Getting Inbound Email Reliably is critical
Many businesses don’t realize they’re losing customers because they’re not getting their emails or potential customers aren’t getting their replies or not trusting their identity. This happens because businesses assume email isn’t critical when in fact it absolutely is…
2. Don’t use your hosting service’s mail server
Just about every web hosting service boasts about unlimited or a generous number of mailboxes, but you should not be using them either for sending or receiving email. Their mail servers dedicated to their hosted customers will likely not be a large farm and will be configured to handle large volumes on minimal resources. What this usually means is that incoming connections will be staggered, resulting in many sender mail servers timing out and retrying later. You’ll therefore be getting your important messages late or maybe not at all. On the flip side, sending emails out through their mail servers can also be delayed through queing if volumes from all hosted customers collectively are high. Self hosted email servers may perform better but few have the sophistication to set them up properly and could inadvertently be dangerous (an open relay for instance)
4. Always have a signature
A plain corporate message will not impress your customers. Take the time to create an attractive HTML footer, or signature as it’s known, that includes your company logo and contact numbers and website URL.
Not all email software provides the means to autromatically append your signature to every message you sent, but among the better known ones, Outlook and Thunderbird do. Switch to using one of those if your current program doesn’t allow signatures!