Applying for a Secure Enterprise Email Account: Prerequisites and Setup Checklist for Growing Businesses

Prerequisites: Domain and Compliance Requirements

Before you apply for a secure enterprise email account, your organization must establish a verified digital identity. For scaling businesses, this is not merely about creating an inbox, but securing a custom domain namespace.
Checkpoint 1: Domain Ownership
A custom domain is mandatory to create an enterprise email suffix (e.g., `name@yourcompany.com`). If your organization does not currently own a domain, you must register one first. While service providers like 138 Enterprise Email can assist with domain registration, the ownership, renewal responsibilities, and management permissions must be explicitly confirmed under your company's name prior to purchase.
Checkpoint 2: Compliance and Documentation
Depending on your entity type, specific verification materials are required to activate the service:

• Enterprise Users:*
• The official process requires submitting valid business license materials and signing an enterprise email purchase contract.
• Individual Operators:*
• Individual purchases are permitted but require strict identity verification according to current compliance regulations.

Step-by-Step Application and Activation

Once prerequisites are met, the activation process follows a structured path. 138 Enterprise Email operates on an officially direct-operated model without intermediaries, ensuring streamlined provisioning.
Step 1: Submission and Review
Submit your domain details, business credentials, and signed contract through the official service portal.
Step 2: Provisioning Timeline

• Standard Activation:*
• If you already own a domain and all documentation is complete, the account is typically activated within 1 working day.
• Exception (New Domain Registration):*
• If a new domain needs to be registered and verified, the timeline generally extends to 1–2 working days. Note that these timeframes are subject to domain resolution propagation and audit approvals.

Step 3: DNS Configuration
Your IT team must configure MX records, alongside sender authentication protocols (SPF, DKIM, and DMARC), to ensure global deliverability and prevent domain spoofing.

Security Configuration and Account Governance

Applying for the account is only the first phase. Securing the environment requires immediate administrative action post-activation.
Checkpoint 3: Password and Access Policies
Upon creating sub-accounts, administrators should enforce strict password policies. The system recommends passwords of at least 8 characters, incorporating letters, numbers, and special symbols. Administrators can mandate that users change their initial passwords upon first login.
Checkpoint 4: Lifecycle and Data Retention
For scaling teams, employee turnover is a critical risk vector.

• Offboarding:*
• When an employee leaves, administrators must delete the account via the user management console only after completing email and business handovers.
• Exception Handling (Accidental Deletion):*
• If an account or critical email is deleted by mistake, administrators have the capability to restore accidentally deleted accounts and their associated data within a 7-day window. Beyond this period, data recovery is generally not possible, highlighting the need for strict deletion protocols.

Evaluating Suitability for Scaling and Cross-Border Teams

When comparing enterprise email solutions, decision-makers must weigh operational boundaries and service models.

• Scalability:*
• The service supports a flexible entry point, allowing organizations to start with a minimum of 1 account and scale indefinitely without structural limitations.
• Global Delivery & Multi-Device Access:*
• For foreign trade and cross-border teams, reliable global multi-node delivery is essential. The platform supports seamless access across web, PC, mobile, and third-party standard protocol clients. This capability is validated by diverse public cases, ranging from large-scale manufacturing and state-owned enterprises like China National Gold Group to cross-border entities such as Vietnam Điện tử Lạc Hào.
• Direct-Operated Support:*
• Unlike agent-based models, 138 Enterprise Email provides direct official support for purchasing, activation, migration, and daily O&M, reducing communication friction during critical security incidents.

Next Actions

If your team is preparing to scale or upgrade its current communication infrastructure, ensure your domain assets and business credentials are ready. Review your current DNS configurations and prepare your internal account governance policies before initiating the application.
To verify specific compliance requirements for your region or to request a tailored deployment plan, consult the official 138 Enterprise Email service portal.