Which e-mail addresses a business should create: role addresses and personal ones

The short answer: create two kinds. Role addresses (such as info@, sales@, support@) are what customers see and that someone else can take over when a person leaves. Personal addresses (name@) belong to each person on the team. With the company domain, it is only a matter of creating them.

Role addresses, and when each makes sense

Address What it is for
info@ or hello@ The general contact, the one to put on the site and on cards.
sales@ Quote requests and questions about what you sell.
support@ / help@ For existing customers with problems.
billing@ / accounts@ For invoices and payments, especially if you write to companies: the accountant may be the one reading it.
hr@ or careers@ Applications, if you receive them.
postmaster@ and abuse@ Technical addresses that many e-mail services expect to exist, for warnings of problems. Forward them to someone who reads them.

How to organise them

1 Create one mailbox per person (maria@), so each can send and receive under their name. See How to create an e-mail account in cPanel.
2 Make the role ones forwards to one or more people, not separate mailboxes. That way nobody has to open five accounts. See Mailing lists.
3 Reply from the same kind of address as the one you received on: if they wrote to sales@, reply as sales.
4 Put the same signature on all of them: Signature.
5 When someone leaves, switch to whoever stays and redirect the person’s address for a while, instead of deleting it at once.
Do not use a free personal address for the business. It looks less serious and, if the account is blocked, you lose your contacts. See Free e-mail or e-mail on your own domain. And watch out for spam: role addresses get more, because they are in view on the site.
Start with few: a general one and one per person. Create more when volume asks for it. If you want your e-mail account in order, start with the right login.

Want help designing your company’s addresses? Open a ticket with the number of people and what the company does.

Open a support ticket

SEE ALSO

How to create an e-mail account in cPanel?

Mailing lists in cPanel: one address for a whole group

Adding a signature to your e-mails: webmail, computer and phone

Free e-mail address or e-mail on your own domain: what changes for a business

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