How to create a good business email address

Posted by Viola Eva on August 25, 2018

Let’s imagine a scenario where the email address of SpaceX is [email protected], or Elon Musk has an email like [email protected] Can you even do that? Imagine a serious company or respectable people with email addresses like that. Even if you could, you shouldn’t, because a good business email address says more about the excellence of your company than any other form of electronic business communication.

 

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!

 

The first thing you need to understand is that every part of the email address matters. It’s not as simple as putting the name of your company in the second part of the email address and leaving it at that because you already have a business email service provider. On the contrary, the first part is the one that speaks to your clients and customers about the level of professionalism you’re displaying at your company. If we go back to the start of this article, you’ll notice that what stood out the most was the fact that the names were not professional.

 

The fine art of constructing a good business email address is to keep everything clean, simple and accurate. Elegance derives from simplicity, and that should be your golden rule when it comes to email address creation. A professional email username is as significant as the words after the “@”. You should always choose your name and surname or just your name, and stay clear from nicknames, numbers and funny usernames that will make you look like an amateur in front of your peers. For example [email protected] or simply [email protected]

 

Let’s go over the best everyday choices again:

 

  •         First name
  •         First name.Last name
  •         First Initial.Last name
  •         First Initial Last name
  •         First name.Last name Initial
  •         First name Last name Initial

 

None of the above should have any spaces between them.

 

If you have a particularly long or complex first or last name, then you should go with the initials. However, if your name is short and simple, then you can go with the full name option. The idea behind this is to make your email address as brief and notable as possible.

 

If the employees on your team have similar or identical names, then it’s also better to go with the initials alternative so you’ll avoid confusion and misplaced emails. If you have two guys called Sam and one is in sales, and the other one is a creative art director, you wouldn’t want people to mix them up.

 

Let’s move on to generic addresses and when it’s suitable for you to use them! Here are some examples of generic addresses:

 

 

These are addresses that don’t feature a specific person or department. Instead, they go to the general company inbox and are a company email that is checked by multiple people.

 

The next step you need to take once you’ve decided on a company email and provider is to find an effective email client that will help you boost the productivity of your teammates and help you organise your inbox. Mailbird is the ideal choice for Windows because the elegant design and intuitive dashboard will be naturally easy for navigating to your employees, and you can set up an unlimited number of email accounts, signatures and identities in one place.

 

eM Client has been on the market for the past decade providing you with migration tools and integrated chat options. Hiri is also a great option with very efficient productivity tools, but it doesn’t support Gmail yet. Mozilla Thunderbird supports unlimited accounts as well, and it can be expanded via plugins, but on the other hand, it’s not an easy and intuitive email client to work with.

 

When using an efficient email client, you would be able to access all of the most important G-Suite features on your Google account or every other email account you have been using for business purposes. Everything within the email client should be integrated with your team’s productivity apps (Asana, Wunderlist, Moo.do, Todoist and others) and Dropbox. At the same time, you should be able to manage and sync contacts from your Google and Outlook accounts (Google Apps and Office 365) and integrate video calling and conference apps.

 

A good email client would feature time management options like:

 

  •         Attachment Search – which allows you to find the document without scrolling through your whole inbox
  •         Speed Reader –  that displays one word at a time, and with a customisable reading speed
  •         In-line Reply – that automatically inserts a colour-coded “Your Name” right in front of all the inline replies, which means it will be extremely easy and simple for everyone in the office to follow the threads
  •         Undo-Send – which allows you to prevent any email from sending up to 30 seconds after clicking “send”, which can be very useful if you forgot to cc the right people or if you cc-ed the wrong people
  •         Snooze – is the best feature for any business that receives and sends out a bunch of emails during a work day, now you can click a snooze button on the ones that need a follow-up and focus only on the ones that need your immediate attention
  •         UnrollMe – an app that lets you unsubscribe from all the unnecessary subscriptions that clutter your inbox   
  •         Contact Manager – syncs the contacts from all the different email accounts you have been using, and it creates a virtual database within the email client, which allows you to edit, link and copy contact information  
  •         Followup.cc – the perfect reminder (works very well with the snooze option)

 

 

What are good business email names?

 

A long time ago, it was acceptable for a business to have one email address for everyone in the office or not have one at all. Today, we live in a world where multiple email addresses are a must, and a free enterprise email service provider is not even a viable option. On the question of what is a good business email name, the answer has to be your own — in every sense of the word.

 

You should get your domain name and use it in your email address because, with the options available to you today, that process is cheap and easy. This is a fact that should not even be negotiated if you’re serious about your business. The best way to do this is to check the Domain Registrar and search for an available domain name that corresponds to the name of your company. Select the shortest domain name that correctly reflects your business.

 

The second issue you should pay attention to while you’re building your good business email address is the TLD or Top Level Domain. This is the part that comes after the name of your company .com, .org, .net, etc. For a growing business .com will be enough, but if you want to go deeper into this subject, you will learn that you can also add the country, for example, .com.au if you are familiarised with your target audience.

 

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 White Light Digital Marketing

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