What is a business email address? A guide for small business owners

Diana Alcanzar

Your business email address is often your first point of contact with a prospect or a customer. That’s why it should be well-crafted to project reliability, trustworthiness, and professionalism. It should also create a sense of trust in your recipients. In this article, we’ll delve deep into the benefits of getting a professional email address for your brand. You’ll also learn what a business email address is, how to create one, and best practices for managing it.

Let’s dive in! 

What is a business email address? 

A business email address is an email account specifically associated with your company’s domain name (e.g., [email protected]). It serves as the professional online identity that allows you to interact with prospects, clients, partners, and stakeholders in a formal and trustworthy manner. 

This type of email address reinforces your brand and enhances professionalism in all your business-related communications. 

Differences between Personal vs Free vs Business Email Accounts  

Personal Email
Free Email Accounts 
Business Email
Personal email addresses (e.g., [email protected]) are usually used for non-professional communication with friends and family. Using a personal email for business dealings can convey a lack of professionalism and may not instill confidence in your recipients. Free email providers like Gmail, Yahoo, or Outlook offer email addresses at no cost (e.g., [email protected]). While suitable for personal use, they may not be ideal for business purposes. Using a free email address can raise concerns about legitimacy and security.A business email address uses your company’s domain name (e.g., [email protected]). This personalized address enhances brand recognition, fosters trust, and signals that you are a serious, established entity. It ensures consistent branding across all communication channels, leaving a positive and lasting impression on your recipients. 
business email accounts

The Benefits of Having a Business Email Address 

What can you achieve by using a professional email address with your recipients and for your business in general? Here’s a quick list: 

  • Establishes brand identity and professionalism. 86% of professionals prefer using email for business communication. You’ll create a sense of security and trustworthiness among your recipients when they receive an email with a dedicated domain.
  • Builds trust with customers and business partners. You’ll instill a sense of legitimacy when your email domain has the certifiable name of a business.  
  • Enhanced security and data privacy. Business emails have an added layer of security and data privacy to protect sensitive information from being accessed by unauthorized persons. 
  • Scalability and flexibility for business growth. You can easily add new email accounts for new employees, departments, or other purposes as your organization grows. 

How to create a business email address 

Before creating a business email, you must first have an existing domain name. If not, it’s time to register one! 

Take note of these important tips on how to choose a domain name for your business. Once you’ve decided on one, register your domain name with Web.com.

Moreover, when choosing an email hosting provider, you should choose one that has a track record of helping small businesses all over the world. Web.com offers professional email services with affordable plans for you to choose from. Simply choose the option that best suits your business to ensure professional communication—whether that’s internal or external.  

How to get a business email with Web.com

Take a look at these easy-peasy steps on how to set up your business email: 

  1. Choose whether you want the Professional Email or Google Workspace email service.
  2. Select the number of users for your organization. You can choose up to 300. 
  3. Next, you’ll be asked to choose your domain name. You can either use your existing domain name or register a new one.  
  4. Once you proceed to the next page, you’ll be given an order summary to review your products. 
  5. Click Continue to Checkout once you’re ready to proceed. 
  6. On the checkout page, log in to your account or fill out the details on the form. Once done, select Submit Payment
  7. Once payment has been made, the product will be readily available in your account.  

Set up your business email address  

Congrats on your new business email! To get started, follow these simple steps:  

  1. Access your email host. Log in to the platform where you registered your email. 
  2. Create your email account. Usually under a section like ‘Email Management’, create a new email address using your domain. 
  3. Configure settings. Set up email forwarding, filters, or auto-responders as needed. 
  4. Connect to email clients. If you wish to use an email client like Outlook or Thunderbird, configure the necessary IMAP/POP3 and SMTP settings. 
  5. Test your email. Send and receive a few test emails to ensure everything is working correctly. 

Best practices for managing business email accounts

A well-managed business email account is the foundation of efficient communication and professionalism. Let’s explore some best practices to keep your inbox organized, responses prompt, and security top-notch. 

Organizing email folders and using filters effectively 

Create a structured folder system to categorize your emails. Use labels like “Clients,” “Projects,” or “Finance” to quickly find and manage relevant messages. Setting up email filters automatically sorts incoming messages into specific folders based on your defined criteria. This reduces clutter and saves you time. 

Ensuring prompt responses and professional etiquette

Responding promptly to emails is crucial in business. Aim to reply within 24-48 hours, acknowledge receipt, and provide an estimated resolution time if needed. By adopting a courteous tone and using proper salutations, such as “Dear [Name],” you show professionalism and respect for the recipient. 

Implementing security measures to protect against cyber threats

Safeguard your business email account from potential cyber threats. Enable two-factor authentication (2FA) for an extra layer of protection. Be cautious of phishing attempts and never click on suspicious links or download attachments from unknown sources. Additionally, update your password regularly and make sure it’s strong and unique.

Boost credibility and trust with a professional email address 

A professional email address offers a lot of benefits for your business. Recipients will find it easy to trust you and will more likely do business with you. As an established brand, the last thing you want to happen is for your recipients to doubt your offerings because you have an unprofessional, or worse, unsecured email address. 

Get a business email address from Web.com. Our affordable plans are great for small to medium businesses looking to communicate with their clients, stakeholders, and partners with their professional email. Snag an affordable plan today!

  • Diana Alcanzar

    Diana is a Technical Writer at Web.com. She's dedicated to creating compelling and impactful web content that empowers online businesses from around the world. Outside work, she enjoys trying out new foods and visiting different places. She's always eager to experience something fresh and exciting.

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