Why Custom Email Matters
Sending proposals from you@yourdomain.com increases reply rates by 30% versus generic Gmail. It signals permanence, professionalism and brand consistency.
Two Main Routes
- Forwarding-only: mail sent to you@domain.com auto-routes to existing Gmail/Yahoo; no inbox to manage
- Full hosting: Google Workspace, Microsoft 365, or self-hosted mail server with storage, calendar, collaboration
Setting Up Forwarding at Registrar
Most registrars (Namecheap, Cloudflare) offer 100 free forwarders. Create address “sales@yourdomain.com” and destination “yourpersonal@gmail.com”. Changes propagate within 10 minutes.
Adding SPF & DKIM for Forwarders
Even forwards can fail spam filters. Add TXT SPF: v=spf1 include:_spf.google.com ~all to authorize Google’s IPs to send on behalf of your domain. For stricter alignment use ~all not -all until testing is complete.
Upgrade to Google Workspace
Sign up, verify domain via TXT or CNAME, add MX records Google supplies (ASPMX.L.GOOGLE.COM priority 10). Enable 2FA and create aliases like support@ that deliver to the same inbox.
Microsoft 365 Alternative
Cheaper entry plans ($6 vs $6 Google) but desktop Office suite is a separate install. MX record priority 0 is yourdomain-com.mail.protection.outlook.com. Use if you prefer Outlook desktop.
Self-Hosting Warning
Running Postfix on a $5 VPS gives you full control but also full responsibility for blacklists, TLS certs, DKIM rotation, backups. One misconfigured open relay and your domain reputation is toast for months.
Email Authentication Checklist
- SPF record covering all sending IPs
- 2048-bit DKIM key rotated yearly
- DMARC policy starting at p=none, ramp to p=quarantine
- Reverse DNS (PTR) matching MX hostname
Quota & Archiving
Google Workspace Business Starter is 30 GB; heavy media users should bump to Standard (2 TB). Set auto-archive after 365 days to keep inbox snappy and comply with data-retention laws.
Troubleshooting Delivery
If mail lands in spam, check MXToolbox blacklists, SPF syntax, and DKIM alignment. Send a test to mail-tester.com; aim for 9/10 score before mailing customers.