4 Major Benefits of Having a Customized Email for Your Small Business or Professional Practice

Dr Marketing Inc • November 30, 2018
Teal email at symbol with shadow on a mint background

Email communication is slowly becoming the most popular wayfor businesses and clients to interact. It’s time efficient, cost-effective,and convenient - for everyone! Today, almost everyone has an email account, andis able to be reached 24/7 - Far gone are the days of, I forgot about thisappointment, I never said that, or I didn’t get your message. EVERY businessneeds to have a professional email address to keep up communication withclients, colleagues, and potential clientele. There are free email suppliers that you canutilize and create an email account within seconds – Gmail, Hotmail, and Yahoo,just to name a few. But, did you know that using a free email address as a professional can make you appear unprofessional? Let’s think about this scenario:


Have you ever gone into a highly professional office, onlyto receive a follow-up email from a Gmail or Hotmail account? It’s a tadoff-putting and makes them seem like an amateur. When we think of Gmail or Yahoo email accounts, they tend to be for personal use. If you're looking to bring your business from an amateur toprofessional status, then you need to transition to a customized email address. A customized email address caninstantly improve the credibility of your small business and even make it seemlike a larger corporation. If you already have a business website, you can easilyconvert your email to branded email addresses. Let’s explore some ofthe benefits of having a customized email for your business.


The Benefits of Having a Customized Email for Your Small Business or Professional Practice

It’s Professional

Row of diverse professionals standing together against a teal background, some in lab and business attire.

Having a customized email gives your small business an instant sense of credibility, and portrays the image that you are well established in your industry. Customers tend to look for some type of legitimacy before agreeing to work with a company. Whether it be trusting them to complete a service, to care for their health, provide a product, or to give them advice, they need to see that the company is trustworthy. In a recent survey among consumers, over 65% of people would choose a company that has a branded email address versus a company with a free email address. If you're looking to brand your company as professional and legitimate in your industry, then you need to be utilizing a custom email address. Telecommunications companies also offer a free email address with most internet packages, be sure to steer clear of using these emails for your business. The second you cancel your service or change providers, your email is gone.

It’s Secure

Masked thief reaching for a folder on a computer labeled “confidential data”

When you have a custom email, it's hosted by the reputable business that also hosts your domain name.Your domain name is linked to your customized email address and vise versa. So,just as your website is secured by an SSL certificate and other securitymeasures, so is your email address. Any confidential information that is sentthrough email is encrypted and is safe. This is requiredto ensure that all personal and confidential information that clients submitvia email to your business is secure and will not be shared or distributed on the web by scrappers or spammers. In addition, we should never put all our trust into afree provider. What would you do if tomorrow, Gmail implemented a pricing model and charged a demanding fee per email – would you still utilize theirservices? What if they decided to delete your email address (for any number ofreasons)? How would clients be able to reach you? Having an email address thatis connected to your domain name ensures that as long as your domain name isregistered, the email address(es) will be registered to you as well - and that any information (personal or business related) is protected from online hackers. Having acustomized email address is secure for your business and for your clients.

It’s Easy

Man at desk using smartphone, surrounded by email icons and alert symbols, looking stressed.

A customized email address is not only easier for you and your staff to remember, but it’s also easier for your clients. Many people are reluctant to click on an email coming from an unknown sender. Having an email come from a free account (like Gmail or Hotmail) can seem like spam and might end up in the trash folder. If your brand is reaching out to the client for the first time (via a marketing email or responding to a website request form), you want the client to know who is trying to connect with them. Clients want to know exactly who is reaching out to them, and where they are coming from – because prettyteeth678@gmail.com, doesn’t exactly draw the line from me to the dentist around the corner. However, appointments@prettyteethon678th.com lets a client know that their appointment is being scheduled/confirmed. Furthermore, a branded email address is also easier for you to manage as the business owner. You are able to create new accounts for employees or new positions within a matter of minutes. You are also able to manage any existing emails under your business and delete any inactive accounts. One of our favorite features is that you can integrate your custom email just as easily as any free email account on your smartphone device or computer, have it sync with your desktop application (like Outlook), or access your email through a web browser if you're not in the office. Having a customized email address is easier for you, your staff, and for your clients.

It’s Customizable

Laptop with email inbox as envelopes fly in from both sides

A custom email address can be anything you want it to be.Depending on the size and field of your small business, you might wantdifferent email addresses that pertain to different positions or employees. Ina dental clinic, for example, the most common email addresses to have are:
newpatients@dentalclinic.com



  • reception@dentalclinic.com
  • officemanager@dentalclinic.com
  • drdentist@dentalclinic.com
  • staffname@dentalclinic.com


Having specific email addresses helps keep your businessorganized and structured. You are no longer wasting your time shuffling through appointment request emails, while your receptionist or appointment clerk is sitting on an emptyinbox. You are able to delegate incoming email requests to the appropriateemployee. This can also increase the efficiency and speed of your office. Thetime that was previously wasted replying to emails, can now be spent creating new projects for you or your staff. To put it in a nutshell, your customized email address comesfrom your registered domain name. The domain name is the address of yourwebsite that is typed into the search bar on an internet browser - This canalso be your business’ name. It is important that your business name is clearand professional. A customized email address should only be created if yourbusiness has a registered website. If you haven’t created your business websiteyet, you may want to do so before jumping into custom email creation. We recommend this because clients will want to search your email online for additional information (typically, a custom email is attached to a website), and if they can't find anything, the likelihood of that potential client calling back to confirm their first appointment is going to be much slimmer. Are you having trouble deciding on your domain name? Checkout our recent blog post on Easy Steps to Choose the Perfect Domain Name forYour Small Business.


Benefits of Having a Customized Email Address from aMarketing Stand Point

Hands holding a tablet with an email envelope icon and notification badge on screen

Marketing is the management of relationships – and throughmarketing, we are essentially putting ourselves on the map by proclaiming“We’re Here! We’re Open for Business!”. Without marketing, the only visibilitythat your small business has is to the people who pass by your business and seeyour name in the window. If your business does not have a flagship location oris located in an office building, you have even less opportunity to meetpotential clients. You might just think of marketing as commercials, banners, ordisplayed advertisements, but, it's so much more. Marketing your business isthe only way to grow your company into a brand – in the marketing world, werefer to this as branding. Everything that your business does online (marketing/ads,emailing, social media, and your website) should be done under your brand'sidentity. Your brand identity is the makeup of your business – thiscan include the mission statement, best practices, colors and themes, and theideal customer. With your brand identity, comes your brand name, or yourbusiness name, and this should be the header of everything you do online. Allof your resources that we mentioned earlier (marketing/ads, emailing, socialmedia, and your website) should include your branded business name. Acustomized email address (drjoe@joesdentistry.com) aids in the marketing andbranding of your small business or practice. A customized email can take you from a random business to a trusted resource. It incorporates your business name into every message thatyou send and helps with branding your company. Any small business owner cantell you that their main goal is to grow. By branding yourself (and yourbusiness) you are optimizing the way that you are perceived by the public - thus, aiding in growth. With branding, clients no longer think of you as Joe the Dentist, but now as Joe’s Dentistry – aprofessional practice that offers comfortable and professional care.

Four coworkers in a meeting around laptops, discussing ideas with speech bubbles on a blue background

Having a customized email for your small business isessential. For security reasons, a custom email keeps all of your information,your orders/appointments, and your client’s information secured. A custom emailcan also help organize your business' internal structure and external makeup. You can make it easier for clients toknow who is reaching out to them by having your business name in your email.You can also make it more efficient for yourself, and your staff by having differentemails for the different positions of your business. Furthermore, a customizedemail address also aids in the branding of your company. If you are planning toexpand your business and reach more clients, you need to be using a customizedemail address. Custom emails also help when you have a disgruntled employee. Instead of giving employees access to your Gmail account, or having the employee create their own Gmail account to communicate with your clients, which can turn bad real quick if that employee leaves on bad terms, custom emails put the control in your hands.

Dr. Marketing offers custom and secure webmail for our clients. Our email service is customizable and sophisticated. We provide all email accounts with 10 GB of storage (enough for 100,000 emails), emails are able to send attachments up to 20 MB/ email, and even added email security. We provide your email account(s) with an SSL certificate, that allows you to send and receive sensitive and confidential information securely through the internet. 

Are you ready to bring your small business into the professional world with a customized email address? Click the button below to speak with our expert team

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