Website Transfer Preparation: What You Need to Gather Before We Begin
Planning a website transfer can feel overwhelming, especially when you're not sure what information your web developer needs from you. The good news? Most of the preparation work involves gathering information you already have access to – you just need to know where to look.
Whether you're moving from an outdated platform or working with a new web development team, proper preparation is the key to a smooth transition. In this guide, we'll walk you through exactly what you need to collect before your website transfer begins, ensuring your new site launches without a hitch.
The Most Critical Information: Your DNS Records
The foundation of any successful website transfer lies in your Domain Name System (DNS) records. Think of DNS records as your website's address book – they tell the internet where to find your website, email, and other services.
Here’s what you need to collect from your current hosting provider:
MX Records (Mail Exchange Records)
These records direct your emails to the correct mail servers. Without them, your email service will be interrupted during the transfer. Your MX records ensure that emails sent to info@yourbusiness.com reach the right destination.
TXT Records (Text Records)
These serve multiple purposes, including email authentication (SPF, DKIM), domain verification, and security protocols. Many businesses have TXT records for Google Workspace verification, email security, or third-party service authentication.
CNAME Records (Canonical Name Records)
These records create aliases for your domain. For example, 'www' is typically a CNAME that points to your main domain, ensuring visitors can reach your site whether they type www.yourbusiness.com or just yourbusiness.com.
A Records (Address Records)
These fundamental records point your domain name to your web server's IP address. They're essential for your website to load properly.
How to Collect Your DNS Records
Step 1: Contact Your Current Provider
Reach out to your current hosting company or domain registrar (GoDaddy, Bluehost, Namecheap, etc.) and request a complete export of all DNS records.
Step 2: Be Specific in Your Request
Tell them: "I need a complete list of all DNS records for my domain, including MX, TXT, CNAME, and A records, plus any custom DNS entries."
Step 3: Request the Information in Writing
Ask for the records to be provided via email or downloadable file. This ensures accuracy and gives you a reference document.
Essential Backup Preparations
While your web development team will handle the technical transfer, creating your backups provides an extra layer of security.
Website Files and Database Backup
Contact your current hosting provider for instructions on creating a complete backup of your website files and database. Most hosting providers offer one-click backup solutions through their control panels.
Email Account Documentation
If you have email accounts associated with your domain (like info@yourbusiness.com), create a list of all accounts and their current configurations. This information will be valuable when setting up email on your new platform.
Third-Party Service Inventory
Take inventory of any third-party services connected to your website:
Email marketing platforms (Mailchimp, Constant Contact, ConvertKit)
Analytics tools (Google Analytics, Facebook Pixel)
Payment processors (PayPal, Stripe, Square)
CRM systems or customer databases
Live chat widgets or customer service tools
Social media integrations
Booking or scheduling systems
Most of these services will continue working after your transfer, but having them documented helps verify everything functions correctly on your new site.
Email Service Provider Access
This is crucial: you'll need admin-level access to your email service provider for post-transfer authentication.
For Google Workspace Users
Ensure you have admin access to your Google Workspace account. You'll need this to re-authenticate email security settings after the transfer.
For Microsoft 365 Users
Similarly, admin access to your Microsoft 365 account will be required for email authentication updates.
For Other Email Providers
Whether you use Yahoo Business Email, Zoho, or another provider, admin access will be necessary for the final setup steps.
What You DON'T Need to Provide
Here's what might surprise you: you typically don't need to share login credentials for your current hosting account or cPanel access. Professional web developers can complete most transfers without directly accessing your existing accounts, which keeps your information more secure.
Preparing Your Team
Consider how the transfer might affect your daily operations:
Inform your team about potential temporary email inconsistencies
Plan the transfer timing around important business communications
Designate a point person for any questions during the transition
Prepare backup communication methods if needed
Creating Your Preparation Timeline
2-3 Weeks Before Transfer:
Contact current hosting provider for DNS records
Create website and email backups
Inventory third-party services
1 Week Before Transfer:
Confirm you have all required access credentials
Verify DNS records are complete and accurate
Brief your team on the upcoming transition
Day of Transfer:
Ensure you're available for any quick questions
Avoid scheduling critical email communications
Have backup communication methods ready
Conclusion
Proper preparation is the foundation of a successful website transfer. By gathering your DNS records, creating backups, and inventorying your connected services ahead of time, you're setting the stage for a smooth transition to your new website.
Remember, while the technical aspects might seem complex, you're not handling them alone. Your web development team will guide you through each step, but having this information ready upfront prevents delays and ensures nothing gets overlooked.