What is a Business Email Address and Why You Need it?

An email address is a unique identifier for an email account. It is used to both send and receive email messages over the Internet. Similar to physical mail, an email message requires an address for both the sender and recipient in order to be sent successfully. Every email address has two main parts: a username and domain name. The username comes first, followed by an at (@) symbol, followed by the domain name. When a message is sent (typically through the SMTP protocol), the sending mail server checks for another mail server on the Internet that corresponds with the domain name of the recipient's address. For example, if someone sends a message to a user at find.com, the mail server will first make sure there is a mail server responding at find.com. If so, it will check with the mail server to see if the username is valid. If the user exists, the message will be delivered.

Your business image is important. It’s your company’s brand. Everything— from your business website to the email address you use —is a reflection of your brand. The better your brand looks, the better the relationship you’ll have with past, present and future customers. One mistake many first-time entrepreneurs make is using a personal email address. It’s hard for customers and clients to take a business seriously if it sends an email from an address like username@find.com or Anotheruser@find.com.  You don’t need to use these unprofessional email addresses. You can create an email address using your custom domain like yourname@find.com and connect it directly to your Gmail account. This means you’ll get all the convenience of the Gmail platform, but with your business name in the email address instead of Gmail.com.

A professional business email address has your company’s custom domain name instead of the generic gmail or yahoo account. Since anyone can create these generic email accounts, it becomes harder for customers and other businesses to trust such email addresses as legitimate business email accounts. Below are the top 4 reasons why you need a professional email address for your business: A custom business email address looks more professional.It is also short and easy to remember.A professional business email address helps you earn customer’s trust as a legitimate business.Sending emails with your own domain name allows you to promote your brand with each email you send.The best part is that you can get your own custom business email address for free, which means there is no excuse for not getting it. If you want your customers and other businesses to take you seriously, then you need to start using a professional business email address, immediately.

Elements of an Email Message: When you think of an email message, you might think of the person you’re sending it to and what you’re going to say. However, an effective email has many more elements than these few. Double check these parts before sending your next email.

(a) Subject Line_ What is the email about? A good subject line summarizes the email and makes it sound important enough for the reader to open. Subject lines like “Hello” or “Meeting” are vague and make it difficult to know what the email will be about. 

(b) Sender_ The email address of the person who sent the message appears here. Most email services display the person’s name before their email address to make it easier to identify them. When you press “reply,” your email will only go to this person.

(c) Recipient_ If you are receiving the message, your email address probably won’t appear here. Instead, you might see wording like “to me.” Message recipients might also include email addresses in these sections: Carbon Copy (CC) – people who receive the email for their own information, but who are not expected to reply. When you press “reply all,” all of these addresses receive your response.

Blind Carbon Copy (BCC) – people who receive the email but are not listed as recipients. Senders use the BCC section if they don’t want recipients to know who else has received the email. They do not receive “reply all” responses.

(d) Salutation_ After the subject line, your email salutation, or greeting, is the next part that the recipient will see. It should match the tone you’re trying to set in the rest of your email. Don’t skip this part unless you are emailing back and forth quickly with someone in a virtual conversation.

(e) Email Body_ The email body contains the message of the email. Effective emails keep their email bodies short and add more extensive information to the attachments. For formal emails, such as messages to an employer or emails to your teacher, it’s best to avoid common email abbreviations.

(f) Signature_ Friendly letters might sign off with the sender’s name. But many business email accounts have signature sections that include the sender’s position, company and even company logo. These extended signatures are helpful when reaching out to clients or employees from other companies.

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