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PROFESSIONAL EMAIL ADDRESS IDEAS 12 January, 2021   

Your business email address is a very important detail that can have an impact on the overall impression of your business. Therefore, when choosing an email address for your business, you have to make many important decisions and answer some questions. What provider should you use? Should the address include the name of your company, your own name, or both? How many addresses do you need if you’re a solo entrepreneur? One thing you can be sure about: your email address should be unique and professional.

There is a big difference between personal and professional email addresses, and one of the main differences is that professional email addresses usually have a business domain name. Your own domain will make your address stand out, and it will look more professional. There are also common free domains, such as Google and Yahoo. However, when receiving emails from addresses that end with @gmail.com or @yahoo.com, your recipients won’t associate these emails with your business.

The key element of your business’ online presence is your website, and to create a business website, you need to have your own domain. “Your own domain is more than just an address, it’s also an important factor that determines your credibility,” explains Sheryl Allen, a digital marketer at a writing services review website Pick The Writer. Creating a domain for a website is one of the first and most important steps all business owners take. Your domain name helps people find and remember your company, and it’s an important part of your brand identity.

When creating an email address for your business, you should also choose the appropriate format. This address must be easy to use, authentic, and simple. For example, you should be careful when using special characters. Your email address must be easy to write. For instance, the worst thing you can do is to use numbers instead of letters. This way, your email address will look completely unprofessional.

Best Practices

Your business email address should simply identify your name or your company. There’s nothing else you could add to your email address to make it better. Quite the opposite, if you choose a complex address, it will unlikely work well. A professional email address should include the name of your business. For instance, it may look like this: “smith@smithscompanyname.com.” If you decide to use a free domain like Gmail, your emails will be perceived as less trustworthy. Therefore, they will more likely end up in the spam folder.

If you choose a professional domain name, however, it will not necessarily protect your emails from being marked as spam. The thing is that you need to also take into account a number of other factors so that both your recipients and email filters can see that your emails are legit. Here are some tips that will help you.

  • Keep it simple
    Simplicity is the key, and if you keep your email address simple, you will be less likely to make any mistakes. For example, let’s consider possible email addresses for John Smith. His professional address can be smith@domain.com, johnsmith@domain.com, john.smith@domain.com, or jsmith@domain.com. If John also has a middle name, he might also come up with john.m.smith@domain.com.

The simpler the email address, the easier it is to remember. However, it will be difficult for you to pick a simple address when using Gmail or Yahoo. For instance, Smith is a very common last name, and even some other addresses above may already be in use. This is another reason why it’s better to have your own domain. This way, you can always pick a simple email address.

  • Keep it appropriate
    A professional email address shouldn’t be controversial. Therefore, we recommend that you avoid any references to religion, race, sex, sexual orientation or gender, age, and disability.

  • Use letters only
    Keep in mind that punctuation and numbers are more difficult to remember than letters. Moreover, these elements in your email address can trigger spam filters. If you really need to use additional symbols, for example, to separate two different words, use a period. Besides, there’s no need to include any special symbols (e.g. tildes, apostrophes, etc.) right in the email address because you can include them in your email signature or email display name.



    How to Get Your Own Domain Name

We’ve already mentioned the benefits of having your own domain name, and the main reason why you should have your own domain is that it will make your emails look more professional and credible. Domains like @yahoo.com, @outlook.com, or @gmail.com are great if you need a personal email address, but we suggest that you don’t use them for professional emails. The thing is that anyone can make an account on these common free domains so people are more careful and suspicious when receiving emails from such addresses.

For instance, if you have an eCommerce business and you send your potential customers an email about your great discounts from @nameofyourbusiness.com, they will immediately understand that this email was sent by your company. However, if they receive such an email from @gmail.com, they may think that it’s just another phishing scam aimed to make them click on a dangerous link. Therefore, such email addresses can undermine your reputation.

Trustworthy businesses always use unique accounts. “When you have an email address that corresponds to your website domain, your recipients will immediately associate your email address with your brand. You will strengthen your brand image and your emails will less likely end up in the spam folder,” notes Felicia Ellis, a digital marketer at a writing services review website Writing Judge . Another great thing about having your own domain is that you can create one easily.

To register a domain, you should choose a host. Usually, domain names cost about $14 a year. However, if you have a website, you will also need to pay a monthly fee for your website hosting plan. The good news is that you can buy a domain name first, and then build a website. There are many hosts you can choose, and we’re going to consider the most popular ones.

  • Bluehost gives a free domain name for the first year and provides a free SSL certificate. This host is officially recommended by WordPress, and it enables you to save a lot of money. To register a new domain name, you need to visit the website, select your plan, and choose a domain name that is available. You can also select additional features, such as site backup, domain privacy protection, etc.

  • Bluehost isn’t the only reliable host. For example, you can also use Domain.com. This is a great option if you’re not going to create a website. Just visit the host’s website and check whether or not your desired domain name is available. If you’re sure that you won’t need a website, you can also remove privacy protection and so reduce the cost of your domain.

  • You can also register a new domain name using GoDaddy. This is the world’s largest domain name registrar that manages more than 77 million domains for 18 million users from all over the world. A simple control panel enables you to point your domain name to any hosting provider as soon as you’re ready to build a website. To create a new domain name, visit the website, check whether the desired name is available, and select additional features. You can choose a registration period of up to 10 years. However, keep in mind that you can always renew your domain name before the expiration date so you can select a one-year period, as well.


    Common Names


    Common names are also known as Fully Qualified Domain Names (FQDN). Usually, a common name looks like “www.yourdomain.com” or “yourdomain.com.” You will need to provide a common name when generating a Certificate Signing Request, which in turn is used to obtain an SSL certificate. SSL certificates are specific to the common name at the host level. Therefore, your common name is the same name you use when accessing your secure website. For example, if you have an SSL certificate for the domain “yourdomain.com,” browsers will show a warning message when accessing “www.yourdomain.com” or “secure.yourdomain.com,” because these are different common names. Therefore, you should make sure to create a Certificate Signing Request for the right common name.


    Email Service Providers


    When choosing your email address, you have plenty of options so it’s important to know which email service providers are better for personal emails, and which are better for business. If you want to create a personal email address, you can use free platforms like Yahoo and Google. You can also create a professional email address with these platforms, but in this case, you should also keep in mind their downsides.

    First of all, given that these free providers are extremely popular, it will be difficult for you to choose a simple address, as many combinations of first and last names are already taken. Besides, having a @yahoo.com or @gmail.com email address can negatively impact your company’s reputation because all trustworthy companies invest in their own domain names.

    We recommend that you choose a custom domain and consider other email service providers. Here are a few of them.

    • HostGator
      This platform is somewhat similar to Bluehost. It costs from $2.75 per month and enables you to have unlimited email addresses. There are many additional plans, hosting features, and unlimited domains. You can also access your HostGator email through Gmail.

    • Zoho
      This is another email host which will be a great solution if you have a limited budget. If all you need is a place for your custom email address, you can choose Zoho. The cheapest package includes 5 GB of storage and costs $1 per month.

    • Rackspace
      This platform offers both website hosting and email hosting. The price depends on how you’re going to use your account. The most interesting thing about Rackspace is that it offers a 100% uptime guarantee. The prices start at $2 per month, with 25 MB of storage. Keep in mind that the minimum order is five emails.

    There are also some email providers known for their security. They offer advanced security features and enable you to make sure that all your sensitive data is protected.

    • TopGuard
      This email provider is also a VPN provider so security is the main focus of this company. TopGuard offers basic email service, but it’s anonymous and it offers a number of security features, including end-to-end security and PGP email encryption.

    • Hushmail
      This email provider uses its own servers and never sends its customers’ data to anyone else. It offers temporary email addresses, automatic encryption, and two-step verification. It also doesn’t scan emails and uses HTTPS.

    • Tutanota
      Thanks to this platform, you can encrypt your whole inbox and your contacts. Even if this provider is required to share your emails because of the court order, they will simply provide encrypted emails with no encryption keys. Besides, Tutanota never stores any unencrypted data on its servers.


      Wrapping Up

      We hope that our quick guide will help you choose the right email address for your business. Just choose a custom domain name, follow some simple rules, and your email address will make your company look more trustworthy. A good email address can help you create a strong brand image and show your potential customers that they’re dealing with professionals.

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