Why Role-Based Email Addresses Make Sense for Clubs
10 February 2026
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Circular 26-005 Relevant for Club Committees and Management |
Good communication is critical to the smooth running of any club. Whether it's correspondence with Clubs New Zealand, the Department of Internal Affairs, Licensing Inspectors, councils, suppliers or members, having the right contact details in place matters.
The common problem
Many clubs currently use email addresses linked to a specific person, for example:
While this may work in the short term, issues often arise when that person moves on, retires, or changes roles. Emails can go unanswered, important information may be missed and external organisations may continue sending correspondence to some who is no longer involved with the club.
This can create real risks particularly when it comes to compliance matters, licensing, deadlines or formal notcies.
A simple solution
A role-based email address is linked to a position within the club, not a person. For example:
These addresses stay the same even when people change. Access is simply handed over to the new office holder or staff member as part of the transition process.
Why this approach works
Adopting role-based emails offers several clear benefits:
- Continuity: communication continues uninterrupted when roles change.
- Reduced risk: important messages don't disappear when someone leaves.
- Clarity: external organisations know exactly who they are contacting.
From a compliance perspective, this is particularly important where clubs are dealing with regulators or statutory bodies that issue formal notices or time critical communications.
Email best practice for clubs
While reviewing email arrangements, club may also wish to consider the following best-practice tips:
- Ensure key role-based email addresses are updated with all regulators, suppliers and partner organisations.
- Avoid using personal Gmail, Hotmail or ISP addresses for official club business.
- Limit access to role-based inboxes to those who genuinely need it.
- Put clear handover processes in place when roles change.
- Regularly review contact details as part of governance and annual planning.
- Use strong passwords and enable two-factor authentication where possible.
Moving to role-based email addresses is a relatively simple step, but one that can significantly reduce confusion, improve professionalism and protect your club from unnecessary risk.
If your club hasn't already made this change, now is the time to consider it, particularly as part of wider governance, compliance and succession planning.
