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Your Businesses Guide to Setting Up a Kick-Ass, Professional Email System

Your Businesses Guide to Setting Up a Kick-Ass, Professional Email System

Email. Its been around since 1969. 60% of it is pure garbage. But that doesn’t mean email is a bad way to communicate. Despite being 48 years old, Email is still an extremely valuable communication tool, for businesses tiny to huge. Let’s go over the secret to having an awesome business email system.

The Right Way to do Email for your Business

No, that Gmail address is not going to cut it for business. It’s highly unprofessional to have mybusiness1240s%@gmail.com on your business card. The best way to do email is with your own domain name, so emails come from enquires@mybusiness.com. If you don’t already have a website, then buying a managed email service like this one are the most cost-effective way to get a personalized email. Also, Save 30% off Godaddy’s Managed Email service with my coupon code: gdrockstar.

Now you’ve got a personalized email service, What emails addresses do you need?

  1. Enquires@Yourbusiness.com, Yourmates@Yourbusiness.com or Hello@Yourbusiness.com
    This is your main point of contact. All general emails and messages should go to one of these email addresses. But which one should you choose? Yourmates@ and Hello@ do seem to work better than Enquires@ cause they feel more friendly and personalized, but at the end of the day it depends on the kind of business you have. One of my favorite pub’s emails was drink@examplepub.com.
  2. Admin@Yourbusiness.com
    A lot of online services that require you to sign up to them will need an email address. Its best to have all your accounts registered with an admin@ email address, so these emails don’t end up with your other emails.
  3. Billing@Yourbusiness.com
    If you hand out bills to customers, make sure you have a billing email address. You can use it to send out bills via email, or let customers email you questions about there invoice.
  4. Careers@Yourbusiness.com
    If you advertise jobs at your company frequently, make sure you have a careers email address. People use these to send in the resumes and cover letters, rather than dropping them into your office. You can also use it to send out automatic emails to your applicants saying they didn’t get the job.
  5. EmployeeName@Yourbusiness.com
    Every employee should have an email address, so their work doesn’t get confused with everyone else’s. You could have FirstnameLastNameInital@Company.com, FirstNameInitalLastName@Company.com or FirstName@Company.com.
  6. Legal@YourBusiness.com
    Most of the time in your terms and conditions, competitions and other legal contracts you’ll need an email that people can contact you on to ask questions about the document, challenge the document or ask to make an exception. Use a legal@ email address for this, so important legal emails aren’t missed.
  7. Marketing@YourBusiness.com
    If you run ad campaigns and promotions, you should have a Marketing@ email for people to ask questions about the promotion’s fine print. Also if you run competitions, you could use this email to receive entries.
  8. Press@YourBusiness.com
    This email address should be used to get questions from the media or press. Also if you send out press releases, make an email newsletter from this address sending out press releases.
  9. Social@YourBusiness.com
    Social Media accounts like Pinterest, Facebook and Twitter can send out A LOT of emails, so for your social media accounts, use a social@ email address so your thousands of emails from Pinterest don’t get confused with emails from customers.

Complying with CAN-SPAM Law

If you use an email marketing service like Mailchimp, Anti Spam legislation requires that:

  • You must include your contact information in every promotional campaign that you send, including a physical mailing address or PO Box where you can receive mail. (Not a website or email address.)
  • You must offer a link to unsubscribe in every promotional campaign that you send. It must not be made intentionally hard or confusing to deter unsubscriptions.
  • You may not falsify your contact information or subject line.
  • You must tell email recipients why they are receiving the email in every promotional campaign that you send.

Be sure to check your country’s anti-email spam laws before you start sending email marketing campaigns. Big penalties apply if you don’t comply with these laws. Here’s Australias.

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