Why Businesses Should Choose Email with a Custom Domain?

Why Businesses Should Choose Email with a Custom Domain?

10/07/2025 02:17 PM 21 Views
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    Business Email: Why Should Businesses Use Email with Their Own Domain Instead of Free Gmail?

    In a context where businesses increasingly depend on digital technology to maintain operations, internal communication, and work with customers, choosing a reliable communication tool becomes more important than ever. In the startup phase or early days of operation, many businesses often use free Gmail as a quick and convenient solution to get started. However, as the business grows, the number of personnel increases, the number of partners increases, and the requirements for security and branding become increasingly high, free Gmail will gradually reveal many limitations.

    At this point, switching to business email – a type of email set up on the business's own domain – is a strategic step that demonstrates long-term vision and professionalism. This is not just a technical tool, but also a means of enhancing reputation, increasing security, and optimizing operational efficiency.

    Why Businesses Should Choose Email with a Custom Domain? by MIMADIGI

    What is Email with a Custom Domain?

    Email with a custom domain is an email system configured based on the business's own domain, for example: nhansu@tencongty.com, marketing@doanhnghiepxyz.vn. Unlike public email addresses such as abccompany@gmail.com or doanhnghiepxyz@yahoo.com, business email clearly demonstrates specialization and complete control by the owning organization.

    Today's email systems with custom domains are often operated through reputable platforms such as Google Workspace, Microsoft 365, Zoho Mail, or private server services. In addition to enhancing the business's image in the eyes of partners and customers, private domain email also comes with many advanced features in terms of security, centralized administration, and the ability to integrate into internal systems such as CRM, ERP, and work management software.

    Why Businesses Should Choose Email with a Custom Domain? by MIMADIGI

    Why is Free Gmail No Longer Suitable for Professional Businesses?

    Loss of Brand Recognition and Lack of Professionalism in the Eyes of Partners

    Professionalism in business is not only reflected in products or services but also in every small detail in the way a business communicates. An email address like ctyabc@gmail.com easily makes customers question the seriousness and systematic investment of the organization. Especially in industries such as finance, law, technology, education, or healthcare – where reliability is a vital factor – sending emails from a free address can significantly reduce credibility and even be considered spam.

    In contrast, a professional email address such as lienhe@abcgroup.vn or sales@tapdoanxyz.com not only demonstrates professionalism but also affirms the brand and legitimacy of the organization in every communication, whether internal or with customers.

    In addition, when your employees use personal emails for work, you will miss the opportunity to amplify your brand each time they send emails to partners, customers, or suppliers. With private domain email, every letter sent carries the business name – that's cost-effective marketing.

    Lack of Control, Authorization, and Centralized Administration

    One of the serious problems when businesses use free Gmail is lack of control. Each Gmail account is an independent entity, not within the company's management system. You can't know what employees are sending, receiving, or if they are sharing important information externally.

    Especially when employees quit, the business has no right to revoke the account, cannot access email content or exchange history. These risks not only affect security but also cause data loss, work interruptions, and the risk of leaking strategic information.

    Meanwhile, modern business email systems allow you to:

    • Create and delete accounts in real time
    • Authorize roles (employee – manager – admin)
    • Control data and store the entire email history
    • View access logs to monitor user activity
    • Set up aliases and email groups by department

    Such centralized administration helps businesses be both flexible in operation and ensure transparency, synchronization, and information security.

    Data Security Risks and the Danger of Being Exploited

    Free Gmail – even with security at the average user level – still does not meet the strict security requirements of businesses. Some typical risks include:

    • Inability to control logins from unknown devices: Gmail does not allow limiting IP or devices, so if the account password is leaked, bad actors can easily log in from anywhere without your knowledge.
    • No support for business authentication according to SPF, DKIM, DMARC standards: These standards help verify that the emails you send are genuine, reducing the likelihood of being spoofed or marked as spam. Free Gmail does not fully support this.
    • No risk reporting or abnormal login monitoring: While business emails from Google Workspace or Microsoft 365 can warn when there is a login from an unknown device, from another country, or at the same time from multiple locations – free Gmail has absolutely no such feature.
    • Easy to lose data when the account is locked or password is forgotten: Because the account belongs to the individual, the business cannot access the data if the user does not allow it.

    In fact, many businesses have faced issues such as: employees using personal emails to transact with customers, and after quitting their jobs, they continue to contact them to attract customers; internal documents are leaked due to personal emails being hacked; or being impersonated by competitors sending letters with addresses that are almost identical.

    Why Businesses Should Choose Email with a Custom Domain? by MIMADIGI

    Comprehensive Comparison Between Free Gmail and Business Email with Custom Domain

    When starting a business, using free emails like Gmail is a popular choice because of its convenience, ease of use, and no initial cost. However, as the organization grows, the need for management, security, and brand recognition becomes increasingly important, and email with a custom domain becomes an indispensable solution.

    Below is a detailed comparison between free Gmail and business email with a custom domain in many important aspects:

    Criteria Free Gmail Email with Custom Domain
    Email domain Uses the @gmail.com ending Customized to the business's own domain, for example: @tencongty.com
    Brand recognition Almost none Creates a professional impression and synchronizes the brand on every email sent
    User management No centralized management capability, depends on the individual who owns the account Administrators can create, revoke, authorize, and control all employee accounts
    Flexibility to expand Only suitable for individuals or small groups Easily expandable to dozens or hundreds of accounts, suitable for long-term business development
    System integration capability Limited, little in-depth integration Easily integrates with CRM, ERP, accounting software, human resource management systems... creating a synchronized ecosystem
    Security and control Basic security, no control when staff leave Integrates two-factor authentication (2FA), activity logging, IP restriction, monitors abnormal logins, easily disables accounts when needed
    Technical support No official support, you must handle problems yourself or search the community Professional technical support from the service provider, with a team to promptly handle incidents and optimize the system
    Storage capacity  15GB/account, cannot be shared Flexible capacity, can be shared or upgraded by user group, optimized for each department
    Successful email delivery rate (not spam) Easily marked as spam if sending marketing emails or sending too many  SPF, DKIM, DMARC authentication helps increase the rate of getting into the main inbox, suitable for both individual and bulk sending
    Internal regulation compliance Does not support policy setting, easy to lose information Allows you to create email usage policies, filter content, and monitor according to ISO/ITIL standards if needed
    Interface and extended features Only Gmail and Google's basic toolset  Various options: Google Workspace, Microsoft 365, Zoho Mail, each platform has its own ecosystem with advanced features
    Cost Free (but in return, there is a lack of control and poor security) Paid per user (~1.5 – 5 USD/month), but operating efficiency and brand value increase many times over

     

    Why Businesses Should Choose Email with a Custom Domain? by MIMADIGI

    More In-depth Analysis of Some Important Criteria:

    Brand Recognition – A Vital Factor in Business Communication

    When you send an email with the address tencongty@gmail.com, the recipient doesn't know who you are or what business you are. Meanwhile, with the email ten@tencongty.vn, the brand image is reinforced from the first time of communication. This not only increases professionalism but also creates a sense of trust – especially in the context of increasingly common email scams and impersonation.

    Centralized Management – More Strict Control When Personnel Changes

    With personal Gmail, if an employee quits and does not hand over the account, all contact data, customers, quotes... may be lost or taken advantage of. In contrast, business email systems allow administrators to easily lock accounts, forward emails, and assign new permissions without having to access the employee's personal device.

    Integrated Ecosystem – A Decisive Factor in Work Performance

    Free Gmail operates independently and does not support in-depth integration with other systems such as CRM (customer management), ERP (financial, warehouse, personnel management). Meanwhile, business email can be closely linked with internal systems to automatically:

    • Send quotes from CRM to customers
    • Create invoices from the accounting system and send them immediately via email
    • Update project progress via group email
    • Synchronize meeting schedules with department or company calendars

    Security – Not Just a Feature, But a Responsibility

    Free Gmail does not provide tools to warn of unauthorized access, does not support checking logins from unknown IPs, or restricting login devices. This is extremely dangerous in a remote working environment. Meanwhile, business email can activate multiple layers of security such as:

    • Limit IP by geographical region
    • Require two-factor authentication (2FA)
    • Warn if an account sends a large number of emails in a short period of time – a sign of being compromised

    Why Businesses Should Choose Email with a Custom Domain? by MIMADIGI

    Process of Transitioning from Free Gmail to Business Email

    Step 1: Purchase a Private Domain

    Choose a domain that matches your brand. Prioritize domains such as .com, .vn, .net to create trust.

    Step 2: Choose an Email Platform

    Determine your business needs to choose Google Workspace, Microsoft 365, Zoho Mail...

    Step 3: Set Up User Accounts

    Create accounts according to the standard:

    • firstname.lastname@domain.com
    • phongban@domain.com
    • info@domain.com

    Step 4: Set Up Security

    • Activate 2FA
    • Install SPF, DKIM, DMARC
    • Set up group-based authorization

    Step 5: Training and Implementation

    • Train staff on how to use
    • Set up a synchronized signature
    • Instructions for handling incidents

    Contact Information

    • MIMA Trading and Service Company Limited
    • GPDKKD: 0318672839 issued by the Department of Planning and Investment of Ho Chi Minh City on September 17, 2024
    • Address: 31/3B Ấp Thới Tứ 1, Xã Đông Thạnh, TP Hồ Chí Minh, Việt Nam
    • Phone: 0909 035 333
    • Website: https://mimadigi.com
    • Email: info@mimadigi.com

    Huynh Ngoc Thao Tien

    Content Specialist

    Is a skilled content marketing professional with extensive experience in website design, SEO, fanpage management, and Google Maps optimization. Her strength lies in crafting engaging content strategies that help businesses increase online visibility and build strong digital brands.

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    Why Businesses Should Choose Email with a Custom Domain?
    Why Businesses Should Choose Email with a Custom Domain?
    Using email with a custom domain not only offers benefits in terms of branding and security but also helps optimize workflows. Businesses should seriously consider transitioning from free email to business email to take advantage of these benefits.

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