Best Practices for Creating Your Business Email Address 

When starting a business, going with a free email address like @gmail.com or @outlook.com may seem like a logical choice. After all, why pay for a service when you can get it for free? However, this choice that seems economical in the short term can damage your credibility and the effectiveness of your professional communications in the long term.

WHY CHOOSE A PROFESSIONAL EMAIL ADDRESS?

To strengthen your credibility and reputation

Often, your customers discover your email address before they even know the quality of your services or products. An address ending in @companyname.com will instantly send a more serious and professional image than a personal address like @gmail.com or @outlook.com.

By using a custom address linked to your domain name, you make it easier to remember your business and create consistency between your visual identity, website, and communications. It's a small detail that helps build a solid and credible brand.

To improve your email deliverability

What could be more frustrating than working on a custom quote and seeing it land in your recipient's spam folder? By using an address with a custom domain name, you greatly reduce the risk of experiencing this situation. Email spam filters are often stricter on free email addresses, as they are commonly used by spammers to send unsolicited messages or phishing emails. What is the result of using a free address? Your emails may be blocked before they even reach an inbox, resulting in the information not making it to its destination. A business address, on the other hand, inspires more trust in mail servers and improves your domain's online reputation.

To ensure the sustainability of your communications

Imagine you have been using Microsoft's tools for years, and then, following a change in the way you work, you decide to migrate to the Google Workspace suite, and therefore use Gmail as an application for your communications. With a free email address, you will have to create a new one to make this transition. And, this involves contacting all your customers to inform them of the change, updating your email address with a lot of people.

With a professional address, these constraints disappear. Since it is linked to your domain name and not to a provider, you keep it no matter what platform you use. You therefore have the same address throughout the life of your company.

HOW DO I CREATE MY BUSINESS EMAIL ADDRESS

Now that you understand why it's important to have a professional email address, let's take action. Here are the concrete steps to create an address that will proudly represent your business and build credibility with your customers and stakeholders.

1. Choose a strategic username.

This is the first part of your email address, the one before the at sign (@). The most common options for self-employed or small businesses include:

• info@

• contact@

• service@

You can also opt for an address that starts with "firstname.lastname@". This is especially useful for companies with employees or companies planning to hire.

That said, you don't have to use any of these formulas. If your brand identity lends itself to it, let your creativity run wild and choose a username that reflects your image.

2. Select the correct domain name.

Then, there will come a time to choose the domain name for your email address. Ideally, it should be the same as your website's domain name to ensure consistency in all your communications and build brand recognition. You can use your business name or, if you're self-employed, opt for a combination of your first and last name.

Before committing to a domain name, be sure to check its availability. Tools like Hostinger, GoDaddy, or Name.com allow you to see if it's already being used by another company. If so, you will have to choose another one, as each domain name must be unique on the Internet.

3. Focus on clarity and simplicity.

Does your business have a bold tone, and you want to get creative with your email addresses? Be careful not to overdo it. Choosing to use "hello@companyname.com" instead of the classic "info@" for your customer service gives your brand a user-friendly look without compromising clarity or memorability. On the other hand, contact-customer-service-team-2025@companyname.com makes your address more difficult for your customers and partners to remember. The more complex an address is, the more likely you are to lose business opportunities simply because a potential customer made a mistake typing it or didn't remember it correctly.

Avoid using numbers in your work email address unless they are part of your business name. Also ban the use of special characters, which harms memorizing the address and its credibility.

4. Choose your email provider.

Once you've chosen your email address, the next step is to choose your email provider. Make sure you choose a reliable company that offers features tailored to your needs. Here are four questions to guide your decision:

• How much storage space do I need?

• What tools are included?

• Does the provider offer reliable technical support in case of problems?

• What is the provider's reputation for security and data protection?

By the way, did you know that you get from one to five email addresses for your domain name when you upgrade to a paid plan at WebSelf? It's perfect for freelancers and small businesses!

5. Create a polished email signature.

Congratulations! Your email address is now operational. Now, all you have to do is manage your messaging, and that starts with an elegant email signature.

Make sure your signature includes your name, title, and contact information. Adding your logo is also a great way to reflect your professionalism, and it strengthens your brand image. You can create it directly in your inbox settings or using a tool like Canva.

A professional email address is not required to launch your business, but it is a wise investment to build your credibility from the start. In a few simple steps, you can equip yourself with a tool that will strengthen your brand image and facilitate your communications.

Ready to take action? Reserve your domain name now with WebSelf, and create an address that reflects your image!

List of key steps to create your work email address

• Choose a username and domain name that is simple and representative of your business.

• Determine which email provider is best suited for your needs.

• Create a polished email signature that is consistent with your brand image.