Tips and Tricks for Creating a Professional Email Address (2023)

If you are a professional and want to be perceived as a professional, you need to have a professional email address. It makes sense, doesn’t it?

Just imagine finding the service you need and then realizing their business email was [emailprotected] If you were a customer, a custom email address like that would definitely not help to earn your trust.

It is as simple as that; all you have to do is put yourself in customers’ shoes and create a professional email address that will not make your business seem completely unprofessional or even a scam.

Amelia, our WordPress appointment booking plugin, knows exactly how to set up and handle professional emails that are intended to be sent to your clients. Whatever this might be – an appointment email or a reminder, you can get help.

How to Create a Professional Email Address

Tips and Tricks for Creating a Professional Email Address (1)

Make your email address look like this dapper fellow.

Let’s quickly go through some things you should do when creating professional email addresses (and some you should avoid whenever possible).

Use Your Brand Name

When creating business emails, you should never just use an email name generator and be done with it. You need to put some thought into it.

One of the best things to do is use your brand name to make your brand easily recognizable. This way, there is a better chance your clients will actually read your cold emails when it comes to sending out promotions and similar instead of marking them as spam

Customer Service

Once you launch your website and provide people with all basic contact info, you can expect your customer service to get contacted the most.

For that reason, you should actually use the words “customer service” as a part of your email. If you do that, the clients will understand immediately whom they are talking to.

Use Your Own Custom Domain

(Video) How to Create a Business Email Address in 5 Mins (2022)

Buying your own domain is a great idea if you want your business to seem more professional.

Custom domains are cheaper than ever and they will help establish trust between you and your clients. Your clients will immediately feel more confident in your work if they believe you take what you do seriously.

Use Names Rather than Nicknames and Numbers

Whenever possible, you should try to avoid using nicknames, numbers, and similar for professional emails. Using your name is always better.

Here are some examples of how to make a professional email address with your first and last name:

Full name + Your Domain Name = [emailprotected]

You can also implement special characters if your name is already taken but that should not be an issue if you use your own domain. However, if that does happen, you could create a custom email like this – [emailprotected]

First Name + Your Domain Name = [emailprotected]

Using the first name only is a good idea because even though it is professional, it also leaves a personal connection with the client. However, this might become an issue if you have more employees of the same name in which case, you should use one of the following 2 formats:

First Name and Last Initial + Your Domain Name = [emailprotected]

First Initial and Last Name + Your Domain Name = [emailprotected]

Use Generic Names for Special Services

Tips and Tricks for Creating a Professional Email Address (2)

While using personal names is great for establishing relationships on a more personal level with the clients, there are some cases where you should choose generic names.

(Video) How To Get a Professional Email Address (And Set Up With Gmail)

In some cases, the customers will want to contact a specific department or branch of your company. They will not know that [emailprotected] is the company email that belongs to the head of sales. Instead, you will need to make it clear by choosing the generic name.

Here are some professional email address examples with generic names:


This is a business email address format to use for providing general information and answering general questions. People will immediately know what it means or, in the case they receive an email, they will know who it is from.


We talked about this a bit earlier but having a separate email address for your customer service is always a good idea. This will probably be the most used company email address.


Remember the example of Liam Smith, the head of sales? If Liam uses [emailprotected] email address, that might not be the best professionalemail address for business. The customers don’t know that Liam is your head of sales, they don’t know they need to contact him if they have sales-related questions.


You probably get the point by now so you understand when and why to use generic names instead of personal names.

Things to Avoid

Tips and Tricks for Creating a Professional Email Address (3)

Now that we’ve talked about the things you should do when choosing good email names, let’s mention also the things you should avoid.

(Video) How to Create a Business Email | Complete Setup with Gmail for Free

Numbers and Nicknames

Not that numbers and nicknames are in any way offensive or bad but a simple email account will always be more professional.

You can check again the email address ideas listed above to see the different variations of a business email address that you can use if more people in your company share the same name.

Titles, Positions, and Miscellaneous Regalia

So you have worked hard on getting your degree in engineering and now you want everybody to know that you are, indeed qualified to do the job you do.

After all, if the people see email names such as [emailprotected], they will know you are a professional. Or will they?

It turns out that – NO. The customers actually don’t care about that at all. With that in mind, you should always avoid using titles, positions, and miscellaneous regalia.

Sexual Character or Gender Marks

There are names that are commonly used by both men and women. For example, if you receive an email from [emailprotected], you cannot be 100% sure that Avery is a man.

However, that doesn’t mean that you should use gender marks when you decide to get a professional email address. Instead, you can easily explain it in the email signature.

Personal Beliefs, Race, Religion, etc.

Your race, religion, personal beliefs, and similar have nothing to do with your capability to do the job. Reflecting on them in email addresses is not professional at all.

Now that we know how to create a professional email address, let’s focus on how to write professional emails.

How to Send a Professional Email

Tips and Tricks for Creating a Professional Email Address (4)

Now that we’ve seen professional email address ideas, let’s talk about some other important elements of the best business email.

Professional Response

You can have the greatest email domain name in the world but it will do you little to no good if your response isn’t professional as well. Respond to customer inquiries in a timely manner and always keep the communication professional.

(Video) How To Write A Professional Email - 4 Professional Email Writing Tips


If you are running a business, you have to make sure that your email account is as secure as they can get. Consider using additional security options such as those provided by your hosting service… or just use G-Suite. When it comes to blocking hacking attempts and similar, you can never be too careful.


If you want your emails to actually get read instead of being automatically flagged for spam, you need to think about it even before you set up an email address.

You need to make sure that the customers recognize your brand name and they know whom the emails are coming from. For that reason, use your brand name as a part of your email address. Preferably, use it for your custom domain name.

Having cool email names is… Well, cool, but it is not always the best way to go. You need your email name to reflect a certain level of professionalism and you need it to match your website, products, social profiles, etc. If it does not, you will just be filling people’s spam folders once you start sending out promotions.

Ending thoughts on creating a professional email address

In the article above, we explained how to create a business email and professional email names. The tips we mentioned are not supposed to limit your creativity in any way. However, if you want creative email names, you should always keep them professional and avoid going over the top.

It depends from business to business and not every company needs to go with the same approach when creating a professional email. With that in mind, consider the advice we gave you and then see for yourself which way to go is the right way for you and your business.

Here are also some tips on creating business emails for free with your existing domain.

If you enjoyed reading this article on professional email address, you should check out this one on contact management software.

We also wrote about a few related subjects like how to start a small business, how to start a small business in Texas, CRM for Gmail options, small business management software, how to apply for a business license, small business management software, small business ideas for men and small business ideas for small towns.


How do you write a professional email and answer? ›

Here are some steps that can guide you on how to reply to an email:
  1. Read your recipient's email. ...
  2. Begin with an email greeting. ...
  3. Write your introduction. ...
  4. Acknowledge the last email. ...
  5. Answer any previous questions. ...
  6. Verify the recipient understands. ...
  7. Select a sign-off. ...
  8. Proofread your email.

What are 3 things you should include in a professional email? ›

The same goes for when you're learning how to write a professional email. The three important things are the subject, the body, and a signature. These three key components make up the email but what about all of the in-betweens that people tend to put on the back burners?

Which are the 4 important parts of a professional email? ›

The 4 Essential Parts of an Email
  • The subject line. Arguably the most important component of the email, the subject line is the deciding factor in whether your message is read or deleted. ...
  • The salutation. The start of the email sets the tone for the main body. ...
  • The bit in the middle. ...
  • The ending.
10 Feb 2013

How do you start a professional email sample? ›

6 strong ways to start an email
  1. 1 Dear [Name] This email greeting is an appropriate salutation for formal email correspondence. ...
  2. 2 Hi or Hello. As far as email greetings go, an informal “Hi” followed by a comma is perfectly acceptable in most work-related messages. ...
  3. 3 Hi everyone, Hi team, or Hi [department name] team.
2 Jun 2022

What are professional response emails? ›

A response email is simply an email to reply to another email. In business, this is the type of email you will have to write every day. This could be a meeting confirmation email, approving an application email, inquiry response email, declining an invitation or contract email, acknowledgment email, etc.

What is the 3 emails rule? ›

Here is how the “3 email rule” works: * You send me an email asking for help or clarification or advice * I respond via email with my thoughts, comments, questions, etc. * You send another email back with additional questions, or the need for clarification. (3 emails have been sent - hence the name of the rule.)

How do I create a unique email address? ›

Creative email names that are still available
  1. Use the first letter of your first name together with your full last name; e.g. j.smith.
  2. Include your middle name; e.g. john. ...
  3. Use a nickname plus your last name; e.g. johnny. ...
  4. Switch around the word order; e.g. smith. ...
  5. Include special characters; e.g. “.” or “-“ or “_”

How do you make a professional email address when your name is taken? ›

Combine your names
  1. First name + last name = RobertSmith.
  2. First name . ...
  3. First name – last name = Robert-Smith.
  4. First name + middle initial + last name = RobertTSmith.
  5. First initial + middle name + last name = RTrevorSmith.
  6. First initial + middle initial + last name = RTSmith.

What are the rules for creating a valid email address? ›

A valid email address has four parts: Recipient name. @ symbol. Domain name.
Domain names may be a maximum of 253 characters and consist of:
  • Uppercase and lowercase letters in English (A-Z, a-z)
  • Digits from 0 to 9.
  • A hyphen (-)
  • A period (.) (used to identify a sub-domain; for example, email. domainsample)

What are two important things in email? ›

Anatomy of a good email
  • 1 Subject line. The subject line could be the most important part of the email, though it's often overlooked in favor of the email body. ...
  • 2 Openers. ...
  • 3 Body. ...
  • 4 Closings.
15 May 2020

What are the qualities of a good email? ›

Writing Effective Emails
  • Don't overcommunicate by email.
  • Make good use of subject lines.
  • Keep messages clear and brief.
  • Be polite.
  • Check your tone.
  • Proofread.

What should a professional email look like? ›

Professional Email Address Format

The most standard and recommended form of a professional email address is of course the firstname.lastname@domain.tld format. But there are some other ways you can get a professional email address, such as: firstnameinitial.lastname@domain.tld. firstnameinitiallastname@domain.tld.

How do you start an email if I don't know the name? ›

The salutation of a formal email is similar to the salutation of a letter. When writing to someone you do not know by name, you put “To Whom it May Concern.” When applying for a job, you would address the person by, “Dear Hiring Manager.” If you do know the recipient's name, you put “Dear Mr./Ms.

What should be answer of how are you? ›

Good: “Good” is the most common answer to the question “How are you?” It is polite and cheerful. Well or very well: This answer is the most grammatically correct since the question "How are you?” should technically be answered with an adverb.

How can I improve my English email? ›

9 tips to improve your email writing skills
  1. Be precise. When communicating through email, always be specific with what you're talking about. ...
  2. Optimize your subject line. ...
  3. Be formal when appropriate. ...
  4. Get help if you need it. ...
  5. Be consistent. ...
  6. Manners cost nothing. ...
  7. Find your voice.
20 Jun 2017

How are you reply professionally? ›

“Great!” “I'm doing really well, thank you,” or “Fantastic!” are all good ways to answer. They will tell the other person that you are enthusiastic and ready to work.

What is the golden rule of email? ›

In case you never learned it in college, the golden rule of email is never send an email that you wouldn't want to show up on the front page of your local paper. At least it's been my golden rule for decades after painful reminders both public and private.

What is email charter? ›

Developed by TED's Chris Anderson and Jane Wulf, the Email Charter is a manifesto for digital humanity, for spending less time on email, and for cutting each other some slack. We've been pointing people to it for years. Recently the Charter website went down, so we made our own version, inspired by the original.

What are the 5 professional email guidelines? ›

Rules for email etiquette
  • Use a clear, professional subject line. ...
  • Proofread every email you send. ...
  • Write your email before entering the recipient email address. ...
  • Double check you have the correct recipient. ...
  • Ensure you CC all relevant recipients. ...
  • You don't always have to "reply all" ...
  • Reply to your emails.

What are the 5 rules of email etiquette? ›

5 Golden Rules of E-mail Etiquette
  • Address your recipient accordingly. Double, triple check that you have the correct spelling of the recipient's name and their corresponding title. ...
  • Use proper salutations and closing statements. ...
  • Format appropriately. ...
  • Avoid ALL CAPS. ...
  • Compress large files.
5 Jun 2014

What are the 5 components of an email? ›

You can make it easier on your recipients by making sure your business emails include these five essential elements.
  • A Concise, Direct Subject Line. ...
  • A Proper Greeting. ...
  • Proper Grammar, Correct Spelling. ...
  • Only Essential Information. ...
  • A Clear Closing.

What is the most important part of an email? ›

The subject line is the most important section of your email. If you use the same line repeatedly, customers will stop opening and reading your emails. You should always try to use a subject line that describes the content of your email.

How do you write professionally? ›

10 Ways to Improve Your Professional Writing
  1. Don't betray the reader's trust. Verify what you write and not just through Wikipedia. ...
  2. Give it time to breathe. ...
  3. Be concise. ...
  4. Be consistent. ...
  5. Make sure it's relevant. ...
  6. Read it out loud. ...
  7. Give examples. ...
  8. Make it visually appealing.
8 Jul 2013

What is effective email writing? ›

Keeping this in mind, let's discuss some tricks to write effective emails − Plan your message. Use the subject line to grab reader's attention. Keep your message short and clear. Don't type your entire message in lower case.

Should you use your name in your email address? ›

It is safe and professional to use your real name as an email address. Having a safe username or email address takes care of your privacy. At the same time, using your real name as your email address gives an impression of a professional and credible person behind the email.

What are good Gmail names? ›

Characteristics Of Good Email Names:

They comprise your first and last name. They are short, easy to pronounce, and remember. Good email names do not contain random numbers & special characters — except dot, underscores & hyphens.

Can a professional email address have numbers? ›

If you can get away with creating an e-mail account with just your name, this is the easiest way to go. But if you choose to add numbers, it's good to keep them as simple and memorable as possible. As a side note, try not to use numbers or number sequences that may have unprofessional correlations.

Is Gmail a professional email? ›

Is Gmail a professional email address? Personal Gmail email addresses, which are free and use the domain, are inappropriate for business use. However, Google Workspace (and thus, Gmail) is used by more U.S. businesses than Microsoft 365 (and Outlook).

What is the best email address to use for business? ›

Best Email Hosting Providers To Create Free Business Email ID
  • 1) Gmail.
  • 2) Proton Mail.
  • 3) Bluehost.
  • 4) Godaddy.
  • 5) Titan.
  • 6) Namecheap.
  • 7) Zoho Mail.
  • 8) Outlook.
3 Sept 2022

What is the importance of a professional email? ›

A professional email represents a dependable way to stay in touch with regular customers, as well as potential customers who have expressed interest in your company. Your customers can save an email for future reference.

What should you not include in email communication? ›

3 Things You Should Never Include In An Email
  • Leave Out The Emotion. Words can be dangerous, especially those that are written in the heat of the moment. ...
  • Handle Gray Areas In Person. Song reminds business owners to avoid “conjecture, musing or innuendo. ...
  • Keep Your Personal Junk Out Of It.
24 Jan 2014

How do you respond to a reply email? ›

Thank You For Your Prompt Response Notes
  1. Thank you for responding so quickly. ...
  2. Thank you for your prompt response. ...
  3. Thank you for getting back to me so fast. ...
  4. I appreciate your swift reply. ...
  5. We appreciate your prompt response. ...
  6. Thanks for getting back to us so soon. ...
  7. Thank you for providing that information quickly.

How do you reply to an email request example? ›

Dear , As requested by , I am sending over the following documents: I hope these documents meet 's requirements. Please, let me know if anything is missing or needs to be changed.

How do you reply to an email sample? ›

Thank you so much for your interest. Please find attached the information about xxx product/service. Please feel free to contact us at (tel no.) or by email (email address) if you have further enquiries. Thanks again!

How do you say noted professionally? ›

Duly Noted: Meaning, Usage, and Examples
  1. Duly noted is a phrase you might hear or see in a professional context. ...
  2. Duly noted means “acknowledged and given the proper consideration.”
  3. Due and duly both have several different but closely related meanings. ...
  4. Duly means properly or fittingly.
27 Apr 2022

How do you write an email with no response? ›

How to Write a Follow-Up Email After No Response
  1. Ask yourself if you included a close in your first attempt.
  2. Resist the urge to re-send your first email.
  3. Don't follow up too quickly.
  4. Write a truthful subject line.
  5. Start the message with a reminder of your last touchpoint.
14 Mar 2022

How do you respond to no response? ›

If you get the “no response” response: Accept that you can't control what other people do. You don't know their motivations or reasoning. So, don't automatically assume a “no response” equals no unless you really know the person and his/her modus operandi. Do follow up once, but probably no more than that.

How do you respond to I will let you know professionally? ›

You reply on letterhead stationery: Thank you for reaching out to our company, I will take care of this myself and determine if we are in a position to offer a proposal. I can call or email you on Friday to let you know if we can accommodate you and, if so, discuss particulars then.

How do you write a professional email asking for something? ›

How to write an email requesting something
  1. Organize your request. ...
  2. Write an approachable subject line. ...
  3. Begin with a formal salutation. ...
  4. Express your request. ...
  5. Include benefits for the recipient. ...
  6. Conclude with a call to action. ...
  7. Focus on the recipient. ...
  8. Include additional documents.

How do you politely chase someone? ›

Here are some key things to keep in mind when you reach out to someone for the second (or third, or fourth) time.
  1. Have a compelling subject line. ...
  2. Be mindful of your tone. ...
  3. Keep it short and use simple language. ...
  4. Make a clear ask. ...
  5. Give them an out. ...
  6. Be judiciously persistent.
13 Jan 2021

Should I reply thank you to an email? ›

Responding to a thank-you email is often a good idea. Acknowledging the email helps keep relationships strong, be it between you and a colleague or you and a client. There are some thank-you emails that you can safely ignore, like those from salespeople whose products you are not interested in purchasing.

What is a good greeting for an email? ›

Informal email greetings

"Dear [first name]" "I hope this email finds you well" "Hello or hi" "Hope you're having a great week"

What is a good introduction email? ›

Formal introduction email template

My name is [include your first and last name], and I [include a compliment about the recipient]. I am reaching out to you today because [provide a brief but specific explanation of your reason]. I hope to [include your call to action here]. Thank you for your consideration and time.

What is a good subject line for an introduction email? ›

Here are some other subject lines you can use when reaching out to someone new or connecting two people together: A note from a [insert your job title] A quick note from an aspiring [job role] Introduction from [insert name or company here]


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