Email addresses play a very important role when it comes to being professional. For example, a person emailing you from “” and another person emailing you from “” will have a different effect on you. In the above case, you are more likely to regard Kevin with more professionalism as compared to HotP.

It is very important to be taken professional and seriously and having a professional email address does exactly that. Remember that you need to always match the address and the domain name of your website.



The answer is yes. A branded email is crucial and here are a few main reasons that support this;

  • It gives a more professional look

This is the primary and most important reason. For people to take your business seriously, you should have a quality business website and an email to match. This will in turn give you more credibility with people who interact with your business.

In a world full of scammers, knowing you have a legit website and email address sets you apart and lets potential customers know you’re trustworthy.

  • It makes it clearer who is sending the email

If your email address in no way resembles your business name, people will have a hard time connecting the two. Your recipients are more likely to write you off as a stranger and ignore your email if they don’t know to associate the unfamiliar email address with the business they have a relationship with.

  • It lets people know where to find your business website

If you happen to email someone, as an added bonus, the person might be interested in learning more about your business through the domain name embedded in the email. They can go to get more information on what you sell and make a purchase if they are so inclined.



Follow these four steps and you will be golden.

Step 1: Invest in a web hosting account

If you already have a business website, then this step is already complete. If not, it’s an important prerequisite to having both a website and a personalized email that matches the domain name.


Many hosting plans come with free email addresses – sometimes even an unlimited number of them. If yours doesn’t, then it’s time to consider switching to one that does (like Ace Solution Africa).

Step 2: Decide on a naming convention

If you have a one-person business, this might not seem important now, but when your business grows, you’ll want consistency. Try one of the following traditional formats:


Whatever you choose now, it will be easier for customers down the line to know how to contact you and your employees if you stick with it.

Step 3: Create your email account

How this step works will vary depending on the web hosting provider you use. Check the support articles on your provider’s website for step-by-step instructions.

Alternatively, you can follow a few simple instructions:

  • Sign into your cPanel account.
  • Find the Mail section and select Email Accounts.
  • Fill in the Email field with the name you want to use, and the password fields with your desired password.
  • Click Create Account.

Step 4: Set up your email client

Chances are, you don’t want to keep up with your emails through cPanel, so you’ll need to set up your new email address in the email client of your choice. Some of the most popular options are Outlook, MacMail, Eudora, Thunderbird, and Gmail.



Once you are set up and have that professional, personalized email address, there are a few tips you should follow to ensure you gain respect of people you communicate with and keep your professional relationships positive.

Follow the tips below to ensure you always look good and professional in your emails;

  • Use a clear Signature

A signature makes it easy for anyone you interact with to figure out how to contact you if they need to do so through some means other than email. It’s a nice courtesy for them and gives you a chance to do some additional branding, since you can include a link back to your business.

  • Never email while angry

In case you are emotional and you would like to say something that you might regret once you have cooled down, it’s advisable to step away from the computer and catch a breath before continuing. This will help in the long run and your reputation remains untainted.

  • Proof read over all your emails

Typos are the most common mistake almost every human is bound to make, although, you should proof read all your email and ensure you have no errors. Such errors make noise in the email and they may be a cause to your recipient misunderstanding the whole email you have sent them.

  • No one loves a spammer

Anyone using email professionally needs to be careful about this point. If you aren’t, your domain name could be blacklisted meaning all your emails get caught in spam filters rather than reaching their recipients.

You can avoid being a spammer by practicing an “opt-in philosophy” where you only send marketing emails to people who have already said it’s okay to do so. When you send out mass emails, make sure to use an email marketing software like Constant Contact and Mailchimp.

Also consider avoiding all the tricks used by spammers when they email you like deceptive subject lines, misleading claims or the overuse of language associated with ‘pushy salesmen’ like “free” and “prize”.


Having a personalized email that matches your domain name is an important step in showing your potential customers that you’re serious, but from there you still have to run your business and email account in the right way to keep up that professionalism. Following a few best practices can ensure your business email account stays on the top and represents the business well.


Written by Mutari Diawara