Business Email and Domain Names: 7 Things to Get Right for Your Organisation
Your email address is often the first thing a customer, partner or tender committee sees from your organisation. An address on your own domain looks professional, but it only works well when the domain, mailboxes and security settings are planned and looked after. Here are seven things Bhutanese businesses, schools and offices should get right.
1. Register the domain in the organisation’s name
Domains are sometimes registered by a former staff member, a relative or a one-time web designer. When that person leaves, renewing or changing settings becomes difficult. Make sure the domain is registered to the organisation, that renewal reminders go to a shared official address, and that more than one responsible person knows where the account is managed.
2. Never let the renewal lapse
An expired domain can take down your website and your email at the same time, and messages sent to you in that period may be lost. Note the expiry date in your calendar, keep payment details current, and consider renewing for more than one year where your registrar allows it.
3. Choose a mail service that fits how you work
Options range from hosted business email services to mail included with your web hosting. Think about how many mailboxes you need, how much storage each person uses, whether staff work mostly on phones, and whether you need shared calendars or file storage. The cheapest option is not always the right one if it struggles with spam or has limited support.
4. Set up SPF, DKIM and DMARC records
These three DNS records help receiving mail servers confirm that messages really come from you. Without them, your quotations and invoices are more likely to land in spam folders, and it is easier for someone to send fake emails that appear to come from your domain. They should be checked again whenever you change mail providers or add a new system that sends email for you, such as a website contact form or billing software.
5. Use role-based addresses for shared work
Addresses like info@, accounts@ or support@ keep enquiries flowing even when staff change or go on leave. Route them to the right people, and avoid publishing personal addresses for functions that belong to the whole team.
6. Protect every mailbox
Email accounts are a common way into an organisation. Use strong, unique passwords, turn on two-step verification where the service supports it, and remove access promptly when someone leaves. Train staff to check the sender’s address carefully before acting on payment requests or links.
7. Keep your DNS records documented
Your domain’s DNS settings control both the website and email. Keep a simple record of what each entry does and who changed it last. This makes moving to a new host, adding a subdomain or troubleshooting delivery problems much quicker and less risky.
How eDruk can help
Since 2004, eDruk Private Limited has supported organisations in Bhutan with websites, software, networking and technical consultation. If you want help reviewing your domain, setting up business email or checking that your mail is configured correctly, we are happy to talk it through with you.
Email edruk@edruk.com.bt, call +975 2 332277, or visit www.edruk.com.bt.