How to create business email on your own domain

To create business email on your own domain, such as info@yourclinic.in, you need a domain you own and a mailbox provider. There are free options for small teams, paid plans in India start at about ₹59 a user a month, and the address only works well once SPF, DKIM and DMARC records are set up.

Picture a coaching centre in Behala (an example, not a real client). Its visiting card says bluestarcoaching2015@gmail.com. Parents trust it less than an address on the centre's own name, and if the owner ever loses that Gmail password, every old conversation goes with it.

Here is what it takes to switch, what it costs and what to check.

What you need to create business email

You need three pieces, and they can come from different companies.

1. A domain. Your name on the internet, like yourclinic.in. Register it in the business's name, with an email you control as the login.
2. A mailbox provider. The service that stores your mail and lets you read it on your phone and computer.
3. DNS records. A few lines added to your domain that tell the world which provider handles your mail, and prove your mail is really from you.

You don't need a website to have email on your domain. Many businesses set up email first and the site later.

Free business email and paid plans in India

These are the list prices for one mailbox, before GST. Prices change, so check the provider's page before you buy.

Sources: Zoho, Microsoft and Google Workspace Help, all as of November 2026.

For most shops and clinics, one or two paid mailboxes are enough. Everyone else can use forwarding addresses that land in those inboxes.

Forwarding only: the free option

If you only need people to write to you at your domain, forwarding may be all you need. Mail to info@yourshop.in arrives in your existing Gmail.

Cloudflare's Email Routing does this on its free plan: it forwards incoming mail to the addresses you choose (Cloudflare Docs, as of November 2026). Other domain companies offer similar forwarding.

The catch is replies. With forwarding alone, your reply goes out from your Gmail address, not info@yourshop.in. If customers see your replies, a real mailbox is worth the small monthly cost.

Set up SPF, DKIM and DMARC

These three records decide whether your mail reaches the inbox or the spam folder. Your mailbox provider gives you the exact values to paste in.

• SPF lists the services allowed to send mail for your domain.
• DKIM adds a signature that proves a message really came from your domain.
• DMARC tells other mail services what to do with mail that fails those checks.

Gmail requires every sender to personal Gmail accounts to set up SPF or DKIM. Senders of more than 5,000 messages a day need SPF, DKIM and DMARC, and Google recommends all three for everyone (Gmail Help, as of November 2026).

After you add them, send a test message to a Gmail address. Open it, tap the three dots and choose "Show original". You want to see PASS next to SPF, DKIM and DMARC.

Keep the accounts in your name

The most common problem we see isn't technical. It's a mailbox or domain set up by someone else, in their account, that the owner can't get into.

• Register the domain in the business's name, with your own email and phone for recovery.
• Create the mailbox provider account yourself, and invite your web person as a helper.
• Turn on two-step sign-in for the main mailbox.
• Write down where each account lives and who can sign in. Never write the passwords on the same sheet.

If someone else holds your domain today, our guide on leaving a web agency without losing your domain explains how to get it back.

How many mailboxes you need

Most small businesses need fewer paid mailboxes than they think. Pay for people who send mail, and use free aliases for the rest.

• The owner: one mailbox, such as anita@yourclinic.in.
• The front desk: one shared mailbox, such as hello@yourclinic.in, that two people can read.
• Aliases: addresses like bookings@, accounts@ or careers@ that deliver into those mailboxes at no extra cost on most plans.

When someone leaves, change the shared mailbox's password the same day. Personal mailboxes for staff are best closed or handed to the next person.

Moving from Gmail without losing anything

You don't have to switch overnight. Run both addresses side by side for a few weeks.

1. Set up the new mailbox and the three records, and test it.
2. Put the new address on your website, Google profile and new visiting cards.
3. Add an auto-reply or signature on the old Gmail pointing to the new address.
4. Keep the old Gmail open for a few months, so nothing sent there is missed.

If you'd like help

We set up email on your own domain with the records checked and the accounts in your name. Ask for a free audit of your domain and email, or WhatsApp us on +91 62918 31815.