The age-old question of email addresses. You've probably seen your fair share of doozies over the years, and we want to guide you in choosing a professional email address that will make a great first impression.
A professional email address is not something nice to have; it’s something you NEED.
It’s the email address you will use for all work-related purposes, whether you are employed or have a business.
So let’s see how you should pick the email address that is right for you.
A professional email address is easy to remember, spell, and understand. It reflects your brand and is consistent with your professional online presence. Think of it as your digital business card.
Below, we share some examples of what are considered to be professional email address formats, based on criteria like clarity, professionalism, credibility, absence of red flags, and first impressions.
Examples: john.smith@gmail.com, johnsmith@gmail.com
Gmail is currently the best you can get in terms of email providers; it’s well seen in all worlds, from business owners to freelancers. It’s professional and very clean.
The only problem is that if your name is very popular, the domain may already be taken, and you will need to find alternatives.
Examples: jsmith@gmail.com, j.smith@gmail.com
This is even a simpler option than the first one, but it is professional and easy to type.
Examples: john.d.smith@gmail.com, johndsmith@gmail.com
This is another elegant option if the first two are not available.
At first glance, it may seem a bit long to read, but it remains professional and clean.
Examples: john@mycompany.com, diane@mybusinessname.org
If you want to go the extra mile and be more than professional, you can buy your own personal professional domain. Your domain can be your name, or your business or service’s name.
This is awesome if you’re trying to create a brand or if you are a new entrepreneur. This would be a touch of originality and authority. But make sure your domain leads to something, like a website.
Examples: jd@johnsmith.com, js@janesmith.com
This is also a good idea; it has a clean look, but as with the previous one, make sure that it leads to something.
Examples: jsmith@mycompany.com, j.smith@mybusinessname.org
This option is if you prefer a more formal domain than just firstname@personaldomain.com.
Examples: john.smith@mycompany.com, johnsmith@mybusinessname.org
This is still a professional option, but it may be too long in some cases. It may seem too pretentious in some cases, which is why many go just with the first name.
Examples: john.smith23@gmail.com, j.smith567@gmail.com
You can add a number if your name is already taken as a domain. But make sure the numbers are random, not, for example, your birth date, since it can cause bias against you.
Example: jsmithNY@gmail.com
Adding a state abbreviation is another good option; your email will stay professional. The downside is that it may tie you to a very specific location.
Examples: johnsmith@outlook.com
As a last resort, Outlook or AOL can also be used if all Gmail options are not available.
And remember, when talking about email addresses, you do not want to stand out!
We also have to discuss the worst formats for professional email addresses. Here they are:
1. Nicknames or unprofessional words
Example: lazyguy100@hotmail.com
Using slang, nicknames, or jokes makes you look immature and will make people question everything about you. Email addresses are free, so if you choose a nickname, for example, everyone coming into contact with you will doubt your professionalism.
2. Email addresses citing personal hobbies or interests
Example: fishingforever@gmail.com
Hobbies don’t belong here. Adding a reference to a hobby or interest can distract the attention from the business you’re trying to promote.
3. Email addresses, including your first name and a bunch of numbers
Example: john900120@outlook.com
This type of email has a reputation for being spam, so please avoid it.
4. Not-so-trendy email providers
Example:yourname@aol.com, yourname@att.net
If you decide to use a less popular email provider, think again. This can reveal that you are disconnected from the trends, and no company wants to collaborate with someone who can’t keep up with digital trends.
5. Including your birth year or age-related numbers
Example: janesmith1991@gmail.com
If your email includes a year, even if it’s not your birth year, it can cause bias instantly(even if they don’t want it) because of your age.
If it’s not your birth year, it’s still a bad idea, because they don’t know that, and the bias stands.
6. Pun-based addresses
Example: letsdothisjohn@yahoo.com
These are unsuitable for a professional environment because they make you look unprofessional.
7. Family email addresses or shared ones
Example: thesmithfamily@gmail.com
In a personal context, these may be an option, but not in a professional one.
It makes you seem like you cannot handle your correspondence and raises some privacy concerns.
8. Irrelevant domains
Example: alex@ilovedogsforever.com
Before, when discussing the good email examples, we said personal professional sites and name domains should lead to something.
So, if it’s an irrelevant domain, like a personal hobby site, this may seem off. Be smart and avoid it.
9. Very informal phrases
Example: callmejohn@gmail.com
Do not use casual or conversational phrases in your email; it will clearly make you look unprofessional or even immature.
10. Very long email addresses
Example: janesmiththebestpersonalive@gmail.com
An unnecessarily long email is hard to remember or even write and likely to be forgotten. Stick to simplicity.
An email address comprises several elements that form a unique identifier for sending and receiving emails. Here are the elements of an email address:
Local Part (Username): The local part is the first part of the email address, usually the username or the name of the person or organization. This article will focus on this part.Example: john.doe
@ Symbol: The @ symbol separates the username from the domain name. It is a required character in an email address and indicates that the local part is part of the email address.Example: john.doe@domain.com
Domain Name: The domain name is the second part of the email address. It is usually the name of the organization or the domain name of the email provider. The domain name is typically followed by the top-level domain (TLD), such as .com, .org, .net, etc.Example: domain.com
Top-Level Domain (TLD): The TLD is the last part of an email address, usually the domain name extension. It is used to identify the type of organization or country of origin of the domain name.Examples: .com, .org, .net, .us, .ai, .es, etc.
Now, let's discuss the rules for creating a professional email address.
Choosing a professional email address is crucial for your career. Your email name marks your personal brand and is visible every time you send an electronic message. Think about it as your initial contact with your next job, partner or business deal.
Your email address is often your first impression—make it count!
Is Gmail better than Outlook?
Both Gmail and Outlook are excellent options for professional email addresses.
Outlook may be the better choice if you are already using Microsoft tools. If simplicity is what you’re looking for, Gmail should be your option.
What is the description of a “professional” email address?
A professional email address should be clear and simple and almost always indicate your real name. Avoid nicknames or irrelevant words and use solid domains, like Gmail, Outlook, or your business domain.
What if my preferred email format is already taken?
You can try alternatives, such as using an initial, a middle name, or including a location or a few numbers(without meaning).
Is it ok to use my job title in my professional email address?
It’s better not to. This way, if you change jobs or business venues in the future, you are not tied to a very specific email address.
Can I use my personal email for work purposes?
It’s preferable to keep them separated. Mixing them can look unprofessional and can lead to missed opportunities.
Related: Email signature
Automate your employee management and tracking with the easy to use cloud-based HR management software.
Easy set-up ● No contracts required ● No credit cards