Register a domain in your business name, connect it to a mailbox service such as Zoho Mail or Google Workspace, and make sure the settings that prove your emails are genuine are switched on.
Why a free address holds you back
A quote sent from inzozibakery2024@gmail.com could come from anyone. The same quote from orders@inzozibakery.rw comes from a business. Customers notice the difference, and so do the people who decide whether to pay your invoice or award you a tender.
Your own address also stays yours. If you change mailbox service later, the address does not change, so customers never lose track of you.
The three pieces, in plain words
| Piece | What it is | How often you pay |
|---|---|---|
| Domain | Your address online, like yourbusiness.rw. It is the part after the @ in your email and the name people type to find your website. | Every year |
| Mailbox service | The company that stores your messages and lets you read and send them, on your phone and in the browser. Zoho Mail and Google Workspace are common choices. | Free or per person, depending on the plan |
| Settings that prove it is you | A few small records added to your domain so that Gmail, Outlook and others trust your messages instead of sending them to spam. | Set up once |
You do not need a website to have business email. A domain with mailboxes is enough, and you can add a website later on the same domain.
Choosing and registering the domain
- Keep it short and easy to say over the phone. If people misspell it, emails get lost.
Choose between .rwand .co.rwfor Rwanda, or a .com if you sell abroad. Our guide to .rw domainsexplains the difference. - Register it in the name of the business, never in the name of a developer or an employee.
- Write down the renewal date. A domain that expires stops your email the same day.
Setting up the mailboxes
Once the domain exists, you choose a mailbox service and connect the two. Connecting means adding a few records to the domain settings that tell the internet where your email should be delivered.
Decide who needs an address. Many small businesses start with one or two people plus a shared address like info@ or orders@. A shared address can often be an alias, which delivers into an existing mailbox, instead of a separate paid mailbox.
Staying out of the spam folder
Since 2024, Gmail expects every sender to prove their messages are genuine, using settings known as SPF and DKIM, and large senders must also publish DMARC. Without them, your emails can land in spam or be refused.
What you pay, and when
- Once: the setup, if someone does it for you.
- Every year: the domain renewal.
- Every month or year, if you choose a paid plan: the mailbox service, usually per person.
- Never: a free mailbox plan, if one fits your needs.
Further reading
Official documentation behind the technical guidance in this article.
