How to Set Up a Business Email

May 14, 2024

By: Emily Harper

How to Set Up a Business Email

Having a professional business email is key for small businesses looking to grow their business. It's not just about credibility — it's a powerful tool for communication, marketing, and establishing your business. At, we’ve partnered with Titan to offer you a professional email using your business domain name.

However, the below step-by-step guide will work for most business email platforms, so no matter who you decide to go with, you will walk away with the knowledge you need to communicate like a pro to your customers.

3 Benefits of Setting up a Business Email vs. Generic Email

Owning and setting up your own business email (e.g. [email protected]) rather than using a generic email domain (e.g. [email protected]) has a range of benefits.

1. It reduces your emails from being flagged as spam.

When you use a free or generic email service, your emails are often associated with a shared pool of users, some of whom may engage in spammy activities.

This can lead to your emails being flagged as spam by email providers, which means the important information you’re trying to reach your customers with won’t reach them.

With your own domain, you have greater control over your email environment. This makes it less likely for your messages to be mistakenly classified as spam and increases the likelihood of your customers opening up and reading what you have to share.

2. More responses to your emails.

Recipients are more likely to open and engage with emails sent from a recognizable and legitimate domain than from generic or unfamiliar addresses.

As more sophisticated scams have become more common in recent years, customers are more attentive to spammy and malicious emails. With your own email domain, you establish a safe online identity, making it difficult for scammers to mimic your email address and for customers to fall victim to their attacks.

3. It can lead to increased sales.

By reducing the number of emails that go into your spam filters and building more trust with your customers, you can ultimately increase your business's communication and sales!

3 Steps on Setting up Your Business Email for Success

Setting up a business email through an email service such as Titan is more than a professional touch—it's a strategic move to enhance your business credibility, reduce the likelihood of your emails going to spam, and increase your open email rates.

Open email rates show how many people opened the emails a business sends compared to the total number. As small business owners, a high open rate means that your emails are grabbing people's attention and likely sparking their interest.

Whether it's organizing your inbox, deploying email campaigns, or enhancing email deliverability, email platforms that provide business emails usually offer the tools and guidance needed to streamline your business communication efforts effectively.

Step 1: Register a Custom Domain

Before you can begin setting up your business email, you need to have a registered domain.

Start by brainstorming a list of possible domain names for your business. Remember this golden rule: keep it simple and memorable. Once you’ve come up with the perfect domain name, check to see if it’s available on

Now that you’ve found the perfect domain name, you can register it through in three easy steps:

1. Type the name of your business in the search bar and click “Search” to see which options are available.

2. Select your preferred domain name.

3. Complete the required forms and proceed to payment.

For an in-depth, step-by-step guide, read our blog post, Registering Your Domain Name and Connecting to Your Website.

That’s it! Now, you’re ready to set up your business email.

Step 2: Connecting Your Business Domain

There are many email hosting providers you can choose from, but to make this as seamless as possible, we suggest using Titan Email. has partnered with Titan Email to offer you a professional email using your business domain name.

Simply follow the instructions after registering your domain with or select ‘Business Email’ in your dashboard. Titan will guide you through connecting your domain to your new business email account. If you did not register your domain through, don’t worry! Titan will tell you exactly how to connect your domain so you can start sending and receiving emails for your business.

Depending on your registered domain, the path to connecting to your email using Titan generally follows these steps:

1. Setup MX and TXT records

2. Setup DKIM record

3. Setup DMARC record

Don’t let the tech jargon overwhelm you, check out the graphic below to see exactly what these key terms mean.

Do you have to set these up to send emails?

No, you don't need DKIM and DMARC records to send emails, but it's a good idea to add them to your DNS settings. These records help keep your emails safe by preventing scams like phishing and unauthorized use of your email address. They can also help ensure your emails don't end up in your customers' spam folders.

Step 3: Adding a Professional Email Signature

An email signature acts as a digital business card, creating a lasting impression and reinforcing brand identity with every email communication.

A good business email signature is all about being simple, informative, and showcasing important information about yourself and your business. But this doesn't mean your email signature must be bland or uninspiring.

With's email signature maker, you have access to a variety of sleek templates that seamlessly incorporate your logo, business name, and other key information.

You can use your professionally created email signature in five easy steps:

1.Log into your dashboard

2. Navigate to the top menu and click on "Business Tools" > "Email Signature."

Click on ‘Create your signature’ to go to the templates.

Choose the template you like. In the editor, tweak the information and add images—any change is reflected on the right-hand side. When satisfied, click 'Next.'

3. Copy your signature and seamlessly add it to your email provider. You’ll see a helpful resource detailing steps on how you can add your email signature to your email client.

4. With an email signature, you’ll enhance your professionalism in every email you send and leave a lasting impression.

When should I use an email signature?

Using your email signature is a great practice in any professional communication. In fact, we don’t think there’s a great time not to use it.

Setting up Your Email Communication with Customers

Now that you’ve created a business email, the next step to set up is communicating with your customers. As a business owner, you know that email communication is key to building strong professional relationships. A well-crafted email is not just a message—it's a bridge to your next client, a handshake with your future partner, and the opening line of your next success story. You don't need to be a mega-corporation to send emails that make an impact. In fact, the charm of a small business is its heart and soul—qualities that can shine through in every email you send.

Here’s how to craft the perfect email that feels as inviting as your shop's open sign:

Addressing: Address your recipient with the warmth and recognition you would a regular patron. Whether it's an inviting "Good morning, [Name]" or a respectful "Hello [Name]," let them feel seen right from the start.

Subject Line: Think of the subject line as your storefront – it should be inviting and clear. A dash of intrigue and a sprinkle of information will have your readers eager to open your email.

Greeting: Just as you set the ambiance in your store with a smile or a nod, begin your email with a greeting that lays out a welcome mat. It could be as simple as "I hope this message finds you well" or "It's great to connect with you again."

Body: In the body of your email, arrange your words in an organized way that’s easy to read. Start with what's most important—why you're reaching out—and guide them through your message with clear, accessible language. Remember, not everyone speaks 'business' fluently.

Closing: Be sure to end your email on a note that invites further conversation. A "Looking forward to our next chat" or a simple "Take care" can be the warm farewell that keeps the relationship growing.

For more tips on this, you can read our article on how to write a professional email.

When to Send Emails to Customers

You know that you need to send emails to stay connected with your customers, but you may be wondering when you should send them.

Here are some common situations where sending an email can be beneficial:

Welcoming New Customers: A friendly email to greet new customers when they sign up for your service or newsletter is a great way to make a good first impression.

Order Details and Updates: Once they’ve made a purchase, send an email that confirms their order and, if needed, provide shipping information.

Help and Support: If a customer contacts you with a question or issue, replying by email gives both of you a written record of the conversation, which can be handy for future reference.

Requesting Feedback: After a customer buys something, asking for their feedback via email can give you valuable insights into how to improve your products or services.

Sharing News about Products: Send an email to let your customers know about new products, updates, or if something’s being discontinued. It keeps everyone informed and engaged.

Promotions and Special Deals: Email is a great way to tell your customers about promotions, special events, or discounts.

How often you send emails to your customers depends on various factors, including the type of business, the nature of the emails, and customer preferences.

Sending Emails to Multiple Customers

Sending bulk emails (emails sent to multiple customers) can be a valuable tool for reaching a wider audience, promoting products or services, and effectively engaging with customers. Whether you want to share updates, invite people to events, or connect with leads, bulk emails can streamline your communication efforts and help you build stronger relationships with your audience.

For example, if you own a small business that sells eco-friendly kitchenware and you’re launching a new line of bamboo cutting boards, you can use bulk emails to inform your customers about your new product.

Whether you decide to have Titan host your business email or choose another email hosting service, the platform will have an option for you to send bulk emails to customers.

A few common situations where you would send to multiple customers are:

  • Monthly newsletters
  • New promotions
  • Updates and announcements
  • Holiday greetings
  • Event invitations
  • Feedback and surveys

Remember, when sending emails to multiple customers, make sure that the information is relevant to the recipient.

Take a look at a few key practices to follow when sending bulk emails:

Obtain Consent: Always make sure your recipients have willingly subscribed to receive your emails to prevent spam complaints and maintain a positive account status.

Avoid Deceptive Content: Use truthful and accurate information in your emails to establish trust and credibility with your audience.

Compose a Clear Campaign: Craft concise and engaging subject lines and content to effectively convey your message and capture your audience's attention.

Save Contacts: Personalize your emails by storing contact names, enhancing customer engagement, and building stronger relationships.

Set Sending Limits: Adhere to email sending limits, as outlined by your email hosting policy, to ensure a secure and seamless delivery process.

Manage Bounce-backs: Stay mindful of bounce-back limits to safeguard your sender reputation and evade being marked as spam by anti-spam organizations.

Avoid Bouncebacks: Regularly update contact information and verify email addresses to minimize bouncebacks and ensure successful email delivery.

Using these best practices, you can make sure that you are complying with email regulations while making an impact.

Creating Business Email Templates

Customizing your business emails can have a powerful impact on how your small business communicates with and connects to your audience. When you personalize your emails to reflect your business identity, you create a more engaging and memorable experience for your recipients. This can help you stand out in crowded inboxes, increase engagement, and drive better results for your small business.

What is a Business Email Template?

Business email templates are pre-set responses that you can customize so you can send an entire templated response in a matter of seconds.

For example, you may have several customers who inquire about the same product or question, so with business email templates, you can create the response once and have it stored for the next time there is a similar email inquiry. This will save you time and stress so you can focus on managing your business.

5 Email Templates You Will Want to Have Ready

1. Cold Email Template

A cold email is a highly personalized email that you send to someone you don’t have a prior relationship with. These are used when you are trying to pitch a product or service to someone.

Feel free to copy and paste to create your own template!

Hello [Recipient's Name],

I’m [Your Name], and I help businesses like yours achieve [specific benefit] through [Your Product/Service].

I understand the challenges in [their industry]—particularly around [specific issue]—and how vital it is to [achieve a specific goal].

I would love to share how [Your Product/Service] can specifically help [Their Business/Their Role] overcome these challenges.

Could we schedule a brief call next week to discuss this? I promise it will be worth your time.

Best regards,

[Your Name]

[Your Position]

[Your Contact Information]

[Your Business]

[Your Website]

2. Checking/Following Up in Email Template

Feel free to copy and paste to create your own template!

Hello [Recipient's Name],

I hope this message finds you well. I wanted to touch base regarding our last conversation on [date/topic]. Have you had a chance to think it over?

I understand how busy things can get, and I want to ensure that I’m available to assist you with any questions you might have or further information you require.

Please let me know if there’s a good time for us to catch up or if you need any additional details to move forward.

Thank you, and I am looking forward to your reply.

Warm regards,

[Your Name]

[Your Position]

[Your Business]

[Your Contact Information]

3. Thanking Someone for Their Business Email Template

Feel free to copy and paste to create your own template!

Hi [Customer's Name],

We just wanted to extend a big thank you for choosing [Your Business] for [specific product/service]. We are thrilled to have you with us and are eager to get you started with everything you need.

If there are any questions we can answer or further assistance we can provide as you use our [product/service], please don’t hesitate to reach out.

Thanks again for your trust in us. We look forward to serving you!

Best Wishes,

[Your Name]

[Your Position]

[Your Business]

[Your Contact Information]

4. Following up After a Positive Review Email Template

Feel free to copy and paste to create your own template!

Hello [Customer's Name],

Thank you so much for your positive feedback about [specific aspect mentioned in the review]. We are thrilled to hear that you had a great experience with our [product/service].

Your satisfaction is our top priority, and knowing that we met your expectations is what motivates us every day. If you need any further assistance or have suggestions, we'd love to hear from you.

Thanks once again for your kind words and for being a valued customer.

Warm regards,

[Your Name]

[Your Position]

[Your Business]

[Your Contact Information]

5. Following up After a Negative Review Email Template

Feel free to copy and paste to create your own template!

Hello [Customer's Name],

Thank you for your honest feedback. We’re truly sorry to hear that your experience with [specific product/service] did not meet your expectations. We strive to ensure every customer is satisfied, and clearly, we fell short in your case.

Could we perhaps discuss this over the phone or via email at your convenience? We are eager to understand better and resolve any issues you’ve encountered.

Thank you for bringing this to our attention. We are committed to improving and hope to regain your trust.


[Your Name]

[Your Position]

[Your Business]

[Your Contact Information]

How to Create a Customized Template on Titan

With Titan, you can save the above templates and create your own without having to copy and paste them for every customer. Here's how to create a new email template:

1. Sign in to your email account on Titan’s website.

2. Click on the icon to start a new email.

3. In the bottom-right corner of the new email window, find and click on the icon for email templates.

4. Choose the option to 'Create a new template', enter the necessary details into the template, and then click 'Save'.

Using Existing Templates

  1. Log in to your Email Account
  2. Click on Compose Email
  3. Select the Email Template Icon at the lower-right
  4. Choose a template from the list, and it will load in your Email Editor.

Editing Existing Templates

  1. Log in and access Compose Email
  2. Click on the Email Template Icon
  3. Hover on the template to edit and tap the pencil Icon
  4. Edit the email content, To, CC, BCC, and Subject fields.

Overall, email templates are a handy resource for small business owners looking to streamline their email communication, save time, and make a positive impact on their audience.

For a more in-depth look at how to manage email templates on Titan, visit their website.

How to Improve Email Deliverability

Email deliverability is making sure your mail gets delivered to the right mailbox and doesn't end up lost or, worse, in the trash.

As a small business owner, it's crucial to ensure emails actually reach your customers' inboxes, just as it's important that a physical letter gets delivered properly.

Here are some simple tips to enhance deliverability and engage customers effectively:

Establish a Trusted Sender Name: Use a recognizable email address that includes your personal name alongside your business name. This helps recipients identify you and boosts email open rates.

Understand Domain Reputation: Domain reputation impacts whether your emails are recognized as trustworthy. Maintaining a positive reputation is crucial to ensure emails land in inboxes rather than spam folders.

To ensure your emails don't end up in the spam folder, check that your SPF, DKIM, and DMARC settings are correctly configured. These are authentication measures that help verify your emails.

Craft Compelling Subject Lines: Keep subject lines concise (30-50 characters) to capture attention. Avoid using spammy keywords, all caps, or misleading content to increase email open rates.

Obtain User Consent: Request permission before sending emails to build trust. Opt-in practices ensure subscribers know what to expect and provide an easy way to opt-out if needed. When customers sign up for your email list, ask them to mark your emails as "Not spam" and add your domain to their whitelist. This helps their email system learn to recognize your emails as legitimate and not spam.

Check for Blacklisting: Monitor the reputation of your IP address to avoid being blacklisted, which can lead to emails being marked as spam.

Mind Your Branding: Use consistent fonts, colors, and proper grammar to maintain professionalism.

9 Spam-Like Practices to Avoid

When business owners write emails to customers, it's important to avoid certain practices that could trigger spam filters or make emails appear unprofessional.

Here are some key red flags to steer clear of:

1. Excessive Use of Capitalization: Writing in ALL CAPS can come across as shouting and is often flagged by spam filters.

2. Overuse of Punctuation: Particularly multiple exclamation points (!!!) or question marks (???) can make emails seem overly aggressive or spammy.

3. Using Spam Trigger Words: Phrases like "Free," "Guarantee," "Risk-free," and "Special promotion" can activate spam filters. Avoid using these excessively.

4. Using Bright Colors and Large Fonts: Particularly, red fonts and excessively large text can look unprofessional and may be flagged as spam.

5. Unsolicited Attachments: Sending unsolicited or unexpected attachments can alarm recipients and spam filters, as these are common tactics used in phishing attacks.

6. Lack of Personalization: Generic greetings such as "Dear Customer" can be less engaging and might increase the chance of being marked as spam. Personalizing the email with the recipient's name or relevant details can help.

7. Poor Grammar and Spelling: Emails that contain errors are not only unprofessional but are also often flagged by spam filters.

8. Misleading Subject Lines: Ensure the subject line accurately reflects the content of the email. Misleading subject lines can frustrate recipients and lead to higher spam complaints.

9. Failing to Include an Unsubscribe Option: Not providing a clear way for recipients to opt out of future emails can violate spam regulations and annoy customers.

By following these practices, you can improve your email deliverability and maintain a professional image for your email subscribers.

Best Practices When Using Your Business Email

Setting up Out-of-Office Email for After-Hours

An out-of-office (OOO) email is an email that you set up for any time you are out of the office that automatically replies when someone emails you. This can be set up for after business hours or if you’re on vacation.

An OOO email helps you maintain a professional image, keeps communication expectations clear, and can direct customers to whom to contact in case you are out of the office for an extended amount of time.

Take a look at how easy it is to set up an OOO auto-reply on Titan.

Scheduling Emails to Optimize Reach

As a small business owner, staying on top of your email game is crucial for success.

For example, imagine you run a small online boutique that sells seasonal apparel. With summer approaching, you're planning to launch a promotion for your new line of beachwear. Given the different time zones of your customer base and the specific start date of your summer sale, you decide to schedule your promotional emails to help boost your email open rates and potentially increase your sales.

Scheduling emails isn't just a nifty feature—it's a game-changer that can give your business a competitive edge. Here's how:

Perfect Timing: Imagine sending emails precisely when your recipients are most likely to open and engage with them. By scheduling emails strategically, you boost your chances of a response or action, making every message count.

Mastering Your Time: Running a small business means wearing multiple hats. With email scheduling, you can plan your communication in advance, freeing up time and ensuring a steady flow of information without being tethered to your devices 24/7. It's time management made easy.

Across Time Zones: Dealing with clients or partners in different time zones? Scheduling emails takes the guesswork out of when to hit 'send' and ensures your messages land during their working hours. Say goodbye to late-night emails and hello to better communication.

Efficient Batching: Email overload can hinder your productivity. By batching your email writing and scheduling, you can focus on tasks without constant interruptions, boosting your efficiency and getting more done in less time.

Balancing Act: Striking a balance between work and personal life is essential. With email scheduling, you can set boundaries around your availability, avoid after-hours work, and prioritize your well-being. A healthier work-life balance leads to happier, more productive days.

In a nutshell, email scheduling isn't just a tool—it's a lifeline for small business owners. It enhances your communication game, increases responsiveness, and empowers you to make the most of your time.

How to Schedule an Email Using Titan

Ready to elevate your email strategy? Start scheduling and watch your business thrive by using Titan’s email scheduling feature! Say goodbye to guesswork and hello to a more effective way of connecting with others.

After you've written your email, here’s how you can schedule it to send later:

1. You can choose to send it later by scheduling it. Look for the 'Schedule Send' option.

2. You can also pick a specific date and time by using the drop-down menu that appears.

3. Once you've selected when you want the email to go out, click on 'Schedule Send'. Your email will then be set to send at the time you choose.

Get Valuable Insights With Email Tracking

Tracking when your recipients open your emails through Titan can be a game-changer in how you manage your communication effectively in several ways:

Engagement Insight: Tracking email open times gives insight into how engaged recipients are with your content. This knowledge helps tailor follow-up messages and ensure your communications are hitting the mark.

Finding the Best Timing: By monitoring when emails are opened, you can pinpoint the most effective times to send messages for better visibility and response rates. This data helps optimize your email delivery schedule for maximum impact.

Personalizing Communication: Knowing when recipients engage with emails allows for personalized follow-ups based on their preferences, allowing you to adapt your communication strategy.

Informed Decision-Making: Data on email open times can guide future campaign decisions. You can use this information to enhance email content, design, and timing, ensuring your messages have the greatest impact.

Start Using Your Business Email Today

Congratulations on setting up your business email!

You’ve made great progress in your business and are on your way to staying in regular contact with your customers. From managing email templates for efficiency, tracking email open rates for engagement insights, and sending bulk emails for a wider reach to enhancing email deliverability for inbox success — you’re now equipped with the tools and strategies to thrive online.

Ready to make your logo?