With billions of emails sent and received per day, the possibility of being unread or marked as spam is unavoidable, especially if your email seems unprofessional and suspicious to customers. Hence, creating a professional email is a vital step for your marketing plan.
This article will help you understand the basic understanding of a professional email and tips on how to make it the right way.
Why Do I Need a Professional Email?
As an integral part of a business’s digital campaign, a professional email still is an excellent marketing tool for 93% of marketers and plays a significant role in getting buyer attention.
A professional email is typically personalized based on a brand. As an example, My Coffee is your brand. Your professional email will consist of @mycoffee.com. While there are ways to get a free business email, it’s best to invest.
On the contrary, an email using a free email service like @gmail.com or @yahoo.com is not a professional email, as it is not personalized to your brand.
Let’s break down the benefits you get from a professional email:
- Show professionalism – a professional email is most likely recognized as credible, sent by a trusted company.
- Increase brand awareness – as it reflects your brand name, and doubles as an effective strategy to introduce your brand and later get recognition.
- Easy to manage – for a company with lots of employees, a professional email offers many features like email groups to simplify management.
What is Considered a Good Professional Email Address?
Mentioning your brand is not the only requirement to consider when creating a good professional email address. Now, let’s dig into these other essential aspects.
First of all, the address of a professional email consistency maintains branding. The standard is to use a business website’s domain.
Let’s take www.mycoffee.com as an example. You should set up all the emails in your company to include @mycoffee.com.
Furthermore, keep a simple format, without random numbers, symbols, and long words. Avoid creating emails like email@example.com (numbers), official–firstname.lastname@example.org (symbols), and email@example.com (long words).
This format applies to your employees with long names. As an example, if Michael Thompson is your employee, his email address should only mention his first name — firstname.lastname@example.org.
However, if you have more than one ‘Michael’ in your company, you can use their first name and the first letter of their second name. Then, email@example.com and firstname.lastname@example.org are options for Michael Thompson’s email.
3 Things to Look for When Choosing a Professional Email Address
When it comes to choosing the right address for your email, there are some points to pay extra attention to:
- Use a custom domain name – an address of a professional email should be with a custom domain email.
- Maintain consistent email address format – all of your email addresses should have a consistent format. The standard format is email@example.com and firstname.lastname@example.org.
- Dedicate special email addresses for specific purposes – each employee and team should have a different email address. For instance, email@example.com is for your customer support team, firstname.lastname@example.org is for finance, etc.
How Do I Create a Professional Email?
Since a professional email requires a domain name, the first step is buying a domain name. Generally, a domain name and email hosting are part of a web hosting package. It can be far more affordable compared to a single email hosting plan.
However, if you have a domain name but don’t get email hosting support, there are tons of email hosting services out there to choose from. Let’s take a look.
Zoho is one of the best-known email hosting providers. Its social media platform-style gives you a different experience of using email. You can comment, like, start a group chat, and mention your colleague accounts within the email. Additionally, their easy to use dashboard walks you through how to create a professional email.
It also provides email reminders and followups feature. You can create scheduled emails and get reminders for all incoming and outgoing emails.
In addition, it offers a control panel with features such as user and group management, a spam policy, etc.
The pricing plans for Zoho are:
- Standard $4/user per month
- Professional $7/user per month
However, if you only need email and calendar features, it has an annual Mail plan starting from $1/user per month.
Rackspace is one of the most affordable email hosting options out there. It provides 24/7 support and a 100% uptime guarantee.
This service uses IMAP (Internet Message Access Protocol) to let users securely access emails from many devices.
Moreover, it provides a Cloud Drive with up to 30GB of storage. You can create a Public File section on this storage, share your projects, and collaborate with your colleagues. The cloud also has powerful protection as it is secured with 256-bit encryption.
For the pricing plans, Rackspace offers:
- $2.99/user per month for basic features.
- $3.99/user per month for additional features like ActiveSync, file storage, etc.
- $6.99/user per month for archiving features with unlimited storage.
3. G Suite
It also has the best online and offline project platforms, which can be accessed from various devices at the same time. From creating documents with Docs to designing presentations with Slides – G Suite offers all the solutions to assist your real-time collaboration.
G Suite provides three pricing plans:
- Basic $6/user per month
- Business $12/user per month
- Enterprise $25/user per month.
4. Office 365
Office 365 is another fully-featured email hosting provider with a cloud-based service.
It has OneDrive, an online storage platform with up to 1TB of space. This feature is equipped with permission settings and can be accessed from different devices. Thus, you can collaborate either with your internal or external contacts by sharing document links.
Last but not least, it offers email hosting feature in two annual pricing plans:
- Business Premium $12.50/user per month
- Essential $5/user per month
Fastmail is another great email hosting option for your business. It offers a full-featured inbox with plenty of handy functions. For instance, it has Pinned messages which can help you save and place important emails at the top of your inbox.
This platform also allows you to mark your contacts as VIPs. Thus, you will get a special notification when those contacts send you emails.
Furthermore, Fastmail offers robust security and privacy features like two-factor authentication, password encryption, etc.
It has three pricing plans with a monthly and annual subscription
- Basic $3/user per month
- Standard $5/user per month
- Professional $9/user per month
That’s a Wrap!
Having a professional email is an absolute must for your business. Every company wants to be taken seriously and to be trusted by its customers.
Start personalizing your email address either with your web hosting service or with email hosting providers. Here is the recap of worthwhile email hosting companies for your business:
- Zoho ‒ offers a convenient user experience with a social media style platform.
- Rackspace ‒ provides IMAP and Cloud Drive to guarantee secure email access from many devices.
- G Suite ‒ has complete applications and add-ons to assist your projects.
- Office 365 ‒ provides plenty of online storage and complete apps.
- Fastmail ‒ offers complete and powerful security and privacy features.
All platforms have handy features to simplify your work process. Just try their free trial (if any) and make your ultimate decision. Good luck!