October 2024
Why Your Business Needs Professional Email (And How to Set It Up)
First Impressions Matter
Imagine you're a homeowner looking for a contractor. You get two quotes:
- One from john.smith.hvac@gmail.com
- One from john@smithhvac.com
Which one looks more professional? Which one do you trust more with a $20,000 project?
Professional email addresses make you look credible, established, and trustworthy. They signal to customers that you're a real business, not someone working out of their garage (even if you are starting small).
Benefits of Professional Email
1. Builds Trust and Credibility
Customers are more likely to do business with companies that have professional email addresses. It shows you've invested in your business and take it seriously.
2. Better Brand Recognition
Every email you send reinforces your brand. When customers see @yourcompany.com, they remember your business name not Google or Yahoo.
3. More Control and Security
With professional email through Google Workspace, you control who has access, what permissions they have, and what happens to accounts when employees leave. Free email services don't give you that control.
4. Avoids Spam Filters
Emails from free providers (Gmail, Yahoo, etc.) are more likely to end up in spam folders. Professional email with proper DNS configuration is more likely to reach your customers' inboxes.
5. Scales With Your Business
As you hire employees and contractors, you can easily create new email addresses (sarah@yourcompany.com, office@yourcompany.com) and manage permissions all from one admin panel.
How to Set Up Professional Email
The most common way to get professional email is through Google Workspace (formerly G Suite). Here's what's involved:
Step 1: Buy a Domain Name
First, you need to own a domain (like yourcompany.com). You can buy one from Google Domains, GoDaddy, Namecheap, or other domain registrars. Cost: typically $10-20/year.
Step 2: Sign Up for Google Workspace
Google Workspace gives you professional email plus access to Google Drive, Docs, Sheets, Calendar, and more. Cost: $6-18/user/month depending on the plan.
Step 3: Configure DNS Records
This is the technical step that most people struggle with. You need to add specific DNS records (MX records, SPF, DKIM) to connect your domain to Google's email servers.
Get this wrong, and your email won't work or worse, it'll end up in spam folders.
Step 4: Set Up Email Addresses and Permissions
Create email addresses for your team, set up forwarding and aliases, configure spam filters, and set appropriate permissions for who can access what.
Step 5: Configure Security Settings
Enable two-factor authentication, set up mobile device policies, configure external sharing settings, and more.
→ Read our guide to Google Workspace security settings
Common Mistakes to Avoid
- Wrong DNS records: Your email won't work or will be flagged as spam
- Weak security settings: Leaves your business data vulnerable
- No admin management: Former employees retain access to company data
- No backups: Accidentally deleted emails are gone forever
- Poor organization: Shared inboxes, aliases, and groups aren't set up properly
We Can Handle This For You
Setting up professional email correctly takes time and technical knowledge. Most business owners don't have hours to spend researching DNS records and security settings.
We set up Google Workspace for businesses like yours every week. We handle domain configuration, DNS records, email setup, security settings, and ongoing admin support so you can focus on running your business.
Initial Setup: $2,500
Ongoing Support: $75/hour for changes and maintenance
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