News Flash: Your high school email address will not be hacked in the real world. While “[email protected]” serves as a nostalgic reminder of your peak athletic years, it will look like an eyesore on your resume and force any recruiter or hiring manager to push for elimination.

That said, there’s probably at least one person with the same last name as you, so the email address with just your first and last name has probably already been taken.

Fortunately, however, there is more to a business email address than just your first and last name. There are many ways to choose the one that any recruiter or hiring manager would consider professional.

How to create a professional email address

  • Choose your email host.
  • Connect your email to an email client.
  • Connect your email to your marketing automation software.

1. Choose your email host.

When you start your business, you buy a domain and a hosting site.

One way to create a business email address is to find the hosting package that includes business email. This is usually an additional cost, but many users choose to set up their work email this way due to the ease.

If you choose this method of creating professional email, you will need to go to your hosting site and configure your email. Usually this means going to the “Email” section of your hosting site and choosing an email (tips and examples below).

However, another way to set up messaging is to use G-Suite rather than your hosting platform (that’s what we do at HubSpot). Google will walk you through this process, so it’s usually as easy as 1, 2, 3.

2. Connect your email to an email client.

Then, if you choose to host your email through their hosting platform, you will need to connect your email address to an email client.

To do this, log into your hosting platform, go to the “Email” section and look for a button that says “Configure Email Client” or something like that.

This will walk you through the process of setting up your email with Outlook, Gmail, or any other email app.

3. Connect your email to your marketing automation software.

Finally, you want to make sure that your marketing automation platform has access to your email.

To do this with HubSpot, you can follow these instructions.

Usually this process will include going to your settings and looking for a “Domains” or “Send Email” button.

Once you find it in your automation software, you need to walk you through the process of connecting your email.

Now that you know how to set up your business email, let’s go over some ideas and examples to help you choose your naming conventions.

Tips for creating a professional email address

While creating a professional email address is not a difficult task, here are some things to keep in mind:

  • Keep it short – Don’t make your business email address too long. If you have a very long name (as in my case), use a shorter, memorable version.
  • Make It Pronounceable – There will be times when you need to read your email address out loud to someone, either over the phone or in person, so you should try to make your business email address as pronounceable as possible. No one can understand my last name, so I shortened it to “DRK” in one of my email accounts.
  • Avoid Diacritics – Even if your full name spelling uses accents or, you should avoid using them in your email address.

Professional Email Address Format

The most standard and recommended form of a professional email address is of course the [email protected] format. But there are some other ways you can get a professional email address, such as:

You can also use an underscore to separate the names, although a period is more commonly used these days. It is generally best to avoid numeric characters in your work email address, but you can use them if the situation requires it. Also, some websites recommend including your city, occupation, or skill set in your work email address. We do not think this is a good idea, and in general we do not recommend this practice. Your career path can take you to different places and your skills will evolve over time, so [email protected] and [email protected] will quickly become unwanted.

Professional Email Address Examples

Here are some good examples of professional email addresses that you can take inspiration from. Although there are no fixed set of rules to follow, it’s recommended that you follow one of these formats. Let’s take the example of two imaginary persons — Jason Smith and Jessica Graham-Cumming

Using a Custom Domain for a Business Email Address

If you’re running a successful business or just starting off with one, it is considered a good idea to use a custom domain name for your email account. Think about it, if you’re selling a service or any product to a prospective customer, what would you rather have printed on your business card? [email protected] or [email protected]? A custom domain name instills confidence in your prospective customers that you are serious about your business and not some fly-by-night popup. 

More often than not, the custom domain name used for the professional email address is just the primary domain name that you use for your business website, but could be different in some cases. These days, it is pretty easy to set up an email account with a custom domain name and most email service providers will offer you the choice of a custom domain when you sign up for a paid plan.

There are several good email providers that offer Business Email hosting. Google’s G Suite offering is arguably the most popular business email service, along with Microsoft’s Office 365, FastMail, Zoho Mail, etc.

If you have several departments within your company, your business email address format will be along the lines of:

For employee email accounts, just as we explained the format for professional email addresses, it’s a good idea to follow one of the following formats

However, if you are a small business and do not need a large number of email accounts, we recommend that you simply configure [email protected], which can be used as a general purpose email account for general inquiries, business inquiries, sales, support emails. . etc. “Hello” is a universally recognized greeting and it works well here.


Surprisingly, choosing a business email address can be quite difficult, especially since you can’t spice up your home address any more. But, as you can see, there are still plenty of ways to choose a solid business email address and we hope we’ve helped you find one.

What is a professional email ID?

A professional email address is the email address, used for business communications that is based on your custom domain. In other words, a professional email address is one that has your business name in it, in the form of a domain name.

How can I make a professional email ID for free?

How to Create a Free Business Email Address
Method 1: Create a Business Email Address with Bluehost. Choose a Bluehost Plan. Choose Your Free Domain. Create Your Free Business Email Address at Bluehost. …
Method 2: Create a Business Email Address with HostGator. Choose a HostGator Plan. Choose Your Free Domain.

How do I create a professional Gmail account?

Simply visit the G Suite website and click on the Get Started button for the plan you want to use. Next, you need to enter your business name, the number of employees, and the country where you are located. You can choose just yourself for 1 user account, or choose the number of employees.

Which email is best?

Gmail is the overall best email service. Outlook is good for multiple app integrations. Yahoo has good spam blocking capabilities. Zoho Mail is the best option for home businesses. AOL provides unlimited storage.

Categorized in: