We need to transfer our website to a new hosting service while ensuring our domain mail (which is currently being served through Gmail) remains intact. The process involves linking the domain with the new hosting via ns, registering the mx as requested by Gmail, moving the website to the new hosting, and finally checking if everything works.
The director is concerned about possible loss of email information or interruptions in email delivery.

Hosting providers are required to register their NS records for binding, but it is easier to register a new hosting through A record. DNS management should be either kept at the registrar or a free DNS hosting site. You can transfer all records according to your scheme. First, bind the domain to a new hosting via ns. Then, in the new hosting, bind the domain and register the mx while adding SPF, DKIM, DMARC records.

 Finally, move your website to a new web hosting. Changing NS records usually takes about 30 minutes. Both your website and email will not be interrupted if all entries on the new hosting are registered during changes to the root zone. Confirmation of domain ownership is required when creating mail on Google Workspace, and it's better to transfer the Google check rather than risk deleting it.

To ensure a smooth transition, it is important to follow the steps you mentioned carefully.

1. Linking the domain with the new hosting via ns: Make sure to update your domain's nameservers (NS records) with the new hosting provider. This step will direct traffic to the new hosting service.

2. Registering the MX as requested by Gmail: You need to configure the Mail Exchange (MX) records according to Gmail's instructions. These records tell email senders where to deliver emails for your domain. By following Gmail's guidelines, you can ensure that email delivery remains uninterrupted.

3. Moving the website to the new hosting: Migrate your website files and database to the new hosting service. This might involve transferring files via FTP or using a migration tool provided by the new hosting provider. Ensure the website is fully functional on the new hosting before proceeding.

4. Checking if everything works: After the migration is complete, thoroughly test your website and email functionality. Confirm that website pages load correctly and that email delivery and reception are working as expected. It may be wise to perform a series of tests to verify that all aspects are functioning properly.

To further minimize the risk of email interruptions, consider taking these precautions:

1. Take a backup: Before starting the transfer process, ensure you have a backup of your email data in case any unforeseen issues arise.

2. Communicate with users: Notify your employees, clients, and other stakeholders about the transition in advance. Inform them of any temporary disruptions or changes they may experience during the migration period.

3. Plan the transfer during a low-traffic period: If possible, schedule the transfer during a period when email activity is minimal to reduce the impact on daily operations.


additional tips to ensure a smooth transition while minimizing the risk of email disruption:

1. Set up email forwarding: Before initiating the transfer, consider setting up email forwarding from your current Gmail account to another email address (preferably not associated with your domain). This way, even if there are temporary issues with email delivery during the transition, you'll still receive your emails at the forwarded address.

2. Test the new hosting environment: Before migrating the website and changing the DNS settings, verify that the new hosting environment is set up correctly. Create a temporary subdomain or use a testing domain to upload your website files and test its functionality. This will allow you to identify and resolve any issues before making the final switch.

3. Reduce TTL values: Lower the Time-To-Live (TTL) values for your domain's DNS records before making any changes. This reduces the time it takes for DNS changes to propagate across the internet, allowing for faster updates and potentially minimizing any interruptions in email delivery.

4. Monitor email delivery: Keep a close eye on your email delivery during the transfer process. Monitor both outgoing and incoming emails to ensure they are reaching their intended recipients without any delays or issues. If you notice any problems, address them promptly with your new hosting provider or domain registrar.

5. Communicate with your new hosting provider: Reach out to your new hosting provider's support team and inform them about your specific needs regarding email continuity. They can provide guidance and assistance to ensure a smooth integration of your domain mail setup with their hosting service.

Ensure that your DNS settings are updated correctly to point to the new hosting via NS records. This won't affect your MX records, which should remain unchanged to continue directing emails to Gmail. Before migrating your site, back up all data, including email configurations. Once the website is moved, verify that your DNS propagation is complete and check your email functionality. If done correctly, there should be no interruption in email delivery.