Creating a Domain Transfer Checklist

Transferring a domain from one registrar to another is a routine yet highly sensitive operation that, if mishandled, can expose the domain to hijacking risks, service interruptions, and loss of control over DNS configurations. Whether moving domains for consolidation, better registrar services, cost optimization, or security upgrades, a well-structured domain transfer checklist ensures that the process is smooth, secure, and fully recoverable in case of unexpected issues. Because domains are the backbone of websites, email systems, and numerous other digital services, even a brief disruption during a transfer can have significant consequences. Crafting and following a comprehensive domain transfer checklist is essential for maintaining continuity and safeguarding against threats that exploit missteps in this transitional phase.

The first step in preparing for a domain transfer is to conduct a detailed inventory of all associated services that depend on the domain. This includes websites, subdomains, email configurations, API endpoints, SSL certificates, DNS records, and third-party services like content delivery networks, analytics, and marketing platforms. Documenting this inventory ensures that critical services tied to the domain are not inadvertently disrupted during the transfer. It also provides a baseline to verify that all configurations remain intact after the transfer is completed. Many organizations overlook dependencies, such as SPF, DKIM, and DMARC records for email authentication or hidden subdomains used for internal operations. Missing these details can lead to undetected failures that are only realized after customer complaints or loss of functionality.

Before initiating the transfer, the domain must be unlocked. Most registrars keep domains in a locked state by default to prevent unauthorized transfers. Unlocking the domain is typically done via the registrar’s control panel and should be coordinated with a pre-established change window to minimize exposure. Simultaneously, the current registrar will provide an authorization code, also known as an EPP code or transfer key. This code acts as a password for the domain transfer and should be handled securely, shared only with authorized personnel, and stored in a secure location, such as a password manager or encrypted vault, until used.

It is critical to verify and update the domain’s WHOIS contact information before initiating the transfer. Registrars will send transfer confirmation requests to the email address listed for the domain’s administrative contact. If this address is outdated or inaccessible, the transfer may fail or be delayed. For security and accountability, ensure that the listed contact uses a monitored, secured email account protected with multi-factor authentication. In some cases, privacy protection services or WHOIS masking features may obscure these details, making it necessary to temporarily disable them so verification messages can be delivered appropriately.

An important but frequently overlooked task is backing up all DNS records associated with the domain. This includes A records, CNAMEs, MX entries, TXT records, and any custom configurations. If DNS is managed by the current registrar and will not be carried over to the new provider, these settings will need to be manually recreated after the transfer. A DNS misconfiguration can take hours or days to identify and resolve if not properly documented. Exporting a full DNS zone file, or at least capturing screenshots and creating written records, ensures continuity and provides a reference point if issues arise. In high-availability environments, configuring a parallel DNS service prior to the transfer can allow for seamless failover or rollback if necessary.

Another essential consideration is timing. Domain transfers typically take up to five to seven days to complete, during which certain changes to the domain, such as WHOIS updates or DNS provider switches, may be restricted. To avoid disruption, schedule transfers during low-traffic periods or maintenance windows when any necessary troubleshooting can be done with minimal impact. Additionally, domains that have been registered or recently transferred within the last 60 days are often restricted from further transfers due to ICANN’s policy on transfer locks, so planning around these restrictions is crucial.

If the domain is actively used for SSL-secured services, it is necessary to verify how the certificate will be affected by the transfer. While a registrar change alone does not invalidate SSL certificates, some configurations—especially if certificates are tied to DNS-01 validation methods or CAA records—may require revalidation or reissuance. Keeping track of certificate expiration dates and validation methods allows for a smooth transition without browser warnings or security alerts. Similarly, verify whether the new registrar supports DNSSEC if the domain is currently using this protection. DNSSEC must often be disabled before a transfer and re-enabled afterward, and failure to do so correctly can lead to DNS resolution errors or failed validations.

Communication is another pillar of a successful domain transfer. Internal teams, such as IT, marketing, legal, and customer support, should be informed about the timing and scope of the transfer. External stakeholders, including clients or vendors who rely on custom subdomains or branded email services, should also be notified if any changes might temporarily affect their experience. Keeping everyone informed not only prevents confusion but also allows teams to monitor for anomalies and assist in a coordinated response if unexpected issues occur during the transition.

Once the transfer request is submitted to the new registrar and accepted by the losing registrar, monitor the domain’s status closely. Confirmation emails from both registrars should be received and documented. If these are delayed or not received at all, follow up immediately, as unacknowledged or expired confirmations can stall or cancel the transfer. Upon successful transfer completion, verify ownership and account security at the new registrar. Enable domain locking, re-implement DNSSEC, verify WHOIS details, and confirm that DNS records and SSL certificates are correct and functioning.

After the transfer, conduct a full post-transfer audit. This includes ensuring that all services—website, email, third-party integrations—are operating correctly, that DNS is resolving accurately from multiple global locations, and that domain monitoring tools are in place. Services like WHOIS change alerts, DNS change monitoring, and certificate transparency logs should be reconfigured to reflect the new registrar environment. If the domain is part of a portfolio, update internal asset management systems and audit trails to reflect the change.

Creating and rigorously following a domain transfer checklist not only minimizes the risk of errors and downtime but also strengthens your overall domain security posture. In the event of a hijack attempt during or after a transfer, a well-documented and controlled process provides the evidence and structure necessary to recover the domain quickly. Transferring a domain is more than a technical procedure—it is a high-stakes operation that demands strategic planning, meticulous execution, and cross-functional coordination to ensure the domain remains protected, accessible, and operational throughout the process.

Transferring a domain from one registrar to another is a routine yet highly sensitive operation that, if mishandled, can expose the domain to hijacking risks, service interruptions, and loss of control over DNS configurations. Whether moving domains for consolidation, better registrar services, cost optimization, or security upgrades, a well-structured domain transfer checklist ensures that the…