You are currently viewing 6 Reasons not to use Free Web-Based Email for Your Business

6 Reasons not to use Free Web-Based Email for Your Business

For instance, say you have a successful personal training business called Peter Kachooks Training, and your email address is There are unscrupulous people out there than can write companies or individuals impersonating your Gmail account used for business and ask for money or free stuff from companies in exchange for promoting products.

Cybercriminals could create and use an email address very similar to yours, such as, to deceive your customers and other business contacts. This would be much harder to occur with custom domain email addresses.

5. Reduced productivity and higher likelihood that you will miss important emails

If you are using your personal free email account for business, there is a higher likelihood that you will miss important business communication. Most personal free email accounts are usually flooded with email forwards, social media updates, and a host of other spam email messages.

Having a separate business email account will make you less likely to miss out on an important email.

It will also improve your work productivity because your attention will not be divided between reading personal emails and business emails if they are in the same account. Just as you have separate bank accounts, business and personal, it is recommended that you have a separate business domain email account that will be used to send/receive business-related communication only.

6. Risk of Reputational Damage by Disgruntled Employees

When your staff or contractors use free email accounts such as Gmail, Yahoo or Hotmail for communicating on behalf of the organization, you have no control over their accounts and contacts list. You cannot lock them out of their email accounts if you have to let them go for whatever reason.

Disgruntled employees may use this opportunity to send out damaging email messages about your organization, or they may remain with confidential company information in these ‘private’ email accounts that they can use in their next job (perhaps at your competitor’s company).

In contrast, with professional custom domain email accounts, you can freeze their email accounts or contact your business email service provider for assistance in freezing their email accounts once they leave the organization.

So what is the Best Business Email Solution?

MailSafi Email & Collaboration: A Secure Email Alternative for Business


Yes, some free email services, such as Gmail, undoubtedly have many useful features. Choosing a secure email provider does not mean you have to give up anything regarding features.

MailSafi Email allows you to send emails securely and share your calendar and contacts with others within your organization. Our enterprise package also allows you to create and shared documents, spreadsheets, and presentations, chat online with other users, and have virtual meetings with other users.

MailSafi Email offers a lot more benefits and features than most free email services. Here are some reasons to use MailSafi for your business email.

  1. MailSafi does not scan your emails to learn more about you. You can be assured of your privacy when you communicate with your employees, clients, shareholders, partners, etc.
  2. Two-factor authentication and application-specific passwords.
  3. Email encryption in transit (using TLS encryption)
  4. Calendar and group calendars to schedule and share appointments
  5. Address book and global address book to allow sharing of email addresses
  6. Users on our MailSafi Enterprise plan will have access to an instant messaging chat called Talk, available on our team collaboration platform.
  7. Access to other team collaboration tools to allow you to create files (text document, spreadsheet, presentation), store files (including video and photos), share documents, set access controls to files and folders, co-author documents, video/chat online (available in MailSafi Enterprise)
  8. 24 * 7 client/technical support available


Free email is not really free. While you may not be paying for it directly in monetary terms, you pay in other ways (lost privacy, lost marketing and branding, potentially lost business, etc.) to have a free email account.

Undoubtedly, there are many compelling reasons why having a separate and professional-looking custom domain address can greatly benefit your business. It worth spending a small amount of money to register your custom domain and set up a custom domain email address(es) to improve your company image, credibility and trustworthiness online.

While many people use free email services such as Gmail, Yahoo, AOL, etc., to conduct business, it is more professional-looking to set up email addresses at your business’s online domain name. It is also good to separate your personal email from your business email for record-keeping and other purposes.

There is no denying that some of these free email services are great, and they offer features that satisfy most users. However, ultimately, free email services are not the best choice for growing your business. As discussed above, there are many more benefits that you can gain from a premium email service.

You can have your custom domain email set up and hosted quickly and easily. If you’d like more information or help with setting up your personalized domain email and email hosting, please get in touch with us, and we will be happy to discuss your requirements further and help you get set up.

You can also use our 30-day free email hosting trial by signing up on our website here.

Recommended reading: Factors to Consider When Choosing an Email Service Provider


Zacharia Kimotho

Zacharia is a passionate SEO expert and content marketer who works at Kaluari Limited, a leading company in the field of Cloud and Email Hosting Solutions. He has been writing and sharing his insights on various topics related to AI, IT, and marketing for over five years. He loves to explore the latest trends and innovations in these domains and how they can benefit businesses and society. He also enjoys learning new skills and tools to enhance his online presence and reach.