Setting Up a Professional Email for Your Company

Sending sales mail from a gmail.com address is the cheapest way to look like you are not a real company. Fixing it takes an evening.

What you need, in order

1. A domain. ₹800 to ₹1,200 a year for a .com or .in. Buy it somewhere boring and reputable, and turn on auto renew. Companies lose their domain to a lapsed card more often than you would believe.

2. A mail provider. Google Workspace or Microsoft 365. Either one is fine, whatever anyone tells you. Expect roughly ₹150 to ₹300 per person a month depending on plan, billing cycle and whether the price you are quoted includes GST. Check the vendor's own page, because reseller pricing in India varies a lot.

Pick Google if your team already lives in Docs and Sheets. Pick Microsoft if they live in Excel and Teams, or if your customers are large corporates who will send you .docx files.

3. Ninety minutes to connect them. You add a few records at your domain provider, and the mail provider walks you through it.

The three settings that decide if your mail arrives

This is the part people skip, and then wonder why half their outreach vanishes.

• SPF says which servers are allowed to send mail as you.
• DKIM signs each message so the receiver can tell it was not tampered with.
• DMARC tells other mail servers what to do when something fails those checks.

All three are a line of text each, added once at your domain provider. Without them, Gmail and Outlook treat your mail with suspicion, and a cold email campaign quietly dies in spam folders while you tell yourself the message was wrong.

How to name the addresses

firstname@yourcompany.com for people. Short, human, and it survives someone changing roles.

Then two or three shared ones: hello@ or sales@ for the website, accounts@ for invoices, and careers@ once you hire. Set these up as groups that forward to real people rather than as extra paid accounts, which is a common way to waste money.

One thing to decide early: what happens when someone leaves. Keep the mailbox, forward it to whoever takes over, and do not delete it for a year. Customers write to people, not companies.

Small things worth doing on day one

• Turn on two factor authentication for every account, starting with yours. Email is the master key to everything else.
• Write one signature block and give it to the team, so five people do not invent five versions.
• Put a real address in the signature. It helps deliverability and it makes a stranger trust you.
• Send a test to a Gmail account and a Microsoft one, and check where it landed.

Prices and plan names move around. Confirm the current figure on the provider's site before you buy, and watch whether the number you are shown includes GST.