Tier 4

ea - Email Acquisition

Email Acquisition

Input: $ARGUMENTS

Interpretations

Before executing, identify which interpretation matches the user’s input:

Interpretation 1 — Set up project email: The user needs to acquire and configure email addresses for a specific project or autonomous system, including provider selection, domain setup, and deliverability configuration. Interpretation 2 — Audit existing email setup: The user already has email infrastructure but wants to evaluate and improve its deliverability, DNS configuration, or professional appearance. Interpretation 3 — Plan email strategy: The user is early-stage and needs help deciding what email approach to take (free vs. paid, custom domain vs. generic, privacy level) before any setup begins.

If ambiguous, ask: “I can help with setting up new project email, auditing your existing email configuration, or planning an email strategy — which fits?” If clear from context, proceed with the matching interpretation.

Overview

Acquire and configure email addresses for autonomous system operations

Steps

Step 1: Assess requirements and select approach

Evaluate project needs to determine email approach:

  1. Volume assessment:

    • Low (<50/day): Free tier sufficient
    • Medium (50-500): Free with custom domain
    • High (>500): Paid service required

  2. Budget check:

    • $0: Gmail/Outlook/ProtonMail free
    • $10-15: Custom domain + Zoho free
    • $50+: Google Workspace or Fastmail

  3. Professional requirements:

    • Internal only: Free email OK
    • External stakeholders: Custom domain preferred
    • Business critical: Paid service recommended

  4. Privacy requirements:

    • Standard: Any provider
    • Enhanced: ProtonMail or Fastmail
    • Maximum: ProtonMail with anonymous signup

Select tier and specific provider based on assessment.

Step 2: Register domain (if needed)

If requires_domain is true, register a domain:

  1. Choose domain name:

    • Professional and memorable
    • Related to project purpose
    • .com preferred, .io/.co acceptable
    • Avoid hyphens and numbers

  2. Select registrar (cost comparison):

    • Porkbun: ~$9/year for .com (cheapest)
    • Namecheap: ~$10/year
    • Cloudflare: ~$9/year (at cost pricing)

  3. Registration process:

    • Search for domain availability
    • Add to cart
    • Complete purchase
    • Verify domain ownership via email

  4. Enable privacy protection:

    • WHOIS privacy (usually free)
    • Protects personal information

Step 3: Set up email service

Configure email service for the domain:

For Zoho Free (recommended for custom domain):

  1. Go to zoho.com/mail
  2. Sign up with “Add Domain” option
  3. Verify domain ownership via DNS TXT record
  4. Create email addresses as needed

For Gmail (free, no custom domain):

  1. Go to accounts.google.com
  2. Create new Google account
  3. Complete phone verification if required
  4. Configure account settings

For ImprovMX (forwarding only, free):

  1. Go to improvmx.com
  2. Add domain
  3. Set up forwarding to existing email
  4. Useful for receiving only

Create standard addresses:

  • contact@[domain] - general inquiries
  • info@[domain] - information requests
  • [project]@[domain] - project-specific

Step 4: Configure DNS for deliverability

Set up DNS records to ensure emails are delivered (not marked as spam):

Required records:

  1. MX Records (Mail Exchange):

    • Points to email service’s mail servers
    • Example: mx.zoho.com with priority 10

  2. SPF Record (Sender Policy Framework):

    • TXT record authorizing mail servers
    • Example: v=spf1 include:zoho.com ~all

  3. DKIM Record (DomainKeys Identified Mail):

    • TXT record for email signing
    • Get value from email provider
    • Proves emails are from your domain

  4. DMARC Record (Domain-based Message Authentication):

    • TXT record defining policy
    • Example: v=DMARC1; p=none; rua=mailto:dmarc@[domain]

Configuration location: Domain registrar’s DNS settings

Propagation: Wait 15 minutes to 48 hours for DNS propagation

Step 5: Test deliverability

Verify emails will be delivered properly:

  1. Send test emails to major providers:

    • Gmail (personal account)
    • Outlook/Hotmail
    • Yahoo (if available)

  2. Check each test:

    • Did email arrive in inbox (not spam)?
    • Is sender name/email displayed correctly?
    • Do links and formatting work?

  3. Use mail-tester.com:

    • Send email to their test address
    • Get deliverability score
    • Target: 8+ out of 10
    • Review any issues flagged

  4. Check authentication headers:

    • View email source in recipient inbox
    • Verify SPF=pass, DKIM=pass, DMARC=pass

If score < 8, troubleshoot:

  • Verify DNS records are correct
  • Check for blacklist status
  • Review email content for spam triggers

Step 6: Configure automation access (optional)

Set up programmatic access if needed for automation:

IMAP/SMTP access (for scripts):

  1. Enable IMAP in email settings
  2. Note server addresses:
    • IMAP: imapro.zoho.com:993 (SSL)
    • SMTP: smtppro.zoho.com:465 (SSL)
  3. Generate app-specific password if 2FA enabled

API access (provider-specific):

  • Gmail: Enable Gmail API, create OAuth credentials
  • Zoho: Enable API access in mail settings

Integration platforms:

  • Zapier: Connect email for automation
  • Make.com: Alternative integration platform
  • n8n: Self-hosted option

Document credentials securely for later use.

Step 7: Document and schedule maintenance

Create maintenance plan for ongoing email health:

Daily tasks:

  • Check inbox for responses
  • Respond within 24 hours to maintain reputation

Weekly tasks:

  • Review spam folder for false positives
  • Check deliverability if sending volume

Monthly tasks:

  • Verify DNS records still correct
  • Check account standing
  • Review any bounced emails

Annual tasks:

  • Renew domain before expiration
  • Review email strategy
  • Update passwords

Document all credentials and settings:

  • Domain registrar login
  • Email service login
  • DNS record values
  • API credentials (if configured)

When to Use

  • Starting a new autonomous project requiring professional correspondence
  • Need to send outreach emails to stakeholders
  • Need to receive responses and documents from external parties
  • Account registration for services requires email verification
  • Need professional appearance for business communications
  • Current email is compromised, suspended, or unreliable
  • Separating project communications from other email

Verification

  • Email addresses created and accessible
  • Test emails arrive in inbox (not spam)
  • Deliverability score is 8+ on mail-tester.com
  • All DNS records configured correctly (SPF, DKIM, DMARC)
  • Credentials documented securely
  • Maintenance schedule established
  • Domain renewal date tracked
  • Cost is within budget