Best Practices and Tips for Creating a Business Email
In today’s world, when a substantial part of communication with clients is done via emails and newsletters, your professional online image greatly depends on having a customized business email. After you set up your business website, you use the domain name in your email as well, instead of one that’s generated by default on services like Gmail or Yahoo Mail.
A business email account will send a strong signal to your target market that you are a well-established brand, on top of helping to boost open rates since they know who you are. Learn how to create a business email in this four-step guide and gain insight into the best practices for crafting the perfect one.
What is a business email address?
A business email address is a custom email address that uses your company’s domain name. All types of businesses can benefit from using business email addresses. For example, the business email firstname.lastname@example.org unifies with both your website and domain name (haileyfashion.com), conveying the idea that yours is official and reliable, unlike a generic one (email@example.com) which anyone can create.
The main reason for getting a business email address is so that customers can easily identify your company, thus raising credibility and promoting your brand. With that said, clients and other businesses are more likely to trust a professional email account, which they can use to find your business website for more information.
Additionally, when you or your employees send emails using an address with your business name, customers are rest assured that they may confidently open the content and hit reply whenever they need to be in direct contact with you.
How to create a business email
Build a professional website
Register your domain
Set up your custom email address
Access your personalized mailbox
01. Build a professional website
A crucial step to starting a business is creating your website. Whether you want to showcase your work, offer your services, or sell your products, your site is where your customers expect to find you. Remember that a great website is able to help you manage and fulfill multiple functions - marketing, online store and communication center - all of which are necessary in order to smoothly operate a business online.
If you haven’t already built an online presence, you can begin by choosing from any of these professionally designed website templates, which are entirely customizable to fit your brand’s vibe and message. All websites created on Wix are also mobile-friendly. Furthermore, you can communicate with visitors on the go using the Wix Mobile App, which allows you to engage with clients and run your website all from the comfort of your portable device.
Check out some tips on how to create a business website to ensure that yours is built to leave a lasting impression.
02. Register your domain
As a business owner, it’s a rational choice to use your business name as your domain name so that customers can easily find you. With a lot depending on what you name your business, it’s always a good thing to elicit the expert help of a business name generator to put you on the right track.
Your domain name also plays an important role in your site’s credibility, which is an essential component of customer retention. Therefore, take some time going over it and ask yourself whether it’s in line with your brand as well. Whatever you decide for your domain name will also be assigned to your custom business email address.
Before registering your choice, make sure that it’s available by doing a domain name search. After you’ve claimed your own, it’s time to connect it to your website.
03. Set up your custom email address
Once your website and domain name are set up, the next step to getting a business email is purely elementary. Start by choosing the number of email addresses you want, their usernames, and the subscription plan that fits all your business needs with Wix. Or you can simply connect an existing business email that was purchased elsewhere to your new one.
If you manage a company with multiple employees, you can give each one a custom email address, like firstname.lastname@example.org and email@example.com. In this same line of thinking, if your business were to have multiple departments, you can create separate accounts for each one, such as firstname.lastname@example.org and email@example.com - all of which works toward strengthening your brand.
04. Access your personalized mailbox
Finally, you’ve got a custom email address. From this point on, every single newsletter or sale confirmation email you send out to your clients will showcase your brand. Not only will this boost your reputation as a professional, but also help you compartmentalize your professional and personal lives better by having two separate accounts. On top of this, you’ll feel an overwhelming sense of pride when you see an email branded with your very own company name.
As you may already know, the right email client will open the door to a new world of professional solutions that your business demands. With Wix and G Suite, you’ll be able to access all the tools needed to run any business email account. Consider the following points below:
Access from anywhere, any time: Gain access to your data and work documents at any time, and from anywhere on every possible device. You can also share access to your work documents with your colleagues and clients for a smooth and real-time collaborative experience.
As many email addresses as you wish: Create an unlimited number of email addresses, all hosted under the same domain. This way, each one of your employees or departments (sales, support, info, and IT) can operate from their own distinct mailbox: sales@haileyfashion. com, firstname.lastname@example.org, etc. Even if you’re running a one-person-show, it’s better to create a partition among the different roles that your customers will interact with – for example, sending sales’ invoices from a different email address than that of customer support related issues.
Secure storage: Using a personalized G Suite account comes with plenty of storage – 30GB. And you’ll enjoy automatic extensive security and full admin controls.
Brand your mailbox: Because consistency should be inherent in your business, you’ll be able to take things up another professional notch. For example, after you create your own logo, embed it into your custom mailbox.
24/7 customer support: Whether you have a burning question at 2 AM or in the middle of your work day, you will be able to find all the assistance you need at any time. Both G Suite and Wix offer 24/7 support.
Best practices when making a business email address
As you go over the steps of our guide on how to create a business email, keep in mind some of the best practices for making your own.
Use a standard format across your business emails. Whether you are a company of one, many or expect to hire as you grow, you want to keep a consistent format for each business email account that’s created along the way. Decide early on what style is the best fit for your business. Included among a variety of options are using first names alone (email@example.com), first name and last name initial (firstname.lastname@example.org) or the full first and last name (email@example.com). Sticking to one format will make it easier for anyone looking to contact specific areas of your business, as well as those from within.
Have email addresses for each department. While you may have built relationships with clients on a personal name basis, using generic names to identify specific departments within a company helps facilitate communication between your customers and sales, customer service, info and more. As mentioned before, you can create multiple email accounts across your business.
Add an email signature. This piece of text is added to the end of an email which holds vital contact information, including a phone number and job title. A professional email signature will sometimes feature a logo or another type of content relating to a brand or person’s online presence, such as links to social media accounts.
Secure your email. A proper mail client will enable advanced phishing and malware protection necessary for any online business. Gmail displays warnings and identifies to move untrustworthy or harmful emails to the spam folder. It’s important that you’re on top of your mailbox security in order to keep all aspects of your business and clients protected.
By Cecilia Lazzaro Blasbalg Small Business Expert & Writer