Why Every Club Needs Its Own Email Address in 2025
It’s 2025 and yet too many clubs are still sending official messages from president62tigers@gmail.com or clubname@hotmail.com. Sure, these addresses are free and familiar, but they could be costing your club credibility, security and even funding opportunities.
A free account tied to a volunteer’s personal email can easily be lost when that person steps down. Sponsors and councils may view it as a sign your club isn’t fully organised. And with no central control over passwords, backups and access, sensitive club data could be at risk.
Introducing the club-owned email address
A club-owned domain (like yourclub.com.au) and position-based addresses (e.g. president@yourclub.com.au) give your organisation a professional edge. This simple change ensures:
- Continuity – Accounts stay with the role, not the person.
- Professional image – Sponsors, councils and members take you seriously.
- Extra tools – Email hosting often comes with cloud storage, calendars and document sharing.
Even better, domains can cost as little as $20–$30 a year and platforms like Google Workspace and Microsoft 365 often provide free or heavily discounted hosting for not-for-profits.
How to set it up
Making the switch is easier than you think:
- Register your domain name – Choose something short, memorable and directly linked to your club.
- Select a hosting platform – Apply for NFP discounts with Google Workspace or Microsoft 365.
- Create position-based accounts – President, secretary, treasurer, etc.
- Update your contact details – Everywhere (social media, sponsorship proposals, contracts, etc.).
- Plan for handovers – Keep admin logins in a secure, central location controlled by the club.
A word of caution
As with any new system, change management matters. Some volunteers may resist learning a new platform or prefer their personal email out of habit. Address this early by showing how quick the setup is and how much time and stress it saves in the long run.
Also remember to renew your domain on time. Letting it lapse can mean losing it altogether and possibly your club’s online identity with it.
Benefits you’ll notice
Once your club email is up and running, you’ll likely see:
- Faster, smoother communication during committee transitions.
- More positive responses from councils, sponsors and partners.
- Greater protection of your club’s digital records.
- Less volunteer time wasted hunting for old messages and files.
Getting started
Bring the idea to your next committee meeting and get agreement to register a club domain. Assign one person to complete the registration and set up hosting, ideally with a second person as backup administrator. Within a week, you could be sending professional, secure emails from your very own club address.
Ready to make the switch?
Upgrading to a club-owned email address is one of the smallest investments your club can make, and one of the biggest for boosting credibility, efficiency and security.
FAQs
Do we need a website to have a custom email?
No. You can register a domain for email use only.
How much does it cost?
Domains are typically $20–$30/year. Email hosting may be free for NFPs through Google Workspace or Microsoft 365.
Can we still use our old Gmail or Hotmail?
You can, but your main club communications should come from your new domain email.
What if our committee changes?
Position-based addresses allow smooth transitions, just hand over the login.
What should we avoid?
Avoid using personal names in addresses, only having one admin and forgetting to renew the domain.
Want to dive deeper into this topic?
Michael and Steve unpack this issue with plenty of stories and practical tips in a recent Basket Case Clubs episode, Ep 93: Have Your Own Email Address – Small Change, Big Payoff.
Listen here: https://cprgroup.com.au/podcast/
Watch here: https://youtu.be/KzYfqvC5310
