October 26, 2023

5 reasons not to host the company mail server in the company

Discover the five main reasons why hosting a mail server within your SME could be riskier and more expensive than you think.


In an age where connectivity has become central to business operations, the temptation to maintain total control over computing resources is strong. However, there are multiple reasons why small and medium-sized Italian companies should think twice before hosting their own mail server within their premises. ADSL or fiber connectivity provided by providers such as Alice and Fastweb may seem suitable, but hosting an in-house mail server presents numerous challenges that can undermine business efficiency and productivity. Here are five main reasons why it's best to avoid doing this.

1. A single IP address or a small class of IP addresses

One of the first problems to consider is the limitation linked to the number of available IP addresses. Many SMBs have only one IP address or a small class of addresses available, which can easily end up on anti-spam lists. This can compromise the sending and receiving of emails, making both internal and external communication ineffective.

Furthermore, finding new “clean” IPs is a challenge. Demand for IP addresses is high, and “clean” addresses are often difficult to find and expensive to purchase. Furthermore, changing the IP address of the mail server requires an investment of time and resources to configure the new settings.

2. Non-redundant connectivity

In small and medium-sized businesses, it is rare to have a redundant connectivity system. All it takes is a small problem, such as an excavation that causes the optical fiber to be cut, to find yourself completely disconnected. This not only prevents the sending and receiving of emails but compromises the entire business workflow.

The lack of redundant connectivity can be devastating, especially when you consider that emails are often used to send and receive crucial documents, such as invoices, contracts and purchase orders. Furthermore, in such a situation, recovery and restoration of operations can take a considerable time, with the possibility of losing important business opportunities.

3. Power supply problems

Another critical point is the electrical supply. A power outage or electrical system failure can take your mail server out of service, with potentially catastrophic consequences. Not only will incoming emails be lost or delayed, but data saved on the server may also be at risk.

Even with emergency power systems, such as uninterruptible power supplies (UPS), there is no guarantee of uninterrupted operation. UPSs have a limited lifespan and require regular maintenance, which is often overlooked in SMEs due to lack of resources or expertise.

4. Lack of physical security

Physical security is an often overlooked aspect when talking about IT infrastructure. Hosting a mail server in the company exposes the machine to a series of risks, such as theft, fire or other disasters. In a professional data center, there are advanced security measures, such as access control, surveillance cameras and fire systems, which are difficult to replicate in a small business environment.

5. Lack of technical staff available 24 hours a day

Keeping a mail server in the company requires a significant commitment in terms of maintenance and assistance. Not all SMEs have qualified technical staff available 24 hours a day for hardware fault repairs or general problem solving. This means that in the event of problems, there is a delay in restoring service, with all the consequences of the case.

The absence of specialized technical support often leads to the need to hire external consultants, with a significant impact on operational costs.


In addition to the points listed above, it is crucial to consider hidden costs. Electricity, for example, is a constant and often higher expense than you would have in a data center, which benefits from wholesale energy rates. In summary, the risks and costs associated with hosting an in-house mail server far outweigh the perceived benefits.

If you need a professional business mail server and want to avoid all these problems, please contact us. We specialize in Linux hosting and systems solutions, offering reliable and high-performance services that will free you from the problems and hidden costs of in-house management of the mail server.

Do you have doubts? Don't know where to start? Contact us!

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Managed Server Srl is a leading Italian player in providing advanced GNU/Linux system solutions oriented towards high performance. With a low-cost and predictable subscription model, we ensure that our customers have access to advanced technologies in hosting, dedicated servers and cloud services. In addition to this, we offer systems consultancy on Linux systems and specialized maintenance in DBMS, IT Security, Cloud and much more. We stand out for our expertise in hosting leading Open Source CMS such as WordPress, WooCommerce, Drupal, Prestashop, Joomla, OpenCart and Magento, supported by a high-level support and consultancy service suitable for Public Administration, SMEs and any size.

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