How to Create the Perfect Business Email: A Step-by-Step Guide

Your email address speaks before you do. When potential clients or partners see john.smith@company.com instead of johnnyboy123@gmail.com, they’re already forming impressions about your professionalism.

A business email address isn’t just a communication tool—it’s a digital handshake. It’s often the first point of contact with customers, partners, and stakeholders, setting the tone for all future interactions. Whether you’re launching a startup or growing an established business, creating the right business email address is a crucial step in building your professional identity.

Let’s explore how to create an email address that commands respect and reflects your business’s professionalism.

What is a business email address?

A business email address is a professional email that uses your company’s domain name (the part after the ‘@’ symbol) instead of generic providers like Gmail or Yahoo. This gives the email a branded, professional identity and reinforces trust in work-related communication.

For example: emmaroberts@hiver.com

Sometimes, the part before the “@” can include a department name.

This structure helps to clearly identify that the email is connected to a company, making the communication appear more official and credible.

When someone receives an email from a business address, they can immediately verify its connection to your company through the domain name. This built-in verification helps establish trust and credibility in your professional communications.

How does a business email differ from an ordinary email?

In addition to using a custom domain (like yourname@company.com),here are the key features that set a business email apart from a personal one:

Security and compliance: Business emails include advanced encryption and security features, such as two-factor authentication and spam filters, to protect sensitive information and ensure compliance with industry standards like GDPR or HIPAA
Professional tools and integration: These accounts seamlessly integrate with productivity tools like calendars, document sharing, and CRM systems, enabling efficient workflows and collaboration
Communication standard: Business emails provide consistency in tone and format, reinforcing brand identity in every correspondence and meeting client expectations for professionalism
Administrative control: With centralized management, admins can set permissions, monitor usage, and quickly resolve issues, ensuring the system operates smoothly for the entire team

Why do you need to create a business email address?

Every day, customers are constantly bombarded with emails. On average, each user sends and receives around 121 emails a day. With so much clutter in their inboxes, a professional email address can help your message stand out.

Here are some other key benefits of having a business email address:

1. It makes you look professional

Imagine you receive two emails: one from a personal address like johndoe123@gmail.com and the other from john@companyname.com.

Which one looks more trustworthy?

As Reddit user JacobStyle puts it, “Using a Gmail address for client-facing business is like showing up to a sales meeting in a ratty stained t-shirt.”

The difference between a personal email and a business one is the difference between looking like an amateur and a professional.

Here’s what another Redditor said about having a @gmail address for a business email:

A business email address shows you’re serious and professional, and that trust is key to making a good impression.

2. It helps build your brand

Having a business email is an easy way to promote your brand. Each time you email someone, you’re giving them another reminder of your business name.

Using a professional email address makes it easier for your customers to remember and recognize your business, helping to build lasting brand awareness.

3. It builds trust and loyalty

With customers having countless options to purchase from, your brand needs to outperform everyone to earn your trust. A professional email address can play a big role in that.

Studies show that 65% of people find emails from company-branded addresses more credible than personal ones. This credibility builds trust and fosters customer loyalty.

When customers see emails coming from a recognizable source, they are reassured that they are engaging with a legitimate business. This trust helps drive customer retention and strengthens long-term relationships.

4. It supports your sales efforts

Emails are one of the most effective channels for reaching potential customers and nurturing sales opportunities. A business email address, such as info@companyname.com, enhances credibility and ensures your outreach stands out as professional.

Moreover, using a verified business domain reduces the risk of flagging your emails as spam, improving their chances of landing in your customers’ inboxes. This not only boosts your brand’s image but also significantly enhances the effectiveness of your sales communication.

5. It improves customer service

Email remains the most commonly used channel for customer service, with about 75% of customers preferring it for inquiries or issues. But your customers need to trust the email they’re using to reach you.

A business email address provides a secure and trustworthy channel for customer interactions, offering clarity and assurance during inquiries or issue resolution. Customers are more likely to engage when they feel confident their concerns are reaching the right place, paving the way for smoother and more effective support.

Now that we have a fair understanding of why businesses must have their dedicated email address, let’s take a look at how to create one that stands out!

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How to create a company email in simple steps?

Creating a professional email address for your business goes beyond picking the right provider. The first step is selecting a domain name that represents your brand and resonates with your audience—it’s what follows the ‘@’ symbol and gives your email its professional edge.

Ready to set up your business email? Follow these simple steps to establish a custom email address that aligns with your brand and supports seamless communication.

Step #1: Choose a Username

The first decision you’ll need to make is what username to choose. Are you creating an email for an individual or for a specific department within the business?

If it’s a personal address, consider using your full name or even combining it with your job title or profession. For example:

john.doe@company.com
janedoe.marketing@company.com
sales@company.com (for a team inbox)
support@company.com (for customer service)

On the other hand, if you need to move emails from your personal inbox to a shared one, you can do it with two options:

Use the “Add to Shared Mailbox” Option: Open the email, and click “Add to Shared Mailbox” button on the right-hand side Activity Panel.
Forward Emails to the Shared Inbox ID: Simply forward the email to the shared inbox address for a quick transfer.

Setting up Hiver is quick and simple, and you can have your team up and running in less than 10 minutes.

Step #2: Choose an Email Service

Once you’ve figured out the username, it’s time to choose an email service provider. For a business email, you’ll want a service that offers the following features:

Ample cloud storage for emails and attachments
The ability to send large files
Strong security features, including virus protection
Spam filters to block unwanted emails
Archiving capabilities for easy retrieval of past messages
Task scheduling features to stay organized
A reasonable price that fits within your budget

Make sure the provider you choose suits your business needs and offers all the tools to keep your communication secure and efficient.

For example, Hiver is a versatile email collaboration tool built for teams that work directly within Gmail. It transforms Gmail into a powerful shared inbox platform, streamlining communication, collaboration, and workflow automation.

With Hiver, you can manage shared email accounts and turn your Gmail into a team collaboration hub with its plug-ins. The platform lets you manage shared email accounts like sales@company.com or info@company.com—directly from your Gmail.

You can assign emails as tasks, track who’s handling what, and keep everything organized with just a few clicks. Communicate around email threads by adding notes, helping you avoid getting lost in inbox clutter.

Hiver also allows you to share Gmail labels, like “sales lead,” so your team can access and collaborate on email conversations easily.

Managing your business emails becomes much easier with the right email client in place.

Step #3: Register a Business Account

With your provider chosen, it’s time to register your business email account. This is typically an easy process that involves selecting your domain name and setting up your profile.

Most services offer an intuitive sign-up process (like Hiver!) that walks you through the setup. Follow the prompts, and you’ll have your business email account ready in no time.

Step #4: Create Email Aliases

An alias is an email address that doesn’t have its own inbox. Instead, any messages sent to it are forwarded to a main account. This can be especially useful for new businesses.

For instance, if you’re a startup with no staff yet, using aliases like sales@ or enquiries@ gives your business a professional and established look.

You can also check out our step-by-step tutorial to creating email aliases if you’re a beginner.

Step #5: Set Up an Email Signature

Don’t forget to create an email signature. Once that’s done, set up an address book and sync your email with an online calendar.

These features are key to managing your daily schedule and staying organized.

Best practices for creating a good email address for business

If you want your business email to stand out and reflect your brand well, follow these tips. They’ll help ensure your emails look polished and professional.

Keep it professional: It might be tempting to use a nickname, but leave it out of your business email. A nickname can confuse people who don’t know you personally. Stick to your full name or initials to make it easier for others to identify you.
Avoid numbers: Numbers in your email address may trigger spam filters, which means your emails could get lost. If you need a unique email address, consider using your middle name or another variation instead. This way, you’ll avoid any unnecessary technical issues.
Maintain consistency across the company: Establish a uniform email format for all your employees. If your business email follows firstname.lastname@domain.com, make sure your employees’ email addresses do too. You can also set up group emails for different departments, like support@domain.com or sales@domain.com. This creates a clean, professional look across your company.

By following these steps, you’ll have a business email that not only looks professional but also builds trust and improves communication.

Improve Your Business Communications With Hiver

A professional business email address is essential. It helps your messages stand out in a crowded inbox, building trust and loyalty with potential clients. This leads to increased sales, improved customer service, and a more polished company image.

The steps in this article will guide you in setting up your own business email address quickly and easily.

But, simply having a professional email address isn’t enough to grow your business. You also need an efficient email management system. That’s where a reliable email client, like Hiver, comes in.

With Hiver’s business-focused features and seamless integrations, managing your team’s emails becomes easier than ever. Don’t miss out—sign up for Hiver today and take your business communications to the next level!