, the old mail service is properly closed out, not left running indefinitely as a costly safety net.
Common mistakes to avoid
The most common issues in a DIY migration are not exotic - they are basic oversights:
- Forgetting to update every DNS record consistently, leading to mail delivery issues that can take days to fully resolve as changes propagate.
- Migrating mailboxes but forgetting shared mailboxes, group addresses, or autoresponders.
- Not testing thoroughly before decommissioning the old platform, leaving no fallback if something is missed.
- Underestimating how long large mailboxes take to transfer, and scheduling too short a cutover window.
We treat migration as the first step into ongoing management, not a standalone project, which is why the same team that plans your migration is accountable for keeping everything running afterwards. See our managed email solutions for the platforms we support, or schedule a free 30-minute exploratory call to plan yours.