eagleeye2898@example.com or mohitsharma@example.com?
Which email would you prefer to open in your inbox? Of course, the one with the person’s real name, i.e., mohitsharma@example.com. The other one will undoubtedly go into the trash. It may be spam.
In the above two examples, you must have gotten an idea of how important it is to have a genuine email address, especially for businesses.
If you own a company and want your emails to be read and/or engaged by your target audience, you need to have an email address that sounds authentic. Fancy names may not get you anywhere other than the spam folder and/or blocked email IDs.
Now, the question that arises here is how to create a professional email address that gets noticed and opened. This is what we are going to talk about here in this post.
10 Rules to Create a Professional Email Address
1. Use Your Real Name
The first and most important rule is to use your real name in the email address. Yes, exactly like the example that we’ve discussed above. This will lay a strong foundation for your professional email address. However, you should avoid using any nicknames or pseudonyms.
Now, what if your real name is already taken? In such cases, you can add your designation/department or a middle initial of your name to create an email address.
Good Example – sukesh.guptahr@abc.com or Sukeshgupta@abc.com
Poor Example – fireguy6745@abc.com
2. Always Select a Reputable Email Provider
Now, it’s not only about getting a professional email, but it is also important to choose a reputable and reliable email service provider. Gmail and Outlook are a few of the options of secure email providers you can choose to send professional emails reliably.
Above all, while choosing the email provider, it is necessary to ensure that the service provider offers robust spam filters and integration with other marketing tools.
Additionally, you must also avoid choosing outdated and unfamiliar domains like @aol.com or @mail4u.com. These domains may appear unprofessional and might hinder your email marketing performance.
3. Avoid Special Characters and Numbers
What most people do is add numbers or special characters to make their professional email IDs look unique. Such practices may make your email address unprofessional. Additionally, it will also become hard for people to remember the ID.
Unless it becomes necessary, avoid such practices.
Like we have also discussed above, if your name is already taken, try adding your designation or department in the email address.
Ideal example – alex.hales.writer@abc.com
Less ideal example – alex.hales5342@abc.com
4. Avoid Unnecessary Words
Avoid using words like “best,” “great,” “awesome,” or “cool” in your email handle. These descriptors may seem harmless or fun, but in a professional setting, they undermine your credibility.
Unprofessional – bestwritersharad@abc.com
Professional – sharad.sharma.writer@abc.com
It is always a good idea to stick to your identity and professional status rather than fancy words.
5. If You Own a Business, Use a Custom Domain
If you’re running a business or freelancing, consider creating a custom email address using your domain name. This immediately makes you look more legitimate and trustworthy.
Example – Varun.Rastogi@smtplime.com
This is particularly important for entrepreneurs, consultants, and service providers who want to build a brand and establish authority in their industry.
6. Keep Your Email Address Short and Simple
Your email should be easy to say, spell, and remember. Overly long email addresses not only look unprofessional but also increase the chance of errors when shared verbally or in writing.
Good Option – mahesh.chauhan@abc.com
Poor Option – Mahesh.singh.chauhan.advocate9067@abc.com
7. Do not include excess information; just focus on clarity.
Do Not Use Your Current Employer’s Email for Personal Branding
If you’re job hunting or building your professional brand, never use an email associated with your current employer. This not only sends a mixed message but may also violate company policies.
Avoid – lisa.ray@companyxyz.com
Instead, create a personal professional email account that you can use independently of your employer.
8. Stay Away From Inappropriate Words or Humor
Humor can be great in the right context, but it rarely belongs in a professional email address. Avoid slang, suggestive words, or anything that could be interpreted as unprofessional.
Avoid – prettyroshni345@abc.com
Remember, your email might be printed on resumes, business cards, LinkedIn, or professional directories. Keep it clean and appropriate.
9. Be Consistent Across Platforms
Where possible, your email address should align with your other professional identifiers, like your LinkedIn profile, social media handles, and website domain. This consistency builds a strong personal brand and makes it easier for people to find and recognize you.
For instance, if your LinkedIn URL is linkedin.com/in/john-smith-consulting, your email might be john.smith.consulting@gmail.com.
10. Test Your Email Address
Before you start using your new email address professionally, send a few test messages. Check how it appears in inbox previews, ensure it doesn’t trigger spam filters, and verify that it works seamlessly across devices.
Also, consider the impression it makes when someone reads or types it. If it’s easy to misinterpret, spell, or say aloud, revise it.
Final Thoughts
Your email address is more than just a way to communicate—it’s part of your professional identity. In an era where digital impressions matter as much as face-to-face interactions, taking a few extra steps to ensure your email address looks clean, credible, and appropriate can make a big difference.
Let’s recap the top 10 rules to create a professional email address:
- Use your real name
- Choose a reputable email provider
- Avoid numbers and special characters (unless necessary)
- Skip unnecessary words
- Use a custom domain if you own a business
- Keep it short and simple
- Don’t use your current employer’s email for personal use
- Avoid inappropriate language or humor
- Stay consistent with your personal brand
- Test and review your email before using it
Whether you’re just starting your career or looking to level up your professional presence, these simple rules can help you make a lasting impression, starting right from their inbox.
