How to Ask Clients to Change DNS Records

If you’ve ever needed a client to update their DNS settings, you know how challenging it can be. Whether you’re launching a new website or setting up email records, asking clients to change DNS records often leads to confusion and endless back-and-forth emails.

For web agencies and freelancers, DNS changes are a routine part of the job. But for most clients, terms like “CNAME” and “propagation time” might as well be a foreign language. They worry about breaking their website, struggle to navigate their domain registrar’s interface, or simply don’t respond because they don’t know where to start.

This article explores the common challenges of requesting DNS changes from clients, shares best practices to make the process smoother, and introduces DNSDone. A tool designed to streamline DNS updates without overwhelming non-technical users. Whether you’re a freelancer handling one client at a time or an agency managing multiple projects, this guide will help you get DNS changes done faster.

Why asking clients to change DNS records is so difficult

At first glance, updating DNS records seems like a simple request — just log into your domain registrar, enter the new records, and save the changes. But the reality is completely different. Why?

Technical complexity

Most clients are unfamiliar with DNS terminology. Terms like A record, CNAME, MX, TXT don’t mean much to someone who has never managed DNS settings before. Without proper guidance, they may not know which fields to update or how to differentiate between record types.

Different registrars, different interfaces

Not all domain registrars work the same way. A client using GoDaddy sees a completely different DNS management interface than one using Namecheap. Instructions that work for one registrar may not apply to another.

Fear of breaking things

Clients often hesitate to update the DNS records because they’re afraid of making a mistake. And for good reason — incorrect changes can bring down their website, disrupt email services, or cause other unexpected issues. This fear leads to procrastination, and before you know it, a “quick DNS update” has turned into a week-long delay.

Lack of guidance

Simply sending a list of DNS records isn’t enough. Without step-by-step instructions tailored to their registrar, clients may not know where to input the records or what to do if an existing record needs to be modified instead of added.

These challenges make DNS changes a frustrating bottleneck in many projects. But with the right approach — and the right tools — it’s possible to guide clients through the process efficiently and with minimal friction.

Best practices for asking clients to change DNS records

Getting clients to update their DNS records doesn’t have to be a painful process. By approaching it with clear communication and step-by-step guidance, you can minimize confusion and speed up the process. Here are some best practices to help you get DNS changes done:

Use clear, non-technical language

Most clients don’t need to understand what a CNAME or TXT record does — they just need to know where to put it. Instead of saying,

Please add this TXT record to your DNS settings for domain verification

try,

Log into your domain provider, find the ‘DNS settings’ or ‘DNS management’ section, and add this value under ‘TXT records’. This helps confirming ownership of your domain.

Provide step-by-step instructions

Instead of just sending the records and hoping the client figures it out, provide a clear, numbered list of actions they need to take. If you know their domain registrar (GoDaddy, Cloudflare, etc.), tailor the instructions accordingly.

Use screenshots and videos

Visual aids make a huge difference, especially for non-technical users. A simple screenshot showing where to click or a short screen recording walking them through the process can save a lot of back-and-forth emails.

Explain propagation times

One common point of confusion is DNS propagation — the time it takes for changes to take effect. Let clients know that updates might not be instant and can take anywhere from a few minutes to 72 hours.

Suggest delegating access when possible

If the client is comfortable with it, ask them to temporarily grant you access to their domain registrar. This allows you to make the changes on their behalf, reducing the risk of errors and saving time.

By following these best practices, you can make DNS updates less stressful for your clients and keep your projects moving forward. But even with the best guidance, manually walking clients through DNS changes can still be time-consuming. That’s where tools like DNSDone can help! Let’s take a look at how it works.

How DNSDone makes DNS changes easier

Even with clear instructions and best practices, getting clients to update their DNS settings can still be a challenge. Different registrars have different interfaces, clients may still hesitate or make mistakes, and tracking which records have been updated can be tedious. That’s where DNSDone comes in! A tool designed to simplify the DNS update process for web agencies and freelancers.

Automatic DNS provider detection

Instead of sending generic DNS change instructions, DNSDone automatically detects the client’s DNS provider and generates step-by-step guidance specific to their registrar’s interface. This means clients get instructions that match exactly what they’ll see, reducing confusion and mistakes.

Smart detection of required changes

Clients don’t always know whether they need to add, edit, or delete a DNS record. DNSDone analyzes the current DNS configuration and automatically determines the necessary actions. This prevents unnecessary changes and ensures that only the required updates are made.

DNS monitoring

One of the biggest frustrations when requesting DNS changes is verifying whether the client has entered them correctly. DNSDone monitors the DNS records in and confirms when the requested changes have been applied, reducing back-and-forth emails and delays.

Centralized dashboard for tracking DNS changes

Instead of managing DNS updates through scattered email threads, DNSDone provides a single dashboard where agencies and freelancers can track which clients have completed their DNS updates and which are still pending.

Designed for Agencies and Freelancers

DNSDone is more than a DNS checker. It is built with the needs of web professionals in mind. Whether you’re handling one client or managing multiple projects, it helps streamline the process, eliminate confusion, and reduce delays.

By automatically detecting the DNS provider, identifying necessary actions, and monitoring the changes, DNSDone removes many of the common pain points involved in DNS updates. It doesn’t replace client communication — it just makes it faster and easier to get things done.

Conclusion

DNS changes are a necessary but often frustrating part of client projects. Whether it’s confusion over technical terms, fear of breaking something, or delays due to back-and-forth emails, the process can slow down launches and disrupt workflows.

By using clear, tailored instructions and offering the right level of support, agencies and freelancers can make DNS updates easier for their clients. But even with the best guidance, manual coordination takes time and effort. That’s where DNSDone comes in.

With automatic DNS provider detection, DNSDone generates step-by-step instructions specific to each client’s registrar, removing guesswork and reducing mistakes. It also analyzes the existing DNS records and determines whether changes need to be added, edited, or deleted, ensuring that clients make only the necessary updates. Plus, with monitoring, you can instantly see when records have been updated correctly — eliminating unnecessary follow-ups.

For web agencies and freelancers, DNSDone is more than just a DNS tool. It is a time-saving solution that keeps projects moving without unnecessary delays.