For NGOs, PBOs, foundations & charities NGO email hosting in Kenya

Official email for your organisation, on your own domain.

Donors, auditors, partners and the regulator judge an organisation partly by how it writes to them. Give every officer an address that belongs to the organisation, keep grant correspondence when projects end, and let us set it all up.

KES 3,000 a year + VAT
about KES 250 a month, domain included

Get the NGO package Build your addresses

KES 3,000

per year, all in

Unlimited

official mailboxes

20 GB

mail and website storage

24/7

support, English & Swahili

Why it matters

Projects end and officers move on. The grant record has to stay.

Proposals, donor reports, audit queries and partner agreements all live in email. When a programme officer leaves with the inbox, the organisation loses the history it needs for the next audit and the next proposal. Mailboxes on your own domain stay with the organisation.

Grant history that outlives contracts

Project staff often leave when funding ends. With grants@ and an inbox per officer on your domain, you keep every email with the donor, ready for close-out and the next application.

Credibility in due diligence

Donors and partners check who they are dealing with. An .or.ke address tells them this is a registered non-profit, and messages from your domain are harder for fraudsters to fake.

Beneficiary data kept in-house

Case notes, IDs and photos of beneficiaries are personal data under the Data Protection Act, 2019. Mailboxes the organisation controls can be secured and closed the day someone leaves.

Try it

Build your organisation's email addresses

Type your organisation's name, pick the units you run, and see what donors and partners will see.

Organisation name

Domain name

.or.ke is for registered non-profits (free with the package). Social enterprises run as companies can use .co.ke (free with the package).

Shared addresses

5 addresses still KES 3,000 a year

info@yourorg.or.ke
director@yourorg.or.ke
programmes@yourorg.or.ke
finance@yourorg.or.ke
grants@yourorg.or.ke

FromGrants & partnerships <grants@yourorg.or.ke>

SubjectQuarter 3 narrative and financial report

Dear Programme Manager,

Please find attached our narrative and financial reports for the third quarter, together with the bank reconciliation and the updated activity tracker. We are happy to arrange a call on the variances.

Grants & Partnerships
Your Organisation
yourorg.or.ke

Get the NGO package Check yourorg.or.ke is available

What's included

Everything an NGO needs to communicate officially

One package, one yearly invoice of KES 3,000 plus VAT. No per-user fees, however many people you add.

Free .co.ke, .or.ke, .sc.ke or .ac.ke domain

Your organisation's own name online, renewed with the package so it never lapses by accident.

Unlimited official mailboxes

programmes@, finance@, grants@ and one for every officer, field coordinator and volunteer lead. No per-user fees, so a new project team never changes the price.

20 GB of storage

Shared by every mailbox and your website. Plenty for a busy organisation that keeps its inboxes tidy.

Email set up for you

Send us your list of offices and people. We create the mailboxes and help connect them on phones and Outlook.

24/7 support

Report due tonight and locked out? Support answers around the clock, in English and Swahili.

Free SSL and room for a website

Publish your mission, programmes, annual reports and a donate page on a secure site at the same address.

Estimate

Will 20 GB be enough for your organisation?

Mailboxes are unlimited, so storage is the number to watch. Move the slider to your headcount and pick how much mail each person keeps.

Estimates only. We reserve 1 GB for a website. Clearing old attachments once a year stretches the space a long way.

Staff and volunteers who need a mailbox: 15

How much mail each person keeps

Light 250 MB Typical 500 MB Heavy 1 GB

Cost per mailbox

Cost per mailbox, monthly

Compare: a per-user price you've been quoted (KES a month, optional)

Checklist

How ready is your organisation for donor scrutiny?

Tick what is already in place. Items marked "In the package" are handled by the package itself.

An official address on your own domain In the package Donors, partners and the regulator write to an address that belongs to the organisation, not to an officer.
Donor and bank logins on role addresses In the package Grant portals, banking and accounting software registered to finance@ and grants@ keep working when staff change.
A mailbox for every officer and field lead In the package Field staff send reports from the organisation's name, and the organisation keeps the record at close-out.
SSL on your website and donation forms In the package Anything a donor or beneficiary types into your site should travel encrypted. Free SSL comes with the package.
Registration under the PBO Act up to date The Public Benefit Organizations Act, 2013 came into force on 14 May 2024 and the PBO Authority replaced the NGO Coordination Board. Confirm your registration status with the Authority.
Consent and safeguarding for beneficiary data Collect consent before taking names, IDs or photos, and agree who may see case files. The Data Protection Act, 2019 applies.
A records policy for closed projects Decide how long to keep grant files and who can open them. Donors often ask for documents years after a project ends.
An exit step when staff leave Hand over files, collect devices and forward the mailbox on the last day of the contract.

Who it's for

Built for every kind of non-profit

.or.ke

NGOs and public benefit organisations

Several projects, several donors, a finance team and field staff. Give each function its own inbox so reports, audit queries and partner requests land with the right person and stay on file.

programmes@yourorg.or.ke
finance@yourorg.or.ke
grants@yourorg.or.ke
me@yourorg.or.ke

How it works

From order to working mailboxes

You tell us who needs an address. We do the technical part, and support stays on call after that.

Get the NGO package

Pick your domain

Use the builder above to choose a name, or tell us about a domain you already own.
Order and pay

KES 3,000 a year plus VAT, by M-Pesa, card or bank transfer. The domain is registered as part of the order.
Send us your list

Offices and people who need an address. We create the mailboxes and send each person their login.
Start sending

Webmail works straight away. We help set up phones and Outlook, and support stays on call 24/7 after that.

Questions

Organisation email, answered

Can our organisation get an .or.ke domain?

Yes, if it is a registered non-profit. KENIC, which runs .ke domains, asks for proof of not-for-profit status, such as your registration certificate, before the name goes live. We send the document for you. An .or.ke domain is free with the package.

What exactly does KES 3,000 a year include?

A free .co.ke, .or.ke, .sc.ke or .ac.ke domain, unlimited email accounts on it, 20 GB of storage shared by the mailboxes and a website, free SSL, setup of your mailboxes by our team, and 24/7 support. Prices exclude 16% VAT, so the yearly invoice is KES 3,480.

How many staff and volunteers can have an address?

As many as you need. There is no per-user fee. The limit is the 20 GB of storage every mailbox and the website share. Use the estimator on this page for your own numbers, and if you outgrow it we move you to a bigger plan without changing your addresses.

What happens to a mailbox when a project ends?

You decide. Forward it to the programme manager, keep it read-only for the audit period, or reuse the role address for the next project. Because the domain is yours, the correspondence stays with the organisation.

Is this the same as registering with the PBO Authority?

No. Email and a domain do not register your organisation. The Public Benefit Organizations Act, 2013 came into force on 14 May 2024 and its Authority took over from the NGO Coordination Board. Check your registration with the Authority directly.

We already use Gmail. What happens to it?

Keep it running while you move over. Update your letterhead, proposals and donor portals to the new address, and set an auto-reply on the old one. Our support team can walk you through each step.

Will email work for field staff on phones?

Yes. Every mailbox works in webmail from any browser and in the mail apps on Android and iPhone, and in Outlook. We help connect devices as part of setup.

Can we put our website and donate page on the same package?

Yes. The package is a full hosting account with free SSL, so a website with your programmes, reports and donation details can run on the same domain. If you would like us to build it, ask about our website design service.

Same package

One package for every Kenyan institution

The price and what is included are the same for every institution. Each page explains how it fits that kind of organisation.

Hospitals & clinics Schools Colleges & TVETs Churches Mosques & madrasas SACCOs Associations & welfare groups All institutions

Give your organisation an address donors can trust

Unlimited mailboxes for every officer, 20 GB, setup and 24/7 support. KES 3,000 a year.