The benefits of having a formal email address for businesses

Posted by Viola Eva on August 25, 2018

Viola Eva

Viola Eva

SEO Consultant from Flow SEO

Published on August 25, 2018

We at Mailbird believe that the best way to explain the importance of email to you, as a business owner, is through the power of numbers — particularly when it comes to the significance of a formal email address. So, let’s start with some compelling numerical facts:


  • There are 4.6 billion email accounts worldwide.  
  • There are 2.7 billion email users.
  • Over 212 billion are sent and received on a daily basis.
  • One person sends and receives 131 emails per day in a regular business communication.
  • A total of 54 percent of B2B emails contain marketing messages.
  • It is a fact that 91 percent of users check their emails daily, and 66 percent of them purchase through email.
  • The average click-through rate of B2B marketing emails is 1.7 percent.
  • The list goes on and on, but you get the idea!


For all free or low-cost business email providers there, Mailbird is also a great low-cost option for desktop email clients as this is one of the main reasons why existing businesses choose Mailbird over the competition!


Additionally, 72 percent of consumers prefer email communication, and that fact is more than understandable in an era of instant messaging. Now, imagine the possibility of reaching just a small percent of those potential clients and consumers, and how much that would grow your business and recognition on the market. Imagine getting in touch with a generic, unprofessional email address. Do you think they would even open that mail?


If you’re launching a marketing email campaign or sending out promotional offers and newsletters, your email address is the first thing that’s going to make an impression on people, and you should make sure it’s a good one. A formal email address increases your level of credibility in the eyes of your peers.


These are just some of the benefits you can gain when you start using a professional email address:


  • Customers and clients will perceive your business as a serious company.
  • It’s more probable for customers to remember your email and brand when you’re using a professional email address.
  • The only business you’re promoting is yours.


In today’s world, it’s almost impossible for a startup to be competitive in the market without a strong online presence. Another benefit you can reap with a corporate and presentable email address is developing a high-quality marketing and management strategy for your long-term goals.


The email address itself is an integral part of the image of the company because it shows your future customers the level of professionalism they can expect. For example, a professional email address is a key ingredient in launching a successful email marketing campaign. Moreover, it can be extremely beneficial to you when you’re trying to build a brand and make the company easily recognisable on the market.


If you want to manage your new address properly, we recommend you use a supported email client that can save you and your team time and money. Mailbird is continuously updated, and its integration features will allow you to have everything right at your fingertips in one elegant dashboard.



How to make a formal email address


The answer to the question of how to make a formal email address is relatively straightforward and simple. You need to choose a domain name that is brief and corresponding to the name of your company, and then find the right provider for you. The most popular providers on the market today are:


  • Google G Suite
  • Microsoft Outlook
  • iCloud
  • Yahoo Mail
  • AOL Mail
  • Zoho Mail
  • GMX Mail
  • Yandex Mail
  • Lycos Mail


Each of the above offers a free version, however, if you want to use the premium features, they usually come with a monthly subscription. For example, the basic business packages for Google G Suite (Google Apps) and Microsoft Outlook are $5 per month.



The rules of writing a quality formal business email


In this section of the article, we are going to focus on the writing of a quality formal business email and the elementary principles of email etiquette.


  1.    Be reserved about what you write – You should never write in an email something you are not willing to say in public. More often than not, the wrong person in the cc section can turn your business communication into a full-blown scandal. Because of that, double-check the content and the people you’re sending it to.


  1.    Always introduce yourself at the beginning when you are talking to strangers – You should never assume that people know who you are or what your company is about when you’re reaching out to them for the first time. Instead, take the time to write a brief introduction about yourself and the company. Make it simple and elegant, and provide only the necessary information.
  2.    Be a timely person/business – There is nothing worse than waiting for a response. If you want to grow your client list and have satisfied customers, then responding in a timely fashion is crucial. In fact, 24 to 48 hours is acceptable, and everything after two days can be considered reckless.


  1.    Refrain from sending one-liners – One-liners will not help or advance the communication in any way, and words such as good and okay, will not leave a respectable impression on your peers.
  2.    Don’t use shortcuts to real words, emoticons, jargon or slang – Because email communication is not instant messaging, it shouldn’t be treated as such. That’s the reason we have different channels for both types of communication. It’s not acceptable for professionals to use inappropriate language as 4u or Gr8 in a corporate email. You risk looking unprofessional with your partners and clients.


  1.    Simplicity and clarity are your best friends in business communication


  1.    Always include a signature (also simple and elegant)


Raise brand awareness with your formal email id


An email ID is an electronic identification allocated by the server to you. For example, in the [email protected] email address, elon.musk is the email ID. When you’re using a formal email id to promote your business, you take on a professional responsibility that conveys an image of trustworthiness and competence. If the customers think your company is proficient and has an excellent product/service to offer, they will reply.  


However, their first impression can also be their last if you’re not branding the business right with a formal email address and with the right email content. A professional email for freelancers is also recommended because you are a one-person business. The presentation of your services to the business community should be respectable, and the email address reflects your professionalism. Remember, your email is a reflection of you and your company!


For all free or low-cost business email providers there, Mailbird is also a great low-cost option for desktop email clients as this is one of the main reasons why existing businesses choose Mailbird over the competition!

Viola Eva

Viola Eva

SEO Consultant from Flow SEO

Published on August 25, 2018


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