Best Practices for Creating Professional Looking Email Addresses

Email addresses are how people identify you online. And with the number of emails that we all receive daily, it’s important to have an email address that stands out and is memorable.

But it’s not enough to just have an email address that sounds cool to you—it must also be professional. While this is a useful tip for ordinary users, this is an absolute must for businesses, especially those with email marketing campaigns.

But there are many more benefits to creating professional email addresses outside of just sounding cool or brand awareness.

So what are some best practices for creating professional-looking email addresses?

We go over seven of the best things to keep in mind below!

Stay away from numbers

When creating an email address, avoid using numbers. They can be confusing and are often difficult to remember. It may seem like adding numbers will make your email more unique, but in reality, it just makes it difficult to type.

Using numbers in an email address can be very confusing and hard to remember, so stick with easy-to-read words instead. Always avoid using special characters like “@” or “.” because these are also difficult for people to type.

Keep it short, but not too short

When creating an email address you want it to be easy to read and memorable so that your contacts can easily find or reach you online. But there is a fine line between being professional and being too formal with your email name…and the sweet spot falls in the middle.

Aim to keep your email name short, but not too short. Too much information can be overwhelming and make it difficult for people to remember your address. A good rule of thumb is three or four words max. That’s plenty of space for you to include your name and a unique identifier without being too long-winded.

Make it easy to say and remember

When creating an email address, you want it to be both pronounceable and memorable. This way your contacts will have no problem typing in your address or recalling it when they need to reach out to you.

One way to make sure your email name is easy to remember is to use words that are easy to say. Avoid using complex words or phrases and stick with simple, pronounceable names instead. You also want to avoid special characters like the ones we mentioned earlier.

Make it relevant

When creating an email address, you want it to be relevant to your business or personal brand. This is important because your email address can help you stand out or fit in with your peers.

A great way to make sure your email address is relevant is to use your name and profession in the address. For example, if you are a doctor you could use “dr.jones@[YourOfficeName].com” as your email name. This will help people associate you with your profession and make it easier for them to find or remember your email address.

Use “.” or “-“, not spaces

Another tip for creating professional-looking email addresses is to avoid using spaces. Spaces are often hard to read and remember, especially at a glance.  

A good alternative tool that you could use instead of simply replacing the space with a dash (-) would be adding a period (.) between each word in your email name. This will help to separate the words and make it easier for people to understand what they are reading or typing into their address bar.

Use a professional-sounding domain

Instead of using a free email provider like Gmail or Yahoo, consider using a professional domain name for your email address. This will give you more control over your information and ensure proper delivery of your messages.

Plus, using a professional domain name can help to build your brand awareness and give you a more professional look. When choosing a domain name, be sure to use one that is relevant to your business or personal brand.

It’s all about building your brand awareness

When creating an email address, it is important to keep in mind that you are trying to build your professional reputation and make yourself easy for people to find online.

Keeping this goal in mind will help give you direction when making decisions on what type of domain to purchase, what email name to use, and how you will brand yourself online. The more professional it looks (and sounds), the easier people can find or reach out to you when they need your services.


And that’s it! These are our best tips for creating a professional email address.

If you’re still a bit stumped about how to come up with a great email name, here are some ideas you can use to get you on the right track:









Keep these tips in mind the next time you need to set up your email and you’ll be on your way to making a good impression well before you’ve sent your first message.

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