Most of the emails you receive from professionals—whether they’re doctors, dog trainers, or CEOs—come from business email addresses. A business email address is a crucial signal that separates hobbyists from legitimate professionals in the eyes of your audience.
A business email address does more than just deliver messages. It signals legitimacy. It separates amateurs from professionals in the eyes of potential clients and partners. For new business owners or those still building an online presence, email is a vital step in establishing credibility.
Setting up a business email is simple, and it ensures you present yourself professionally, no matter where your business takes you.
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What Is a Business Email?
A business email is your professional email address that shows you’re legit. It usually includes your company’s domain name, like [email protected]. This makes it clear who you are and what business you’re a part of.
To break it down, your business email is tied to your website’s domain. So, if your site is www.businessname.com, your email would be something like [email protected]. Setting up a business email is one of the first things to do after you register your domain—it’s a simple way to make your business look more professional.
How to Create a Business Email in 4 Easy Steps
Good news! Setting up a business email is a breeze and a great way to make your new business website stand out. Just follow these steps to get started.
Step 1: Register your domain
Your domain name is the URL people will type into a browser to reach your website. A business called The Puppy OYour domain name is the web address people will use to find your site. For example, a business called The Puppy Obedience School might go for puppyobedienceschool.com. Registering your domain ensures you own it and sets you up with the last part of your business email address (like [email protected]).
Finding the right domain can be a bit tricky since a lot of the popular .com options are already taken. Take some time to brainstorm keywords or phrases that reflect your business, then use a domain search tool to see what’s available. Once you find the one that works, you can register it right there.
If the .com version of your business name isn’t available, don’t stress! You can always go with a .net or .biz extension instead—they work just as well.
Step 2: Sign up for web hosting
To set up a business email with your domain, you’ll need web hosting. It’s not only for your email, but it’s also what gets your website up and running.
When picking a hosting plan, check how many email addresses are included. Some providers, like HostGator, let you create unlimited email addresses for free. Others might charge you extra or only give you a few for free, then charge for more.
Save yourself some cash by choosing a plan that gives you all the email addresses you’ll need from the start.
Step 3: Follow the instructions from your hosting provider to create your business email
TheNow, it’s time to create your business email. The exact steps will vary a bit depending on your hosting provider, but the general process is pretty similar across the board.
Here’s how to set up your business email with HostGator:
- Log into your cPanel.
- Head to the Email section and click on Email Accounts.
- In the form, enter the name you want for your business email (e.g., info, sales, etc.).
- From the dropdown, choose the domain for your email (like yourbusinessname.com).
- Pick a secure password. If you’re stuck, HostGator’s Password Generator can help, and the Strength Bar will show you how secure your choice is.
- Hit Create Account, and you’re all set!
It’s really that easy!
HostGator Product Manager Sean Dundon walks you through the process in this video:
https://youtu.be/bJR7HYyMHcw?si=VfmocydsdvSRQbBw
Step 4: Choose your mail client
Now that your business email is ready to go, it’s time to decide how you want to access it.
Your web hosting account probably comes with a basic webmail option, which you can use directly through cPanel for free. But most people like the convenience of having their emails forwarded to a third-party email client.
Some popular choices include Google Workspace, Microsoft 365, and a few others. Choose the one that fits your workflow best.
Google Workspace
While Gmail for business does come with a small monthly fee, Google Workspace gives you way more than just email. You also get access to Google Apps, including Google Drive, Docs, Calendar, Sheets, and Hangouts—everything you need to keep your business organized and control who has access to different files and info.
For HostGator users, once you’ve set up Gmail, you can find instructions on how to forward your emails to Gmail here.
Microsoft 365
Like G Suite, Office 365 offers an easy-to-use email interface (Outlook) along with some handy business tools like Word, Excel, and PowerPoint—all cloud-based. HostGator users can even upgrade their plan to include Office 365 features. Check out available plans and setup instructions.
Apple Mail
For Apple fans, Mac Mail is the default email app on your computer. If you’re with HostGator, you can easily set up email forwarding to Apple Mail using these instructions. And if you want to check your email on an iPhone, you can follow this guide.
7 Best Practices When Creating Your Email Address
Setting up a business email is a big step in making your business look professional and legit. But a few extra tips can help you make the most of it.
Use an Intuitive Naming Convention
If you’re a one-person business, this part’s easy—just decide what your own business email will be.
But if you have employees (or plan to hire some as you grow), take a little time now to figure out a consistent format for all your company emails. This will save you headaches later, making life easier for both future employees and everyone looking to get in touch with them.
Some common formats include:
Picking one now will help you stay consistent as your company grows.
Keep Business Email Short and Simple
The easier your email address is to remember, the easier it will be for people to contact you or your employees. Long or complicated email addresses can cause confusion. If you’ve picked a straightforward naming convention, you’re already on the right track.
Skip the Numbers
So, you’ve hired a second John Smith—common names happen! You might feel tempted just to add a number, like [email protected], but that can look a little less professional. Numbers tend to make email addresses seem less trustworthy.
Instead, tweak the format a bit. You could go with something like [email protected] or add a middle initial, like [email protected]. It keeps things cleaner and easier for everyone.
Use Your Judgment for Nicknames
If you hire someone like Robert Jones, but everyone knows him as Bob, it’s probably more intuitive to use [email protected] rather than his full name. People are more likely to remember his nickname. But unless someone goes by their nickname every day, stick to their actual name to avoid confusion and keep things professional.
Most of the time, using a person’s real name is a safe bet, but use your best judgment based on the situation.
Set Up General Department Email Addresses
Setting up emails like [email protected] or [email protected] can make life easier for both customers and your team. Customers won’t have to hunt down a specific person’s name to get in touch—they can guess where to send their questions.
On the business side, you can route these emails to everyone on the relevant team. If all your sales reps get emails sent to [email protected], one of them can jump in and respond quickly. This makes sure no customer inquiries slip through the cracks.
Add Your Name and Photo
Personalize your business email account by adding your name and profile photo. This makes your emails more recognizable when they land in someone’s inbox.
In Gmail, you can update your photo by clicking on the G Suite icon in the top right corner and then hitting “Change” at the bottom of the circle that pops up.
You can update both your name and photo by going to your Google Account, selecting “Personal Info,” and adding your details.
In Outlook/Office 365, you can change your name and picture by clicking on your profile image at the top right, selecting “Edit Profile,” then choosing “Change Picture” and “Edit Name” to make updates.
Set Up an Email Signature
The final touch to make your business email account look professional is creating a good email signature. A solid signature includes a polite signoff (e.g., “Regards,” “Thank you,” or “Sincerely”), your name, a link to your website, and the best way to contact you.
Setting up an email signature means this info automatically shows up at the bottom of every email you send, making it easy for clients and contacts to find your details when they need them.
How to do this depends on your email client, but it’s usually simple. In Mac Mail, go to “Signatures” under Preferences. In Gmail, head to “Settings” and find the Signature section. In Outlook/Office 365, click “Signature” under the Message menu.
The Role of Email in Client Communication
Email is often the first touchpoint between a business and potential clients. Because of this, it plays a critical role in shaping your brand’s image. While creating a business email may seem like a technical step, it’s actually a major part of client communication strategy. Here’s why:
Build Trust Instantly
Emails from your business domain reassure clients that you’re serious about your business. When a customer sees an email from [email protected], it carries more weight than a message from [email protected]. It signals professionalism and trustworthiness from the get-go.
Maintain a Consistent Brand Experience
Every communication from your company should reflect your brand identity, and that includes your professional business email address. Consistency across your website, social media, and email helps customers easily identify and engage with your brand.
Set Expectations With Departmental Addresses
By creating specific email addresses for different departments (e.g., [email protected], [email protected]), you set clear expectations for clients. They’ll know exactly where to direct their inquiries, improving response times and overall satisfaction.
How to Choose the Best Email Service Provider
When picking the right email service provider, there are a few key factors you’ll want to consider. Here’s what to look for:
Easy Setup
Ensure the email provider offers a straightforward setup process for linking your domain. It should be simple but also include all the necessary steps for authentication—no shortcuts on security!
Efficient Migration
Your new provider should make it easy to transfer all your emails, contacts, and data from your previous provider without any headaches. Data loss is a big no-no, so seamless migration is a must.
Secure and Private
Look for a provider that prioritizes data security and privacy. Your account should have multiple authentication layers, and your emails should be encrypted end-to-end. Also, ensure they’re serious about privacy compliance—your personal info should stay personal.
Custom Domain for Your Business
Your email should match your brand. Choose a service that lets you use a custom business email address that fits your business. A professional email domain helps customers recognize your brand and builds trust.
Robust Control Panel
Go with a provider that gives you control. A solid control panel will let you manage domain settings, users, and group addresses and set up restrictions and spam filters. And don’t forget to check for reliable uptime!
Collaboration and Business Tools
It’s a bonus if your provider offers tools for team collaboration, like calendars, notes, and contact management. It’ll make staying organized and connected with your team much easier.
7 Reasons Why You Should Have a Business Email Address
You probably already have a personal email address, so you might be wondering—why not just use that for your business, too? Does it really matter to create a professional email?
It actually does, and here’s why:
A Business Email Shows Professionalism
Sending business emails from something like [email protected] isn’t going to cut it; even if your recipients also love Lord of the Rings, they just won’t take you as seriously.
By using an email from your business’s domain, you immediately show that your emails are legitimate and professional. Plus, once you’ve got a business email set up, you can use it for all your business-related accounts—social media, hosting, etc.
And don’t worry—you can still keep your personal email separate. It’s much better for work-life balance when emails from your customers don’t mix with messages from your mom or best friend.
It’s Part of Your Marketing and Branding
A business email is an extension of your business branding. Every time you send an email, your business domain is right there in the From field, keeping your business and website in front of people.
And it’s not just you—every employee with a business email is doing the same. With every email they send, they’re helping keep your business top of mind and making it easier for people to find your website.
People are More Likely to Open Emails From Recognizable Sources
69% of people say that who an email is from is one of the biggest factors in deciding whether to open it.
If a customer expects to hear from a business called Acme but sees an email from [email protected], they probably won’t make the connection. And with the amount of spam everyone gets these days, if they don’t recognize the sender, it’s likely to go straight to the trash folder.
When you use a business email address, even if the recipient doesn’t know you personally, they’ll recognize your brand. An email from [email protected] looks way more legitimate and trustworthy. Any awareness or trust they have in the business will carry over to the email.
It is Easier for Potential Customers to Reach You
People usually expect to contact someone at a company with an email like [email protected] or to reach a department at [email protected].
When your business email follows that kind of simple format, you’re making it much easier for people to get in touch with you when they have a question or need help.
It Helps People Find Your Website
If your email address uses the same domain as your website, anyone who gets an email from you has a shortcut to figuring out where your website is. If they want to learn more about your business, they’ll know exactly where to go.
It Clarifies Your Business Relationships
When everyone who works for your company uses the same domain for their email, it’s clear that you’re all part of the same team. Customers and leads will know that anyone with an email address ending in @yourcompany.com is a legitimate representative of your brand and can be trusted.
It Helps Customers Spot Spammers
Email spam is just an unfortunate part of life. But having a business email from your own domain helps set you apart from spammers.
Sometimes, spammers send emails pretending to be from legitimate businesses. But when customers know your real business domain, they’ll be able to spot phishing attempts and trust emails that actually come from you.
Business Email FAQs
Now that you’ve got the basics down, you might still have a few lingering questions about creating a business email. Let’s cover a few of the common ones:
Can I Create a Free Business Email Address Without a Domain?
If you want to skip buying a domain and web hosting (which you’ll need for a website), then no, you can’t create a free business email address like [email protected].
You can make an email like [email protected], and some businesses do go that route, but it’s not going to look as professional as having your own domain in the email address. Plus, if you set up a website later, you’ll probably end up changing to a branded email anyway, which can be confusing for customers.
Do I Need Hosting for a Business Email Address?
You don’t necessarily have to pay someone to host your email—you could host it on your own servers. But that means you’ll need to buy, set up, and maintain an email server yourself, as well as register your domain.
Most businesses find that using an email hosting provider is much easier. It saves you a lot of time, money, and potential headaches.
Can I Use Personal Gmail for Business?
You can use a personal Gmail for business, but it doesn’t look very professional. While you could create a new personal email, using a business email address that matches your domain adds way more credibility to your brand and makes you look more legit.
What Business Email Addresses Should I Create?
If it’s just you running a one-person business, one email address with your name at your domain should work fine.
But if you have a team or multiple departments, it’s a good idea to set up individual emails for each employee and department-level emails like [email protected] or [email protected]. These can be set to go to everyone in those departments so no one misses a message.
How do I Set up Email Forwarding?
Email forwarding can be super handy in a few situations:
- When you want to send your emails to a third-party email client (as we talked about in Step 4).
- If you’re switching to a new email and want everything from your old inbox forwarded to the new one.
- To make sure emails are sent to a department-level address (like [email protected]), go to everyone who needs to see them.
- When someone leaves your company, you need to forward their emails to another team member.
Email forwarding is usually easy to set up. You can do it in your cPanel or directly in your email client (here’s how to do it in Outlook or Gmail).
Setting up a business email is an easy but important move to make your company look more professional and legitimate. With the right email setup, you can simplify communication, build trust with your customers, and give your brand a solid boost.
I am Sweta, I craft content that turns complex concepts to accessible information. Outside of writing, I enjoy reading, exploring various hobbies and constantly seeking new perspectives and inspirations.