Email Hosting With a Custom Domain: Look Professional From Day One

Why Custom Domain Email Matters

Which email inspires more trust?

johnsplumbing2024@gmail.com
john@johnsplumbing.com

The answer is obvious. Custom domain email tells clients, partners, and vendors that you're a legitimate business. It's one of the easiest ways to look professional.

Email Hosting Options

Google Workspace (Formerly G Suite)

Cost: $7/user/month (Business Starter) Storage: 30GB per user Features: Gmail interface, Google Drive, Calendar, Meet, Docs

Google Workspace is the most popular choice for small businesses. The Gmail interface is familiar, spam filtering is excellent, and integration with Google's productivity tools is seamless.

Microsoft 365

Cost: $6/user/month (Business Basic) Storage: 50GB mailbox, 1TB OneDrive Features: Outlook, Teams, Word, Excel, PowerPoint

If your business uses Microsoft products, this is the natural choice. Outlook's email management features are powerful for high-volume email users.

Zoho Mail

Cost: Free for up to 5 users (limited), $1/user/month (paid) Storage: 5GB (free), 10GB+ (paid) Features: Clean interface, calendar, tasks

Zoho Mail is the budget-friendly option. The free tier works for solo entrepreneurs who just need a professional email address.

Fastmail

Cost: $5/user/month Storage: 50GB Features: Privacy-focused, fast, custom domain support

Fastmail is popular with privacy-conscious users. No ads, no tracking, and reliable performance.

Your Web Host

Many hosting providers include email hosting. It's usually basic but functional for small brands. Check if your host offers it before paying for a separate service.

Setting Up Custom Domain Email

Step 1: Choose Your Provider

Select based on your budget, team size, and tool preferences.

Step 2: Add Your Domain

In your email provider's admin panel, add your domain (yourbrand.com) and verify ownership.

Step 3: Configure DNS Records

Add these records at your domain registrar or DNS provider:

MX records — Tell email servers where to deliver mail
SPF record (TXT) — Authorizes your email provider to send on your behalf
DKIM record (TXT) — Adds a digital signature to verify authenticity
DMARC record (TXT) — Tells receiving servers how to handle failed authentication

Your provider gives you the exact records to add.

Step 4: Create Email Addresses

Set up addresses for your needs:

hello@yourbrand.com (general inquiries)
support@yourbrand.com (customer service)
your-name@yourbrand.com (personal)

Step 5: Test

Send test emails to and from your new address. Check that emails aren't landing in spam.

Email Authentication Explained

SPF (Sender Policy Framework)

A DNS record that lists which servers can send email for your domain. Without SPF, your emails may be flagged as spam.

DKIM (DomainKeys Identified Mail)

Adds a cryptographic signature to your emails. Receiving servers verify the signature to confirm the email wasn't tampered with.

DMARC (Domain-based Message Authentication)

Tells receiving servers what to do when SPF or DKIM checks fail — report, quarantine, or reject. Start with a "none" policy and gradually increase to "reject."

Email Best Practices for Brands

Use your custom domain for all business communication — Even internal emails
Set up email signatures with your brand name, title, and contact info
Don't use noreply@ for customer-facing emails — It's unfriendly
Archive, don't delete — You may need email records for legal or tax purposes
Enable 2FA on all email accounts

Common Email Setup Mistakes

Forgetting SPF/DKIM/DMARC — Your emails land in spam
Using too many email addresses — Monitor every address you create
Not setting up forwarding — info@, sales@, support@ should all reach someone
Skipping the test — Always send test emails before using your address publicly

Cost Comparison

| Provider | Monthly Cost (1 user) | Best For | |----------|----------------------|----------| | Google Workspace | $7 | Google ecosystem users | | Microsoft 365 | $6 | Microsoft ecosystem users | | Zoho Mail | $1 (free tier available) | Budget-conscious brands | | Fastmail | $5 | Privacy-focused users |

Your Email Hosting Checklist

[ ] Email provider selected
[ ] Domain added and verified
[ ] MX records configured
[ ] SPF, DKIM, DMARC records set up
[ ] Email addresses created
[ ] Test emails sent and received successfully
[ ] 2FA enabled on accounts
[ ] Email signatures configured

Before setting up professional email, you need a domain. Use BrandScout to find the perfect domain for your brand, then connect it to your email provider for instant credibility.