Best Practices for Setting Up Business Email

Email is the primary form of communication for many businesses. A professional business email helps clients easily identify you and your company. Follow this guide to help you better understand the benefits of a business email and ways to choose an effective one. 

 

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What is a business email?

A business email is a professional email address that uses your company’s domain name after the "@" symbol. Your domain name is your organization’s website name followed by a top-level domain like ".com" or ".net." Including your employees’ names before your domain name makes the employees and your business more recognizable and accessible to clients.

 

A business email includes your organization’s domain name instead of a generic domain name like in a personal email. For instance, a personal email could be "artisanflowers@gmail.com" and a work email could look like "avery@artisanflowers.com." Though your business’ name is in both email addresses, in the personal email it’s the username instead of the domain name. 

 

Benefits of having a business email

Benefits of having a business email include:

  • Building awareness of your brand: Each time you email customers from your business address, you remind them of your organization by building name recognition.
  • Establishing trust in your business: An email using your business’s domain name can reassure customers that you are a bona fide business, helping you build trust with clients.
  • Remaining consistent with your brand: Starting a new business is essentially establishing your brand and making it easy to identify. Remain consistent with your brand on all marketing and communication channels, especially your email. 

Related: How to Grow Your Business

 

Tips for choosing a business email address

Your email address and domain should be a simple, recognizable name that represents your business well. Follow these tips to pick effective email addresses for your business: 

 

Pick a simple and memorable domain name

Create a website and domain name if you haven’t already. Pick one that’s simple, memorable and relevant to your product or service. If you run a flower shop called Joan’s Flowers, you could make your domain name Joansflowers.com. If your desired domain name isn’t available, add a related keyword or location in the title like JoansflowersOrlando.com. For enhanced recognition, use only letters in your domain name and avoid special characters or numbers. 

 

Keep a consistent format with your emails throughout the company 

Build other email addresses for your employees and their departments. If your email is firstname.lastname@domainname.com, keep this pattern consistent with all of your employees’ email addresses. Create group emails for departments like "support@domainname.com" or "sales@domainname.com." 

Related: New employee welcome email examples

 

Free business email options

Most business emails come free when you purchase a domain name or sign up for other services. Possible options for creating business emails include: 

  • G Suite: Gives you free Gmail accounts and connects you to Google’s full suite of collaboration and productivity tools when you purchase a separate domain for around $6 per user
  • Squarespace: Grants you access to Google’s suite of tools and provides tips for building a website and domain and offers a free business email in plans starting around $18 a month
  • Bluehost: Collaborates with WordPress to provide a user-friendly web hosting provider and five free business emails starting at $2.95 a month
  • Zoho: Adds up to five free business emails when you sign up for an account starting at $1 per user, depending on storage usage

 

Frequently asked questions about business emails

Here are some questions about setting up business emails: 

 

Which email is best for business? 

A professional business email should be simple and easy for customers to identify. Examples include: 

  • Amy.Rogers@ProfessionalPainters.com 
  • ARogers@ProfessionalPainters.com
  • Marketing@ProfessionalPainters.com

 

How much is a business email? 

The price for a business email can vary depending on your desired platform, plan and data usage. Some platforms offer specific packages and include a free business email. Others charge you for each email address you create. 

 

What are email etiquettes?

Email etiquette is the professional behavior you uphold when writing emails. Examples of basic email etiquette include: 

  • Write a direct and clear subject line like "Proposal Suggestions," or "Marketing Meeting Notes."
  • Use a professional and recognizable email address like Taylor.Andrews@marketingsolutions.com.
  • At the end, include a professional signature, which typically includes your name, job title, business’ name and contact information. For example: Avery Adams, Director of Sales, Johnson Media Group, (555) 555-5555.
  • Address the recipient with formal greetings and closings, like "Hello, Alex" and "Best, Blake."
  • Proofread by checking for spelling and grammar errors.
  • Use professional fonts such as Times New Roman, Arial or Calibri.

 

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