Simple rules for choosing a professional email address
First impressions are essential because there are no do-overs. None more so than when it concerns email. So how do you make that all-important entrance into the recipient's inbox?
When you consider the way people scan their inbox, it's often the sender's name that's the deciding factor in whether the message gets read or goes to trash. However, here's a thought or two to help.
Imagine you have honed your CV to perfection, crafted a killer follow-up to a customer, or announced an attractive new offer. The eye-catching subject line is in place, but there's zero response. This is almost certainly down to the fact that you have sent your message from a personal email account, not a business address.
Everyone has, at some time, been the owner of an email handle like [email protected] or [email protected]. Today they are or should be, little more than funny youthful memories of a bygone age. In business, [email protected] is only ever going to adversely affect your credibility, your business, and brand in the recipient's eyes.
A professional email account, meanwhile, says you are a serious business person with a professional outlook. Effectively, your email address is your business card and the brand name rolled into one. The email address, therefore, wields more power than you may appreciate. There's little point to an awesome message if the recipient deletes your email without even opening it.
Your email address speaks to your professionalism and trustworthiness
A professional-looking email address is essential to your credibility. Not to mention your ability to develop trust with customers, potential clients, and stakeholders alike. So, how do you create a professional email address?
Firstly, stop using your personal email addresses and create an email account tied to your company's website domain name. Using your company's domain for email shows you are serious and professional. It also builds brand awareness and trust.
Which sounds better, [email protected] or [email protected]?
No contest; it's the second one. The sales pitch from @tbconsulting.com is far more likely to be read than the former.
Gmail and Outlook are familiar and user-friendly. But they are very commonplace, and anyone can set up accounts. Much better by far is the kudos of a unique email address from your company's domain. A professional username preceding the @ symbol of your company's domain portrays a serious business person. Nicknames are best left for personal communications with friends and family.
Multiple email accounts
It's okay to have multiple email addresses. But some are far better suited for family and friends than for business.
Big Dawg
Your business email should not contain nicknames or alter egos. Tom Bentley, aka Big Dawg, should firmly stick with [email protected]. Using your first name and surname is always the best practice when creating a business email account.
Exclude numbers
As the world's population is poised to pass eight billion soon, the chances of a unique account without numbers with a free email provider are vanishingly small. That's why Gmail and so on suggest numbers after your name when you create an account. Numbers in an email address are viewed dimly for business. There's only one place "tombentley192" is heading, and that's the bin.
The same is true for symbols and punctuation. They are difficult to remember and can trip off spam filters, particularly if the recipient works for a large company. Use letters only. If you have to break up your name, use only a period or underscore:
Generic addresses
You will have seen email addresses that start info@ or support@. These types of addresses indicate that the email is from a team rather than an individual team member. In other words, the entire team owns the inbox, not just one person. Here, the sender must recognize the domain. This setup is good for email dealing with a specific theme, say, accounts, support, or general information.
Make it memorable
Please keep it simple. With many people doing business via their cell phone's tiny screen, email addresses must be easy to recall and spell. Bear in mind, too, you may have to pass on your email address during a voice call, so the simpler, the better.
Keep your business and social life apart
It is best to have separate email addresses for business and pleasure. There should be clear email compartments for your business and private life. It also makes it easier to keep on top of your inbox.
Full names not required
If you have a middle name or your full name is long, keep your username as your most commonly used name. For example:
not
Experiment and select the best
Play around on paper with the various options before committing yourself to an email user name. These are some that are commonly used in business.
For example, our friend Tom Bentley is the founder of TB Consulting. He has several options that would work for him as a business email address.
Usual name: [email protected]
First name: [email protected]
Surname: [email protected]
Usual name & last initial: [email protected]
First initial & surname: [email protected]
These rules are not meant to stifle your creativity or imagination. In some instances, business people will need to express a degree of individuality, including their email address. However, in the vast majority of situations, formal and straightforward is best.
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