Most of the business users prefer professional emails as they provide a key to trust and credibility for any business. There are many benefits of having a professional email address. But the next big hurdle is to find the best professional email address for your business.
With so many permutations and combinations available to choose an email address, it becomes a difficult process. Thus, most users make common email username mistakes, like using a free service or including numbers in the email address. Though these mistakes are minuscule, they can have a substantial impact on your company’s image and credibility.
This article drives you through the rules of selecting a professional email address.
Importance of a Professional email address
Before jumping into the actual rules of choosing an email address, let’s take a moment and discuss why you need a professional email address in the first place.
- Helps maintain a professional image.
- Demonstrates a clear link to your website.
- Reduces the risk of being marked as spam.
- Helps organize emails by purpose.
- No storage space issue for large mailboxes.
- Promotes collaboration within the organization.
Rules for selecting a professional email address
A business email address is more significant than you think. It gives your business a professional demeanor. With the right email address, you can build a solid first impression, ensuring your customers take your business seriously.
However, choosing the wrong domain or email username can have an entirely opposite effect. Your emails may end up in the spam box of your recipients. Not having the right email address can hurt your credibility and image.
Therefore, it’s critical to invest in a professional email service. That said, let’s delve into some rules to follow when selecting an email address for your business.
Gain trust with your domain
First things first, always use your own domain. It may be tempting for a startup owner to save a few bucks by option for free options like ‘@gmail.com.’ But they lack originality.
Let’s compare: firstname.lastname@example.org and email@example.com. Which one do you think is likely to get a better response to a sales email?
In addition to building trust and credibility, using your own domain also helps with consistent branding. When all your employees use an email with your domain, it builds brand awareness.
Use a standard email format
Username and display name are essential elements of a professional email address. The username is the first portion of the email address, such as “alex” in firstname.lastname@example.org. The display name is what appears in a recipient’s inbox, like Alex Camp.
To ensure credibility and consistency, choose a standard email format for all employee accounts. There are a few ways you can do this. For example:
- First name only: email@example.com
- First name and last initial: firstname.lastname@example.org
- Last name only: email@example.com
- First initial and last name: firstname.lastname@example.org
- First and last name: email@example.com
Full names aren’t necessary
Full names may seem more professional, which they are, but you don’t necessarily need to mention them in email addresses. Focus on keeping the username short, concise, and easy to remember. As for the full name, mention it in the display name.
Exclude numbers in a professional email address
One of many reasons to not use free email services is the lack of availability of usernames. With so many email addresses registered with these providers, finding a username of your choice is difficult. You’ll therefore need to add numbers, like “firstname.lastname@example.org,” and “email@example.com.” Not only do numbers make your username look long and clunky, but they also hurt your credibility.
Numbers are fine if an email address is for casual uses. But for professional purposes, refrain from using numbers. If it’s absolutely necessary, use a full-stop or underscore.
Don’t use positions in a professional email address
Don’t put your employees’ designation in their email addresses. One reason is that it makes the username long and difficult to remember. Which one’s better: firstname.lastname@example.org or email@example.com? Second, it just stands out and indicates the skills a sender possesses.
All that matters to your recipients is the company from which they’re receiving the emails. They probably don’t care whether the sender is the CEO or an executive. So, why give extra, unnecessary information?
Use generic names for specific purposes
Generic business email addresses, like “firstname.lastname@example.org” and “email@example.com” are widespread in the web space. These email accounts make it easy for your customers to reach out to a certain department of a company. This approach is excellent for helping your customers contact your company for specific purposes, even if they don’t have reference to a particular person.
Avoid anything personal or unprofessional
As discussed, a professional email address should only give the information that a recipient needs to know – the sender’s name and company. Avoid adding any unprofessional or personal details in the email username. This goes for age, gender, religion, sexual orientation, etc.
Take note of case sensitivity
The domain name part of an email address is case insensitive. Therefore, firstname.lastname@example.org is the same as alex@NETFLIX.com or alex@NeTfLiX.com.
The username or mailbox part, however, is case sensitive. So, email@example.com is different from Alex@netflix.com. Be sure to keep this in mind when assigning professional email addresses to your employees.
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Your professional email address is an emissary of your business. It facilitates powerful, consistent, and virtually free-of-cost branding.
The rules discussed above are not meant to restrict your creativity or imagination. But in most cases, sticking to rules and including only necessary information helps your emails look more professional and credible.