Own mail server vs paid mail: comparison, risks and recommendations

Introduction

Email remains one of the key tools for communication and business. Many use paid services like Gmail, Outlook or ProtonMail, but there are those who prefer to set up their own mail server. This gives full control over data but requires time and technical skills.
This article examines the pros and cons of both approaches, risks and practical recommendations. The material will be useful for both beginners interested in privacy and specialists seeking an in-depth analysis. Prices are indicated as of September 2025 and may vary; check current information on providers’ websites.

Pros and cons of a self-hosted mail server

Pros

• Full control and privacy. Data is stored with you, without third-party access.
• Customization. Ability to fine-tune: filters, integrations, custom interface. Popular tools are used — Postfix, Dovecot, Mail-in-a-Box.
• Long-term savings. A VPS from $5–10/month can be cheaper than a $6–20/month per-user hosted subscription.
• Learning and practice. A good way to master Linux, DNS, TLS and network security.

Cons

• Complexity of setup and maintenance. Requires knowledge of DNS (MX, SPF, DKIM, DMARC), TLS and networking. Mistakes lead to undelivered mail.
• Delivery problems. Mail from new IPs often hits filters. You need to “warm up” IPs and configure records correctly. According to community observations (2024–2025), a significant portion of self-hosted servers without proper configuration quickly end up on blacklists.
• Requirements for stability. The server must run 24/7, otherwise mail loss is possible. Backup MX and monitoring are desirable.
• Time costs. Updates, backups and fighting spam take hours each week.

Pros and cons of paid mail

Paid services dominate the market thanks to convenience. In 2025 the leaders are ProtonMail, Fastmail, Zoho Mail and Google Workspace.

Pros

• Reliability and convenience. High deliverability (~99.9%), built-in protection against spam and viruses. Microsoft 365 integrates with Office, ProtonMail offers end-to-end encryption.
• Scalability. Easy to add users or increase storage.
• Support and updates. Providers take care of security and compliance (GDPR, HIPAA).
• Additional features. Calendar, chats, CRM integrations, mobile clients.

Cons

• Cost. From $5–20/month per user. Free tiers have limits and ads.
• Dependency on the provider. If the account is blocked, access may be lost.
• Privacy. Data is stored by a third party. ProtonMail minimizes risks, but large providers may use metadata for analytics.
• Customization limits. Less flexibility compared to self-hosted.

Russian mail services

For users and businesses in Russia there are local solutions:

• Yandex.Mail for domain. Free up to 1000 mailboxes, basic filters and integration with Yandex 360 (calendar, disk, office). Premium — from ~200 ₽/month.
• REG.RU Mail. From ~50 ₽/month per mailbox, IMAP/SMTP support, web interface, antispam.
• VK WorkMail. From ~159 ₽/month per mailbox (annual payment), integration with VK Cloud, calendar, shared disk.
• Mail.ru for Business. From ~159 ₽/month per mailbox, mobile apps, antispam.

Features:

• Data storage in Russia, compliance with Russian Federal Law 152-FZ.
• No full end-to-end encryption.
• Often cheaper than foreign counterparts, but fewer integrations.

Mail services in Kazakhstan

Local solutions for private users and small businesses:

• Mail.kz. Free service, IMAP/SMTP support, web interface.
• KazNIC Mail. Mail services provided by .kz domain registrars; simple integration, minimal additional options.
• Hoster.kz Mail. Paid service (~300–500 ₸/month per mailbox), domains, antispam, web interface.
• PS.kz (PS Internet Company). Mail as part of hosting services (~380–400 ₸/month per mailbox).

Features:

• Data storage in Kazakhstan and compliance with local legislation.
• Integrations and functionality are simpler than international solutions.

Final comparison of services

How to choose: self-hosted vs international and local services

Self-hosted (own server)

• Control: Maximum, all data is with you.
• Cost: VPS $5–10/month, but investments of time and knowledge.
• Complexity: High — DNS, TLS, SPF/DKIM/DMARC, monitoring.
• Risks: IP blacklisting, need to ensure uptime.

Minimum DNS records for self-hosted (example):

• MX: @ IN MX 10 mail.domain.com.
• A: mail IN A YOUR_IP
• SPF (basic):

@ IN TXT "v=spf1 mx a ip4:YOUR_IP ~all"

• SPF (if using a relay, example SendGrid):

@ IN TXT "v=spf1 mx a include:sendgrid.net ~all"

• DKIM: publish the public key for the selector (e.g., mail._domainkey) if using OpenDKIM:

mail._domainkey IN TXT "v=DKIM1; k=rsa; p=YOUR_PUBLIC_KEY"

• DMARC (start soft and collect reports):

_dmarc IN TXT "v=DMARC1; p=none; rua=mailto:dmarc-reports@domain.com; fo=1"

After validation, raise the policy to p=quarantine or p=reject.

International services

• Control: Low.
• Cost: $5–20/month per user.
• Complexity: Minimal, everything is ready.
• Risks: Account blocking, leaks, dependence on provider.

Local services (Russia, Kazakhstan)

• Control: Medium.
• Cost: Usually cheaper than international.
• Complexity: Minimal.
• Risks: Limited functionality and integrations.

Conclusion

• Enthusiasts and small businesses: self-hosted gives control and minimal costs, but requires time and expertise.
• International operations: Google Workspace or Microsoft 365 provide integrations and reliability.
• Requirements for local data storage: Yandex, REG.RU, VK, Mail.ru in Russia or Hoster.kz/PS.kz in Kazakhstan.
• Maximum privacy: ProtonMail or a hybrid scheme (self-hosted + relay service).

The optimal choice depends on priorities: control, convenience, cost and legal requirements.