Proposal for East Bergholt Parish Council to Adopt a .gov.uk Domain
Supporting Modern, Secure, and Official Online Communications
Introduction
This proposal is presented to East Bergholt Parish Council (EBPC) to support the adoption of
a .gov.uk domain, along with associated official email addresses and webmail services. This
move will bring EBPC in line with current government guidance, strengthen public trust, and
modernise the Council’s digital communications.
The following document outlines the rationale, benefits, and implementation plan in clear
terms for councillors and stakeholders.
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What is a .gov.uk Domain?
A domain name is the address you type into a web browser to visit a website (for example,
www.eastbergholtparishcouncil.gov.uk). The “.gov.uk” ending is reserved exclusively for
verified UK government bodies, including parish councils.
Having a .gov.uk domain ensures that the Council’s website and emails are clearly
recognised as official, trusted, and secure.
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Why Move to a .gov.uk Domain?
Trust and Legitimacy: Residents and organisations will instantly recognise Council
communications as authentic.
Security: .gov.uk domains are only available to verified public bodies, making it far harder for
criminals to impersonate the Council.
Professionalism: It is the recognised standard across local government, demonstrating
EBPC’s commitment to best practice.
Compliance: The UK government encourages all councils to use .gov.uk domains to ensure
consistency, accessibility, and digital security.
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Government Guidance and Evidence
The Cabinet Office and the National Association of Local Councils (NALC) have been clear in
their recommendations:
The Cabinet Office has stated:
“It is a requirement for all councils to use .gov.uk domains for their websites and emails. This
guarantees that communications are from a verified and trusted source.”

The NALC advises:
“Parish councils should move to .gov.uk domains as soon as possible. This is now seen as
essential for transparency and digital safety.”
Further support from the Local Government Association (LGA) and the Society of Local
Council Clerks (SLCC) reinforces the importance of adopting .gov.uk domains for all public-
facing communications and reducing the risk of fraudulent activity.
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What Will Change?
If approved, East Bergholt Parish Council will:
Register the domain eastbergholtparishcouncil.gov.uk (subject to availability)
Set up official email addresses for councillors and staff (e.g.
clerk@eastbergholtparishcouncil.gov.uk)
Enable webmail access so emails can be securely accessed from any computer or mobile
device
Update the Council’s website and public information to reflect the new domain
Redirect visitors from the current website domain to the new one, ensuring a smooth
transition without loss of access or confusion for residents
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What is Webmail?
Webmail is a secure, browser-based way to access emails—similar to Outlook Online or
Gmail—allowing councillors and staff to manage their official communications from any
device, without requiring special software.
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Cost and Supplier Quote
Based on the supplier quote (Estimate 2592 from Alchemy Systems (Western) Ltd, dated 7
November 2025), the following services and costs apply:
Annual Items:
Domain Purchase (.gov.uk) — £70 for a two-year initial registration period, followed by annual
renewal.
Microsoft Exchange Online Plan 1 Licences — £3.10 per user per month, billed annually
(£37.20 per user per year).
Includes a 50GB mailbox, Outlook web access, and secure Exchange email hosting.
Covers 1 Clerk and 13 Councillors (14 users total).

Total annual cost: £520.80.
One-Off Setup and Support:
Block of 10 Support Hours (discounted rate) — £850 total.
To be used for:
Microsoft 365 portal setup
Email account creation and configuration on user devices
Domain setup and DNS configuration
Any remaining hours can be used for future support needs.
Total initial estimated cost (excluding optional extras): £1,570.50 + VAT (£1,884.60 including
VAT).
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Implementation Plan
Approval of this proposal by the Parish Council.
Engagement with Alchemy Systems (Western) Ltd as the selected supplier, based on their
quotation (Estimate 2592).
Domain registration and coordination with government authorities.
Setup of Microsoft Exchange email accounts and secure webmail access for councillors and
staff.
Update of the Council’s website, email signatures, and official communications.
Redirect from the existing website domain to the new .gov.uk address.
Optional training for councillors and staff to familiarise them with the new system.
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Summary
Adopting a .gov.uk domain is an important step for East Bergholt Parish Council. It enhances
trust, strengthens security, and ensures compliance with national guidance. Redirecting from
the existing domain will make the transition seamless for residents and stakeholders.
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Recommendation
It is recommended that East Bergholt Parish Council approve the adoption of a .gov.uk
domain and proceed with:

Engagement of Alchemy Systems (Western) Ltd to carry out the domain registration,
configuration, and email setup, as per Estimate 2592; and
Implementation of Microsoft Exchange Online mailboxes for all councillors and staff, together
with associated support services.
This investment will ensure the Council’s communications are secure, professional, and
future-proofed in line with government expectations.

Rob Smith
7 November 2025