How to Get a Professional Business Email Address for Your Company

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A professional business email address is essential to making your company look credible and trustworthy. It adds an air of professionalism and helps you appear more organised and established. Having a personalised domain name for your company’s emails also allows potential customers or partners to identify with whom they are communicating quickly.

Unfortunately, setting up a professional business email address can be complicated and confusing for many people. That is why we have created this guide – to help you set up the perfect email address for your business!

Here, we will discuss choosing the right domain name, where to buy it from, what hosting services are available, and how to set up your new professional business email address so you can start using it immediately.

Why you need a professional business email address 

Having a professional business email address allows you to stand out from the competition and show your customers, clients, and colleagues that you mean business. A professional email address is tailored to your company so you can ensure branding consistency across all communications. It will give people quick confidence in your business and let them know they are writing to the right person.

Without a professional business email address, it can be challenging to differentiate yourself from other businesses and establish credibility with peers and customers. In today’s ever-growing digital environment, having an email address for your business is essential for success!

The benefits of having a professional business email address 

A professional business email address is essential for any company looking to succeed in today’s marketplace. By including the company name in the email address, you immediately set a standard of professionalism and confidence on which customers can rely.

Furthermore, with a company-specific email address, it becomes much easier to stay organised and manage communications. This allows customers and employees to have easy contact and quickly find what they need without guesswork or frustration. Overall, having a company email address is an integral part of any business seeking success and long-term stability in the modern world.

How to use your professional business email address to increase productivity 

A professional email address associated with your business can be an integral part of increasing productivity. Branding yourself or your business is essential; maintaining a clear, concise and presentable email address can help instil trust in potential customers and colleagues. A professional email address will structure conversations, ensure that messages are read, and ultimately save time as you will not have to explain from whence the communication comes.

A successful business keeps up with technology trends; using a professional email address allows for efficient collaboration with colleagues, partners or clients. Make sure it reflects who you are or your company’s message so that you can increase the effectiveness of all communications.

Decide on the domain name you want to use for your company’s email address 

When it comes to company email addresses, one of the most important decisions you can make is choosing the right domain name. Whether you plan on using a company name or something catchy and memorable, selecting a domain name can help ensure that your company’s emails are taken seriously.

Register your domain name with a reputable hosting service 

Having a domain name is an essential asset for any website or business. Ionos and Google have established themselves as effective, reliable hosting services with excellent customer support. All domains registered with Godaddy come with robust security options and advanced analytics to maximise traffic to your site.

Additionally, Google offers easy-to-use tools to help customise your domain and comprehensive plans for managing multiple websites under one account. No matter the size of your business, a reputable hosting service can assure you that your domain name is secure, searchable, and in good hands.

Set up your new email account with your chosen hosting service 

Setting up a new email account with Ionos or Google is straightforward. Typically, all you need to do is provide basic information such as username and security details. Godaddy and Google offer great advice on how to set up your account, so you can be assured that the process will run smoothly.

Furthermore, you can be confident knowing Godaddy and Google will ensure your account remains secure and private. If you have any queries, Godaddy’s customer service team are available 24/7 to assist, making setting up an email account stress-free!

Choose an appropriate email address format for your company 

Choosing the correct email address format for your company can help ensure a professional and efficient work environment. Smaller companies may opt for a simply formatted address, such as [firstname]@[domain], to ensure each employee has a consistent and easily remembered email address.

Alternatively, larger companies may opt for an address format that includes both employee name and department, such as [firstname].[lastname]@[department].[domain]. This helps promote organisation between departments and increases efficiency in reaching the intended recipient quickly and accurately.

When choosing an appropriate email address format for your company, consider the organisation’s size to create a streamlined workflow.

Train employees on proper etiquette for using the new business email account

Providing employees with basic training on using the new business email account is crucial to ensuring that the company is successful in its daily operations. Email has become an essential form of communication for many businesses, so it is vital to ensure employees understand how to use the account appropriately.

Professional etiquette should be stressed when communicating with both colleagues and customers via email. This could include discussion of such topics as font choice, crafting effective emails, responding promptly, and maintaining privacy policies. Taking the time to review these important points with employees should not be underestimated – doing so can help foster a positive work environment conducive to productivity and success.

Use a professional-sounding signature for all outgoing business emails 

Before hitting “Send” on your next email, take a few extra seconds to recognise the significance of your professional signature. Your signature is more than just a name; it serves as an unspoken representation of who you are and the values that you bring to any project or conversation.

From a glance, you ensure that your ultimate impression is polished and courteous – a lasting symbol of your exceptional ability and dependability! Remember to get down to business and ensure every outgoing message includes a personal touch in the form of an appropriate and welcoming salutation.

How to make sure your professional business email address is secure

Ensuring your professional business email address is protected is of utmost importance in today’s digital world. A few simple steps can help keep your address and account secure.

First, create a strong password at least eight characters long and contains uppercase and lowercase letters, numbers, and special symbols.

Additionally, use two-factor authentication if your provider offers an additional layer of defence by requiring a second piece of information, such as a code sent to your smartphone or other legitimate devices.

Review any emails from unknown senders before opening them or clicking on any links in the message.

Lastly, always log out after using your account and do not let anyone else access it without permission. Following these basic tips should help ensure that your professional business email address remains secure at all times.

Configure your security settings and spam filters for your new business email account

Setting up secure, spam-free email accounts is a crucial step in ensuring your business and its clients stay safe and organised. To get started, familiarise yourself with the security settings provided by your email account host to ensure you remain within an acceptable safety range.

Also, regularly review the spam filters associated with your account and adjust them as necessary to keep out unwanted emails and malicious links. By taking these steps before you open any important emails, you can protect yourself from any potential cyber threats.


Having a professional business email address is essential for any successful business. It can help increase productivity and trust between colleagues, partners or customers while providing an extra layer of security with two-factor authentication and strong passwords. Taking the time to review essential points such as font choice, crafting effective emails, responding promptly, maintaining privacy policies and configuring spam filters will ensure that your account remains secure at all times. With these tips in mind, you will be well on your way to creating a professional email presence that reflects positively on both you and your brand.

At Uniwide Formations, we understand the importance of having secure and reliable email accounts. That is why we are proud to offer our customers the opportunity to take advantage of one of our partner’s offers — a secure and efficient email hosting service:

Create a professional email address from only £1/mo! 

Gmail – Professional Email for your Business
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