Business Email for an Amazon Seller: Brand Registry and Suppliers

Amazon handles the buyer: order messages go through Buyer-Seller Messaging, and sellers who try to take them elsewhere get warned. Everything else about an Amazon business happens by email on your own domain: the factory in Shenzhen, the freight forwarder, the accountant, the brand website that Brand Registry and your customers both look at, and the Seller Central account that your whole income sits behind. This guide sets those up, and secures the one that matters most.

Quick answer

Create support@, brand@, suppliers@ and orders@ on your brand's domain, with name@ for the owner. Use a domain mailbox, not a personal one, as the Seller Central login, with two-factor authentication on. Keep buyer conversations about Amazon orders inside Amazon; use support@ for your own website and brand@ for Brand Registry, agencies and Amazon's own correspondence. All of it is free on OquMail.

The addresses to create

• brand@yourbrand.com for Brand Registry, trademark correspondence, Amazon account notices and agencies. A mailbox read by the owner; this is where "your account is at risk" emails arrive, and they need a person.
• suppliers@yourbrand.com for factories, sourcing agents, freight forwarders and customs brokers. A mailbox of its own; quotes, proformas, inspection reports and shipping documents are found by purchase-order number.
• support@yourbrand.com for customers of your own website and for the packaging insert that says "problem? email us". Not for Amazon order questions; those stay in Amazon.
• orders@yourbrand.com for your own Shopify or WooCommerce store, the day you open one. The store address guide covers it.
• name@yourbrand.com for the owner and any VA who writes to suppliers in their own name.

Brand Registry and the brand website

Brand Registry asks for a trademark and looks at a brand website and the email domain that goes with it. A brand whose contact address is on gmail.com is a weaker case than one with support@yourbrand.com on the site, a matching domain in the trademark correspondence, and an owner who writes to Amazon from that domain. It is not a rule, it is a pattern reviewers see. The same domain on packaging inserts, the website footer and the Amazon storefront is what makes a brand look like one.

Suppliers, and the fraud aimed at importers

Importers pay large invoices by international transfer to suppliers they have met once or never. The classic attack is an email from a lookalike address: "our bank account has changed, please pay the balance to this one." Rule: bank details are confirmed by a video call or a known phone number before every first payment and every change, no exceptions, and the supplier is told this on day one so they are not surprised. Keep every proforma, every inspection report and every bill of lading in suppliers@ with the PO number in the subject. The supplier templates cover chasing a late shipment and disputing an invoice.

Set it up in an afternoon

1. Add your domain in OquMail and paste the MX, SPF and DKIM records at your registrar. The DNS checklist has the exact values.
2. Create brand@ and the owner's name@ first, then a name@ mailbox for each person who writes to clients.
3. Create the shared addresses as groups and add the right people as members. Each member gets a copy in their own mailbox, so nothing waits on one person.
4. Set a signature on every mailbox in webmail: name, role, phone, and any licence or registration number your field requires.
5. Put the new addresses on the website, the booking or contact page, the social profiles and the email signatures, then stop giving out the personal ones.
6. Turn on two-factor authentication for every mailbox, not just the owner's. Client data is what makes your inbox worth stealing.

Mistakes specific to the trade

• Seller Central registered to a personal address that is also used for shopping, social media and newsletters. If that address is phished, the business is gone. Use brand@ or a private admin@, with 2FA; the 2FA guide takes ten minutes.
• Emailing Amazon buyers off-platform. It breaches the communication guidelines and can cost the account.
• Supplier quotes, inspection reports and shipping documents spread across WhatsApp, a personal inbox and a VA's account. One suppliers@ mailbox, searchable by PO number.
• Paying a changed bank account without a call. It is the most expensive mistake an FBA business can make and it happens every week.

Common questions

Can a virtual assistant use brand@?

Give the VA their own name@ mailbox and make brand@ and suppliers@ groups they are members of, so they see the traffic without holding the password to the owner's addresses. When they leave, their mailbox is removed and nothing else changes.

What goes on the packaging insert?

support@yourbrand.com and the website. Not a request for reviews in exchange for anything; that is against Amazon's rules. A plain "problem with your order? email us, we fix it" is allowed and it catches issues before they become one-star reviews.

Do I need a separate domain per brand?

One domain per brand that has its own trademark and website. The free plan supports three domains in one workspace, so three brands can each have their own support@ and brand@ with one login for you.