A professional email is strictly a fundamental tool for any company worth its salt. Regardless of its size, how long it has been in the market, or the product/service it sells. Email is an important communication channel both internally and externally. Many people send and receive countless emails daily to close a deal, place orders, take information, set up meetings, advertise, and even to book that coffee after hours with the customer.
If you are still not convinced that having a professional email is the right thing, know that you are losing customers, business, money, and especially time, one of the most valuable assets of our day. Having a professional email account is crucial for every company. Primarily because it gives an impression of professionalism to customers and business partners. Second, corporate email platforms are more secure than personal email platforms, as they offer protection against breaches and data loss.
What is a professional email?
It may be an oversimplification, but professional email addresses are usually the least creative. This is the account you must use to communicate with current, past, and potential employers, as well as customers, employees, colleagues, suppliers, and customers. Professional email addresses serve as the first impression for potential clients and employers. Most commonly, professional email addresses are created based on elements of your name and a custom domain.
Your name, or some combination of your name, initials, or abbreviation, will appear as the user’s name before the @ symbol. Ideas for creating a professional email address range from highlighting your qualifications or location to a greeting or main value. Be sure to avoid discordant prefixes or suffixes or identifiable information about your age or health. In general, follow similar rules when registering a custom domain name: make sure it is pronounceable, avoids punctuation, is relatively short, and seems authoritative.
Today, even though there are other forms of instant messaging, such as the application known worldwide as Wattsapps, Telegram, and other applications. Email is still the most common form of communication between companies and customers since it is a very easy way to communicate. Since it allows you to interact with another person or company, in such a way that it is not necessary that the sender and the receiver have to be active simultaneously. And it is quite simple, precisely, for this reason, everyone knows how it works, and it should not be forgotten that this type of messaging (emails) can be used free of charge. They are used exclusively to send text messages but today they are used to send images and video files.
The difference between a professional email and a free email is basically that we can create an email @ourdomain.com (depending on the extension it is) and it will be totally personalized. This is very good at business cards since when offering them others can appreciate that in our company every detail is taken care of. Because this means that at least we have invested a little in our business giving a serious image to our clients.
Why you should not use a free email for your business?
Do you currently use free email like Gmail, Yahoo, Hotmail, or AOL for you and your business? It’s best if you start thinking that using free e-mail is the wrong step, especially if it’s used for business. You need to have a professional email address to support your business. The following are the reasons why you are not allowed to use free email for business:
1. Less flexibility
If you use a free email address, the flexibility will be lacking because of its limited features. Conversely, if you use a paid email, you can create an email for each department in your business by providing clarity to customers who want to communicate. For example, the email address email@example.com or firstname.lastname@example.org.
2. Cannot increase business credibility
You can compare, for example, if you receive two business cards. The first business card contains the email address email@example.com, while the second business card contains the email address firstname.lastname@example.org. Which do you think has higher credibility? Of course, you would think that the company is paying for features that are very cheap when using free email, so it is not worth working with your business. Of course, this will indirectly create the perception of others as well.
3. Hard to remember
If your business wants to be quickly remembered by others, you can use the email that has a domain for this. Indirectly, it is easier for people to remember your business name when you receive an email from email@example.com, rather than firstname.lastname@example.org.
4. Lack of control
A non-paid email will have less control. If you have employees, you can create an email address for each employee who has joined your company. Free email is felt to be less controlling this. While paid email usually has features that can make it easier.
5. Often get spam emails
Usually, a free email will often get spam emails that are not clear. While a custom email address can protect you from attacks like this. When you send an email to a customer, you can also send emails easily and do not have the potential to become spam.
6. Looks unprofessional
If you still use the free email from providers for business, you can be categorized as stingy. By investing in a professional email address for your business, you have demonstrated that you are willing to stay up to date with technology, which also means that you remain modern and up to date.
Why do you need a professional email for your small business?
By creating a professional email, you have more authority. People will not think, at first contact, that your business is amateur. You concentrate everything in one place. All matters related to your business are gathered in a single virtual space and you will not miss that important email for the meeting. Or the contact of the customer that was in the email of that employee who left the company. Along with these two great benefits, there are other advantages of using a professional email for your business, even if it is only one. Such as:
1. Facilitate the first contact
Virtually all companies have a general email for the first contact. Prospective customers send him an email to request quotes, proposals, and even schedule visits and meetings. That way you don’t have to share your direct email and it will prevent you in emails from filling up with irrelevant emails or spam.
2. Making a Good Impression
Having a professional email to make your business more organized and consolidated, which ends up generating a much more positive impression. In this way, you can win the attention of your readers and customers and, even, move away from amateurism. In addition to building a favorable initial reputation.
With a professional email, your business shows greater credibility and more confidence for readers and customers. Thus, they begin to feel more comfortable receiving notifications, new promotions, or more personalized contacts. And without considering that these messages are spammy or toxic.
Maturity is the keyword here. Creating a personalized email for your website or company creates its own identity that impacts readers and customers. This helps even more if your business is just starting. A consolidated identity also helps to organize email flows for each sector of your business, such as sales or support.
5. Promote Your Business
Emails also serve to remind your readers and customers that your brand exists. With that, you can use this communication tool to send newsletters with the latest news, digital folders with exclusive promotions, and even campaigns about social achievements in which your brand is involved. This generates a positive outlook on your business that helps spread your name in any niche.
Did you know that more and more companies are falling for email scams? There are several types of scams, and the most common is usually applied by sending false invoices in the name of the company’s manager. They are emails to customers requesting payments but that goes directly to the scammers’ account. Therefore, it is essential to invest in solutions that provide more security and control to professional email. When hiring a hosting service, the security of your emails is more guaranteed.
Information sharing and quick access to stored data tend to increase the productivity of the company’s teams. Professional email contributes to this. It is not for nothing that it is the solution chosen by companies, from small businesses to large corporations in the world.
8. Marketing strategies
Email Marketing is still one of the best channels of communication with customers on the Internet, despite being considered outdated by some people. Its main benefit is to offer volume and objectivity. Using a professional email to perform strategic marketing actions, indicates that your company is committed to communication and helps in identifying the brand by the customer.
9. Identify your company
People will know who they are talking to by reading the email address displayed in the emails.
10. Control your people
You have more control over your corporate email. You can define who can and cannot send and receive messages, recover passwords. Add new accounts and even delete, direct emails from people who have already been disconnected without worrying about losing any trades. You are the boss.
11. Avoid routine problems
Do you know when your email just stops working, but you can’t get any support? Or even when you can’t change your free, non-expandable email plan? Many problems arise with free emails. But with a corporate email, you will have technical assistance whenever necessary and, instead of problems, you will find solutions.
12. Earn your customers’ trust
There is no way to win the customer’s trust if you send an anonymous email. Anyone can create a free email account and you need to identify yourself in a crowd to be classified as trusted.
13. Increase the perception of professionalism
The first impression is always what remains! This is especially true for the business world. Usually, the first interaction with a customer is done by email. The way you present yourself directly, and indirectly, is the impression that your customer will carry on your business. It is much easier to conquer right away than trying to deconstruct a bad impression.
14. Don’t miss out on new business
When you don’t have complete control of your email, it becomes easy to close new business. With professional email, you have access to all your email history, negotiations, and contacts with your client all online. This means that you can have a negotiation with your client anywhere in the world, that has access to the Internet of course. There are no more excuses for not hitting the goals and turning your company into a successful business!
Importance of professional email for your small business
Thinking in an unpretentious way, email is a tool that sends messages and receives. It is another communication channel between businesses, customers, and partners. Or just another channel for friends and family to share messages quickly. We can say that this tool plays a more significant role for a business, be it small, medium, or large. Here is the importance of professional email fr your business:
1. Create a Bigger Image
A general email address can convey the impression that you are running a new, or small, or part-time business. Business email conveys a better corporate image and can prevent unpleasant situations where your potential clients might not be willing to pay you properly. In addition, creating multiple email addresses for different segments of your business will support the professional image you need.
2. Cheap And Easy
You can easily create a business email address through a domain name provider or web hosting company for free or at a fairly low cost. The main advantage of registering a domain name now is that the domain name can grow along with your business. Use it as your business email now and for your website in the future.
3. Promote Knowledge of Brands
The best benefit of using business email is that every time you send an email, you are promoting your business, not Gmail or Hotmail. Business email is a cost-effective way to market your company without having to spend a lot of money. So if you, like many other small businesses, think that brand branding is only useful for large companies with large advertising budgets, immediately evaluate your mindset again. Never feel too small to start building your brand, and you can start now with your business email.
4. Unlimited Storage
Traditional email accounts can have limited space. Depending on the types of files stored, they run out quickly. Business email accounts can have unlimited storage, depending on the contracted plan. This is also true for accounts offered by a website hosting service.
Tools for creating professional emails often have the resources to filter messages and allow you to reach your emails only what you want to receive. Thus, you focus on what really matters to your business, increasing your productivity, and impacting your financial return.
6. Technical Support
Professional email accounts have more responsive and specialized technical support. This is because professionals, such as website hosting companies or servers of large corporations, have advanced systems for maintenance and direct contact with users. You can change your password or answer questions in seconds.
A professional email stored on the servers of large corporations or website hosting companies is highly secure. The user is reinforced in protection against malicious attacks on the internet, as well as extra filters to prevent unwanted messages, such as spam.
9. Account Administration
Which user does not want to have full control over the accounts associated with a professional email? With this type of resource, it is possible to change permissions, block access, direct emails to each area of your company, or monitor actions performed by your team.
10. Data Backup
No user or company likes to lose important data or information about their website or business. Knowing how to create a business email has the advantage of saving backups and files of all messages received and sent. Nothing that has been stored is lost.
11. Trading history
Email is, in many cases, the primary means of communication between customers and companies. With the rush of activities and the lack of day-to-day time, it is much easier to send emails about negotiations, information, and items that can not be missing. Your professional email, along with your CRM system, can become a great history of negotiations and sales. You can create a folder to save the most important emails for future reference. Of course, it is not necessary to keep all the emails you receive, this can take up valuable space inside your emails, but nothing prevents the main ones from being stored.
How to create professional email for your business?
For owners of websites, blogs, online stores, and online businesses, learning how to create a professional email is crucial to gain new readers, customers, or partners. That is why it is crucial to have a personalized email that is directly related to the name of your domain or business on the internet.
One way to do this is to associate an email that indicates the professional side of your business. For example, instead of having something like email@example.com, it is recommended that you have something like firstname.lastname@example.org or like email@example.com. There is not much secret to creating a professional email for your company. You need to follow a very simple checklist:
1. Have your own domain
For those who do not remember what a domain is, it is basically the address of your website. www.nepalfurniture.com.np. If you don’t have a domain yet it means you don’t have a website yet. Some say that companies that are not on the Internet do not exist. For your business to be respected you need to create an institutional website for your business to build a digital presence and gain visibility and credibility. To choose the ideal one for your business, use the domain search tool. To use it, just enter your domain name idea in the search field. From there, click Search to see the available domains with the name you suggested.
2. Choose your plan
High Sales offers professional email plans according to the size of your business. The important thing is that you have a workspace that is simple to use and that can be accessed on other platforms such as Gmail and Outlook. That way it is possible to take advantage of the resources that you are already used to the company’s routine and also that it has easy access on several platforms such as computers, tablets, and smartphones.
3. Set up your email and the entire team
Since High Sales emails can be accessed on other platforms, you can configure apps to make your day more productive and organized. Whenever you need help, just ask for help from the technical support team.
4. Start using your professional email!
With the completion of all configuration, you can use your email to chat with your employees, customers, and partners! Convey confidence, credibility, and centralize all your information in a single space!
How to create professional email for your business on your Android, iPhone, or iPad?
It is much easier for you to work with an interface that you are used to than to waste time learning to use a new interface. That is why many people resist changing email or even creating a professional email for their business. You no longer have to worry about this, as you can configure your email in other email applications and use it smoothly. If you use an Android or iPhone smartphone or tablet, know that it is possible to connect your professional email in an incredibly easy way.
1. Professional email for Android
Follow the steps mentioned below to create the professional email on your Android:9
- Open your preferred email application
- Select the Add account and select your preferred email provider. If you don’t have your provider, click on Others.
- Enter your email and password
- Choose between account types: POP3 or IMAP:
- In the IMAP option, you receive cached copies of all your incoming emails, which will be stored on the cloud server.
- In the POP3 option, you download all emails received from your server and they will be stored on your smartphone
- Configure the desired account options, such as email notification and synchronization settings and Click Enter.
- You are unable to select the IMAP option after your email has been configured as POP3. You will have to redo the entire configuration.
2. Professional email for your iPhone and iPad
Follow the steps mentioned below for setting up professional email on your iPhone and iPad
- Go to Settings> Passwords and Accounts.
- Click Add Account and select your preferred email provider. If you don’t have your provider, click on Others option.
- Enter your professional email and password.
- Click Next and wait for the Mail application to verify your email account.
- Choose your email account information.
- Click save and you’re done!
Platforms to Make a Professional Business Email
Business email is different from the personal email that most people use. You cannot use personal email services for business purposes. Because it will look unprofessional in the eyes of consumers. There are at least four ways to create a professional business email that you can choose from. Choose the one method that you think is the easiest to implement.
The first professional email service you can use is Zoho. Zoho provides free plan options for those of you who want to create a business email using your own domain name. Here’s how to register an email at Zoho:
- Open the Zoho website
- Select Free Plan, then click Get Started
- Enter the domain of your business website
- Complete your business information, then click Proceed
Free email for businesses from Zoho can only be used for five usernames in one domain with details of 5 GB per user and a maximum of 25 MB attachments.
2. Email on cPanel
If you already have hosting and a domain, you can easily create a business email with your own domain! You do not need to pay additional fees to create an email with your own domain through cPanel. The email costs on cPanel include the hosting fee that you use. Follow the steps given below:9
- Open cPanel then click the Email Accounts menu
- Click Create and fill in the requested data, from the choice of domain, email username, password, email storage options, to the determination of the email folder.
- Click Create and you have successfully created an email for business!
3. Email Hosting
If you have created an email with your own domain through cPanel Niagahoster, there are limits to sending emails per day, which is 2,400 emails per day. Even so, you can also upgrade the email service to the paid version to increase email disk space up to 100GB! There are three email hosting packages offered by Niagahoster, from Mail Pro (25GB), Business Mail (50GB), to Extra Business Mail (100GB).
4. G Suite
G Suite is a professional email service from Google that allows you to create an email with your own domain, but still use the Gmail platform to operate it. Although it is paid, you can do a trial first for free in G Suite. The steps below are for a free trial in G Suite. After the 14-day trial period is complete, you need to make a payment, starting with the cheapest package of 3 US Dollars per user per month. Follow the steps mentioned below:
- Open the G Suite Website
- Select Start a Free Trial
- Choose how many people work for your company
- Choose whether you already have a domain name or not. If you already have a domain name, tap on the option Yes.
- Fill in the domain name of your business website
- Confirm your domain name
- Choose whether you want to get email newsletters from Google or not.
- Create an email account to log in by filling out the information as asked.
What should a professional email address look like?
While it’s convenient to have Gmail or Yahoo email addresses, when you want to build a serious image of your company. And you as an employee or owner, the @ gmail.com address just isn’t good enough. What should go before the @ sign?
What is before the @ sign represents you as a company or as a person. We recommend using your name, surname, or a combination of the same. You can also use some of the general terms such as info, support, marketing, etc. So, first, firstname.lastname@example.org or email@example.com would be the best option for professional communication.
Tips to make the professional email address
With a well-considered email address, you can definitely score points. This is especially true in the business area. On the other hand, with a poorly chosen address, you can lose a lot of trust and seriousness. When choosing your business email address, you should consider the following tips:
1. First and last name: looks trustworthy
People always want to know who is behind it. Use your first and last name for your personal business email address and do not use impersonal addresses. Also addresses with the first letters of your name, e.g. B. firstname.lastname@example.org should be avoided, because these do not really have a personal impact.
2. Abbreviate first names
If you have a particularly long name, you can limit the first name to the first letter, e.g. B. email@example.com .
3. Be careful
Never use your work email address for applications (eg. As for newsletters, registrations, etc.) or on public platforms (eg. As in forums, social media). Because that could have unpleasant consequences:
- You will have yours in email full of spam emails within a short time. This is since so-called robot software constantly searches through Internet pages for email addresses and collects them. The addresses collected in this way are used, among other things, for sending spam.
- A name is quickly googled today. Let’s say you are looking for help/information related to a particular disease in a medical forum because it affects a friend of yours. To register, you have given your email address, which contains your name. This email address is public or can be viewed by forum users. Of course, everyone will first suspect that you yourself are affected by this disease.
- Or you can express your political, religious… opinion online, stating your clear email address. This can have a negative effect, for example, when looking for a job. Because HR personnel research the names of applicants.
4. If not addressed to a specific person
Then there are so-called service addresses, such as service @ … or support @ … Of course, these are fine and useful if they apply to a specific facility or a corresponding team (e.g. support team), not to one certain person go. This makes it clear to which institution / location the email is sent.
5. Never use freemail addresses for your business!
For your business, you should definitely avoid freemail addresses, e.g. B. company firstname.lastname@example.org . Such an email address appears extremely unprofessional and not necessarily trustworthy. Because such addresses are often a feature of dubious websites.
How to correctly name corporate email addresses?
It is believed that for an organization to have electronic mails (e-mail) on a free email service is not prestigious. In the modern world, it’s a bad form if you specify addresses that are open on free email services as contact email addresses (for example yahoo.com, gmail.com , hotmail.com, etc.).
Below is a description of the two most common errors in the formation of corporate email addresses.
- As the contact email addresses for one organization, email addresses in different domains are indicated.
The correct name of the email emails in terms of corporate culture is:
- For employee
employee_name. employee_name@ company_domain
For example: email@example.com
- For a department or a logically related group of people
For example: firstname.lastname@example.org
- Although a wide variety of characters are allowed in the local part of the email address (the part preceding the @ character). It is good practice to use only letters, the separator between the words should be a period (and not, for example, an underscore).
- This requirement (separator – period) is associated with the features of some mail servers and mail services. For example, Gmail does not allow creating mailemailses with underscores, as well as sending letters to addresses containing. Such a symbol, although from the point of view of mail protocols such a symbol is acceptable.
- If you want your correspondence to be delivered to the recipient, and so that you can reply to your letter without any problems, then use the dot as a separator.
- The local part of the name of the employee should be the following: Name of the employee. Last name of the employee. In this case, the order is important. First comes the name of the employee, then the separator character (period), and then the last name. Using a different order is not only wrong, but it can also lead to awkward situations.
- As contact email addresses are used personal email accounts of users.
Personal user emails should be used separately from corporate emails, because:
- In the case of using the corporate emails, the employee is associated with the organization. That is, in the eyes of customers, partners, and other people, the employee represents the interests of the organization, acts on its behalf, in defense of its interests.
- In the case of using a personal email, a person acts on his own behalf (and not on behalf of the organization) and represents his interests (and not the interests of the organization).
- In this case, the principle of integration is violated (when the company acts as a whole), as well as the principle of brand formation (when people perceive the employee as part of a single whole – the brand).
- Naturally, the level of trust of customers, partners and other people in an organization that uses personal mails as contact email addresses will be lower than in an organization that uses corporate mail based on its own domain.
- In this case, different contact lists are used and the situation is excluded when the employee mistakenly sends information to the partner that he wanted to send to a friend.
Ideas for a professional email address
When you are hired by a company, you may be assigned a professional email address so that you can use it in all communications with your clients. However, if you are self-employed, or given the choice, you may have to create an email address to use for your work. Try to use one that gives you and your company a professional image in front of others.
1. Full name
If you have a name that is easily spelled, such as Rosy Shrestha, you may want to use your full name as your professional email address. The second part of the address will most likely be the name of the company where you work. However, if your name is not easy to write, or there are several ways to spell it, you may want to use the following technique so that people do not misspell your name.
2. First initial of last name
If you are part of a larger company where multiple people have the same first name, use the first letter of your first name and write your full last name. This also provides a professional profile to the email address and at the same time allows the company to assign other email addresses if someone else has the same name. Again, the second part of the address may be the name of the company you work for.
3. General email
If you’re in a service-based industry where different workers may be sent to complete the job, then it’s best to have an email that isn’t tied to one person. For example, if you run a carpet cleaning company called The Guys Carpet, it is possible to create a professional email address such as email@example.com. In the email, both the service and the company name are described. Create the first part of the catchy and easy-to-spell email address so people can easily remember it. This address can also be included in promotional emails, mailings, radio and television advertisements.
4. Professional name or nickname
Actors, models, or writers can use a professional name instead of their real name. If this is your case, then you will have to use that name because that is how people know you in your work. Also, if you have a nickname that people know you by, you can use it in the first part of your email address. Just make sure the nickname is appropriate and doesn’t give a bad professional image.
Examples of Good Email Addresses for Work Purposes
Currently, to do work, online transactions, or business activities many use email. The use of this e-mail is usually for sending digital files or documents to other people related to one’s work, business, or profession. Although many companies now use the company’s website domain name itself to create employee e-mail. It is not uncommon for workers, employees, or business people to still use free e-mail services. The following are some email addresses examples for a job or business:
Example of an Email Address Using a Free Email Service
From the explanation above we can understand that basically making an email for your small business is very easy. However, we must pay attention to the use of the name in the email address that will be used because it will represent the owner of the email.