Have you ever noticed an email in your inbox having the address support@ or info@ or sales@? These emails are generally sent for group communication. Sometimes it looks spam to you and you want to remove them. These are not the individual’s email and are generally known as a role based email address. 

The bigger companies use role addresses to handle all their departments in a good manner. This helps them listen to their customers and get relevant feedback from them.

It includes many different categories like broadcast, position, service, test, and compliance. They all have their different roles in sending emails. These are not generally personal type emails but consist of a list of recipients.

If any customers have queries about any product or service they can email these types of addresses. Someone from the company will get back and respond and try to resolve that query. You may have also experienced that if you have any issues related to any brand product they ask you to send an email to a specific address. Then, in a few days, it gets resolved by that particular department. 

When the role addresses  misuse either it gets blocked by the sending system or the receiving mail system. The recipient may feel disturbed by receiving it over and over again and emails generally move to the spam folders. So one using it has to keep in mind the proper usage of the role address otherwise various issues get arise.  

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A role based email address is not a personal email but represents a group or a company or a role. Each member of that group or company has access to the email. Multiple people manage these addresses. Each department of the company can use it in an effective way to handle all the queries and requests from their customers. By using this, it gives a more professional look and an organized manner. 

You can send emails to a lot of people together. In addition, different teams can email. For instance, the sales team, accounts team, marketing team or event planning team can send emails.

Different marketing campaigns for companies require you to send different types of emails. Therefore, it helps analyze whether those campaigns were successful or not. It increases the engagement of customers. 

They are used by companies or any organization’s websites. They have a high bounce rate and opt-out rate due to which they got blocked by the email providers. 

Many recipients reported such kinds of role emails as they do not want them in their inboxes. Sometimes they get upset also by receiving such emails from the companies. 

Types of Role Based Email Addresses

Role addresses are of the following types:

• Designation or Position Address. This type of role address belongs to a post. For instance, admin@ or hr@. This is not related to the individual. Every time a new person acquires the position the recipient will receive it at a different time.

• Service Address. These addresses involve providing various services like warranty@, billing@ info@. If any customer wants any kind of information related to business services, they can get the proper details on this type of email address.

• Compliance Address. This role addresses reporting spammers and complaints of customers related to email services. It can be complaince@, abuse@ or gdpr@.

• Broadcast or Multi Recipient Address. It may look like support@, all@ or staff@. This role address auto-forwards the email to a large number of recipients. It may cause a problem if any recipient marks it as spam. 

Benefits And Importance

If you’re like most people, you have one email address that you use for everything. You might have a personal email address that you use for family and friends, and a separate work email address for business. But what if you could have an email address that was for each role that you play in your life? That’s where role-based email comes in. 

Role based email address is an email address that involves a specific role or purpose. For instance, you might have a role-based email address for managing your finances. Or you may have one for communicating with your child’s school. 

This type of email address can be useful in keeping your personal and professional life separate. It can also help you stay organized and keep track of different aspects of your life.

Email-providing services like Gmail and Yahoo keep a  track of messages flooding into your email. If they find role based email addresses, they move them into spam folders. The message they sent is suppressed and not likely to see by the recipients in general.

There are a few things to keep in mind when sending role-based emails. First, be clear about the purpose of the email. If you’re sending an email to your child’s teacher, make sure that the subject line and content of the email are appropriate for that context. Second, be aware of the tone of your email. As with any other type of communication, the tone of your email will be important in how they receive it.

How To Send Role Based Emails

When sending an email to a role based email address, it is important to include the specific role in the email address. For instance, let’s say you are sending an email to a customer service representative. Then, you would include “customer service” in the email address. This will ensure that your email is with the correct person.

It can be forward to many people without adding the BCs or ccs at one time. You should be able to keep alias accounts to create role addresses. Use an email hosting service such as MailsenPai or an email forwarding service then based on the recipient you can send the email.

You can provide access to the inboxes based on the clients. Later, you can share the username and password so that they can see the received messages and also send the email.

Is Sending To Role Based Email Addresses An Issue? 

Yes sending role addresses emails can be an issue as they are not personal ones. It can create the following issues:

• You’ll face a higher bounce rate. Your email address is not safe here it will be going into many hands. One may use it in the wrong way if not taken care of. Here comes the responsibility of the admin to make sure that the emails are safe even when someone joins or left the company.
• You could be on blacklist. If you have an email with a role address many websites will not allow you to for the sign-up process. For that, you need to have proper Gmail or Yahoo addresses. If there are more reports on your email address you may be on the blacklist also and some action can be against you. It can also move to the spam list.
• You fall short of compliance. If having a Gmail address will ask you to double opt-in before signing up for any newsletter or subscription that the recipient wants to signup or not. But with having role addresses if not double opt-in then it could create problems. You could be non-compliant with regulations like CAN-SPAM or GDPR.
• Your risks are disproportionate. If the message is sent through the role email address it can go to many people to which only one has subscribed and by others, you can move into the spam lists. You must avoid role based emails during email marketing campaigns. However, it may be a tedious task to find in the hundreds of emails. 

Pros And Cons of Role Based Email Address

A role email address may be useful or may not be. Depending upon the usage in different ways you can think of its pros and cons.

Pros 

• Creating the role addresses for different department of your business help the customers. They can send their queries to the right person.

• Using this address helps to organize the team and instead of forwarding all emails every time, it will reach the recipient at right time.

• It gives a professional look and builds trust among the customers. In addition, it appears that you can manage all the offers and services. Therefore, they are more likely to buy your products.

Cons 

• You cannot use it for a personal email id as it is not meant for it.

• Using this one can distribute your email id and if reported by people it is likely to go to the spam list. You will then appear as a spammer.
• If it does not manage properly by the admin of the organization many emails may get unanswered and as a business, you wouldn’t want that to happen. Therefore, you need to assign a team to respond to such emails which can be expensive.

Tips And Best Practices

To lower the risk associated with the role email address, and not be on the spam list you can follow some tips given below:

• Use an email verifier. This tool will help you to identify role email addresses and remove them. It tells the value of the email address.

• Quick Email Verification. This email checker allows you to find and remove the invalid email list from your contacts list. It keeps your email list clean and removes the role addresses. This tool helps to reduce any kind of risks due to role email addresses.

• Remove the list. Remove those role addresses which are unknown to you and add those contacts whom you know. This will helps to keep your list clean and clear.

• Ask for a personal email. You can ask for a personal email address because everybody has that. Sending messages on personal email will prevent any kind of spam and the message is safe and private as it is not shared within the group.

• Upload the list to the elastic email. The role addresses are excluded from the contact list and automatically goes into inactive status. If there is any contact you know you can add them later from there.  

In Conclusion

A role based email address is a great way to manage your email communication. In addition, it ensures that only the relevant people receive the messages intended for them. If it’s used by companies to handle all their tasks then it’s effective because it helps both for company and people to connect and resolve any query. 

As emails play a big role in business marketing and campaign, correctly handling them is a huge responsibility. It’s also great for companies to get feedback from their customer and improve their products and services. 

As individuals, it will not be a nice idea to use role based addresses as it increases the risk for spam and others as we have discussed above.

For companies and businesses, one email cannot be enough to manage all the tasks. They need many emails for different departments so that everything goes smoothly and in an organized way. 

If you’re not already using a role-based email address, we hope this article has convinced you to give it a try. It’s easy to set up and can make a big difference in efficiency and productivity. 

Have you ever used a role based email address? Would you like to give it a try? Tell us in the comments section below!