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Business Email - How To Email Like A Professional

Why A Professional Business Email Address Matters

In modern society, professional email and personal email are necessary tools. Consider all the ways you use email in your daily life. Whether it’s for online shopping, setting up an account, scheduling appointments, billing accounts, or more, you’re using your email address for everything. The email you are using can say a lot about you. Have you ever been embarrassed by your email address? What does the email address you use say about your professionalism? Other professionals, businesses, acquaintances, colleagues, and coworkers will make assumptions about you based on your email name and domain used. We’re here to help you master modern, professional email correspondence.  

Professional Email for Personal Use 

professinal email for personal use

You don’t want to use a “fun” or “cute” email when corresponding professionally via email. You should not use nicknames, sports teams, or other impersonal and “cutesy” names in your professional email address. These will make you stand out in all the wrong ways. Stick to variations of your first and last name and numbers if needed.  Generally, email for personal use is created through a free email provider like Gmail, Yahoo, Outlook, Hotmail, etc. Make sure to choose a provider that takes security seriously and specializes in email. Pen Publishing Interactive is a Microsoft Partner and recommends @outlook.com for personal email. We don’t recommend using an ISP's domain name (Internet Service Provider) such as @cox.net or @att.net, because these companies may sell, change names, and don’t generally specialize in email. Email is a crucial communication tool, so you want to use a good provider.  

Why You Need A Custom Domain

A custom domain is beneficial for businesses, creatives, and even solopreneurs. People trust an e-mail that ends with a custom domain because it's unique to the business and the domain can be researched for more information. A quick Google search will take them to your website where they can read more about you and your services. In this manner, professional e-mail addresses also help your company’s brand awareness initiatives. When you own your domain and use that domain to set-up professional business e-mail addresses for your company, you are in control. 

Professional Email for Your Business 

professional email for your business

You want to start off on the right foot with a professional email address for your business. If you don’t, you’ll jeopardize relationships and trust with new and current customers as well as other businesses. Furthermore, if you’re creating email addresses for your company, you want to keep it consistent for everyone in your organization. Using the same format, such as first name last name @domain.com, will be easier for you and your employees in the long-run. You will also want to take into account duplicate names. Additionally, your business will need generic email boxes for online forms and general contact. Here are some email formats and generic email boxes we recommend: 

Examples of Company Email Formats: 

  • first name last initial Ex: johnd@domain.com 
  • first name last name Ex: johndoe@domain.com 
  • first name . last name Ex: john.doe@domain.com 
  • first initial last name Ex: jdoe@domain.com 

Examples of Generic Inboxes to consider include:

  • Info@domain.com 
  • Sales@domain.com 
  • Marketing@domain.com 
  • Contact@domain.com  
  • CustomerService@domain.com 

Other Professional Email Considerations

  • Profile picture and name 
  • Email signature 
  • Logo, font, and branding 
  • Linking to your website and social media 
  • Out of office messaging or auto responses 

Choose an Email Hosting Provider that Keeps You Secure

Choose a provider that values online security

Spam seems to be taking over people’s email boxes. You want to choose an email hosting provider that provides spam assistance for your email. Pen Publishing Interactive uses multiple spam filters that will automatically block harmful and malicious content for your protection. We can also set up additional filters or lower the spam filtering restrictions based on your needs.  

Email Encryption for Added Security 

Another element to consider for your professional email is encryption. For example, organizations in the healthcare industry are required by HIPPA to keep their patient's information confidential.  Some legal entities and other organizations where security is a high priority need these services as well. Pen Publishing Interactive can work with your team to make sure you have the security you need. We offer add on services for email encryption services through Zix and Microsoft and can help find what’s right for your business.   

Work with a Professional Email Hosting Provider That Is Accessible 

pen publishing interactive responsive email support

If your business email goes down or you get locked out of your account, can you still do business? Chances are you can, but it will be difficult, and you might miss important messages. You want to work with a provider that is accessible when you need them. At Pen Publishing Interactive, we’re here for your business. When problems arise, Pen Publishing Interactive is here to provide solutions with our professional support liaisons. We’re available over the phone or online for your support needs. We are attentive, quick to respond, and focused on thoroughly solving your problems. 

Email Provider Considerations:

  • Are you talking to a real person or an automated line?  
  • How long will you be on hold waiting for help?  
  • How long will it take to have your issue resolved? 
  • How knowledgeable is their team? 
  • Are they in a time-zone that matches up with your business hours? 

Get Started with Professional Email for Your Business 

Pen Publishing Interactive is here to help your business succeed. We provide professional email services, hosting, domain registration, website design, digital marketing, support, and more. We can get your business set up with professional email that is linked to your domain to create a comprehensive online business presence for your brand.  


Explore Some of Our Email Services Below 


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