the importance of having a custom business email

The importance of custom business emails and how to set up one

6 min read

Regardless of the size of your business, you most definitely need to invest into setting up a business email.

Despite all of the new communication channels and innovative technologies, email still remains one of the most utilized forms of correspondence worldwide. Because of this, it is absolutely crucial for your business to get some emails created as soon as possible as you never know how many potential customers you might lose on if you don’t have one up and running.

Your business email plays an important role when it comes to your brand’s presentation, public image and overall communication, which is absolutely necessary to get it done correctly.

Generally speaking, there are 2 primary types of emails - custom, which is usually a paid service that comes along with your hosting plan, and free, which you can create for free using one of the many online email management services.

In this article we are going to focus on the differences between the 2 as well as the significance of having a custom business email and how to set up one.


Free vs custom branded business emails

When it comes to getting an email address, there are both free and branded options that you can choose from.

Free email providers like Gmail and Yahoo can be quite useful as you won’t have to purchase any additional services in order to get them up and running. However, while free, such email addresses are not actually branded, meaning that using such an email can result in you missing a lot of potential clients.

Branded business emails, on the other hand, are seen as a lot more authoritative and trustworthy.

Overall, both have their own advantages and drawbacks and can be utilized depending on the situation and the circumstances.

Branded business emails bring credibility on a subconscious level

Using a free email service like Gmail or Yahoo detracts from the overall value and reputation of your brand. Even if your services are professional people will be skeptical of choosing your brand.

Many people regard emails from free  popular domains as a form of SPAM, meaning that your email could face a very low opening rate. This is because online users are accustomed to receiving personalized business emails from the companies and brands that they engage with.

Additionally, when using a free email provider you have to agree to their terms and conditions, meaning that you are potentially endangering both your and your customers’ privacy in the process. Such email providers store all correspondence on their servers and you can never be sure what can happen with that information.

While you might still use encryption email clients like Thunderbird or ProtonMail, these applications only affect the email on the side of the client, meaning that the information will still be present on the hosted server.

Because of this, it is important to consider investing into your own server as that will give you a lot more options in terms of customization, additional features and above all - better privacy protection for your business and your users.

For example, our shared hosting and KVM VPS plans can offer you custom business emails creation with a great focus on privacy and security. We at VPSBG focus on providing our clients with the best security and privacy protection possible, as required by all regulations and legislation. We have a very strong privacy policy, which you can also check out if you’d like to learn more about our policies.


Custom business emails allow you to have information control

When it comes to hosting your own email address, you get a lot of additional benefits that you won’t otherwise have when using a free email provider.

One of the most important advantages is the fact that you will have the rights not only to the content of the emails and their storage but also the information over the email itself.

Let’s say a given employee leaves your company, you can easily repurpose their business email or remove it completely. Additionally, you can also dispose of the employee’s personal information without having to worry about it being stored on a third-party server. Moreover, you can also choose to redirect incoming email traffic from previous employees’ emails by assigning them to new ones.

Additionally, having this administrative access will also allow you to check prior correspondence and identify any potential issues or critical information regarding your business’ external communication even after the person who was responsible for that is no longer at the position.


Custom business emails are a good marketing tool

Everything that you create around your business can be a good leverage point to start a campaign around. For example, you can easily use your website as a marketing tool and the same applies to your business email.

Every email you send across the Internet gets your brand more attention. Having a memorable email can result in passive view marketing, gaining you a broader coverage and attracting more people to your brand.

Having people passively remember your brand just because they’ve seen an email containing your business’ name is a very good way to expand your reach across the digital world.

You should also consider implementing a custom signature in your email in order to authorize more important messages and add authenticity to your emails. You should also think about placing social media links in the footer section of the email in order to generate even more engagement with your brand.


Popular email naming conventions

There are a number of naming conventions that you can utilize when it comes to giving your emails a name. The main idea here is to be consistent rather than focusing too much on how to name your emails.

Creating a naming system that can be applied across all of your company’s departments can be quite beneficial as communication will be much easier to establish.

Some popular email naming examples include the following patterns:

  • FirstName.LastName@example - John.Doe@example
  • FirstInitial.LastName@example - J.Doe@example
  • FirstName@example - John@example
  • Role@example - manager@example

Again, these are just some popular examples that most companies utilize on a global scale. Other popular symbols to use instead of the dot are the dash (-) and the underscore (_).

Just remember to name your emails consistently so that communication can flow naturally and so your clients and employees won’t have to be confused as to who has sent a particular email when they check their inboxes.


How many emails should you create

The total number of emails that you can create can be endless. Depending on the size of your company, you might need to create a separate email for each employee, department or group.

For example, it is a good idea to create a different email for your sales department including subdivisions such as returns, complaints and additional information. You can also set up a divergent email for your order confirmation, customer service and any other departments that your business consists of.

This will help your potential and existing customers to be able to send their emails directly to the person who can answer them. Imagine a customer wants to return a given product that they have purchased. Rather than having to contact the support team that might be located at the support@example email to only be forwarded to another address after, they could directly email returns@example and get their query answered in a matter of minutes.

This ultimately shortens the forwarding chain, ensuring faster response times and more satisfied customers.

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