One of the quickest ways to make a good impression online is to use a professional email address that matches your business web address, also known as a domain.
While free email for business accounts like Gmail, Yahoo, and Hotmail can be convenient, they might not project the professional image your business deserves.
Here’s why using a professional business email is crucial instead of a free one.
Free email addresses lack credibility and trust
A professional email address (e.g., you@yourbusinessname.com) instantly boosts your business’s credibility.
It shows that you’re serious about your brand and have invested in creating a cohesive and professional image.
A free email account (e.g., yourbusinessname@gmail.com) can look amateurish and make potential clients question your legitimacy.
People are more likely to trust and do business with someone who looks established and professional, especially with the rise of online scammers.
Example: Compare these two email addresses:
- johnsmith@gmail.com
- john.smith@techtraders.com
Which one would you trust more in handling your personal information?
A professional email shows off your brand
Every time you send an email from your professional address, you’re promoting your brand.
It reinforces your business name and keeps it at the forefront of your recipients’ minds.
This subtle form of marketing helps build brand recognition over time. It’s a small detail, but it can make a big difference in hundreds of emails.
More likely to do business with and not land in junk
Suppose you’re pitching to a large client or business. In that case, most will not trust providers using a free email for business activities.
In fact, most corporate clients will likely send your email to the spam or junk folder because free email addresses raise the most alarm bells.
Better data security and control
Unlike a free email address, professional email addresses include added security for you and the person sending the email.
That can range from providers but typically would include:
- Spam filters: keep junk and harmful emails from being opened or clicked. Remember, some emails try to get you to open attachments that can download viruses or malware (make your browser sick).
- Two-Factor Authentication: adding an extra step is key to protecting your data. Whilst a strong password is excellent, this will ensure that only you can open the doors to your email inbox and not unwanted guests.
- Firewalls help keep the bad ones out, and professional email providers often have an extra system to track and monitor emails coming in and out, detecting problems sooner rather than later.
- Data location: some email providers will also inform you where your data is stored to alleviate security and access fears.
- Backups of data: if your access is compromised or you accidentally delete email messages, professional email hosting or providers can save you from the embarrassment and restore the emails.
Free email provides no reliable technical support
This is a big one. As email services and rules change and the digital world evolves, you don’t want to have to become an expert in everything.
Let a technical support team handle the challenges, like when Google and Yahoo introduced changes to how emails get verified and sent to tackle spam online.
A professional email service often includes a support team. If you get stuck or something changes, you’ll get help quicker.
Multiple servers for improved reliability
A professional email can also come with more than one server. If one server goes down – the next one chimes in to ensure the email can still be sent or received when problems appear in the network.
Be careful not to choose cPanel-based email hosting, as it does not come with this setup. That is why we only promote cloud-based hosting.
Consistent and easier to remember
Using a professional email address helps maintain consistency across all your digital platforms.
Having the same domain name stands out consistently from your website to your email campaigns and social media profiles.
It makes it easier for clients to remember your contact details and strengthens your brand identity.
Customers prefer a professional email for business
We recently attended a digital marketing conference where people were asked which email address they preferred.
95% of the people said they would be more likely to do business with someone who has a legitimate professional email address.
The main reasons why a free email for businesses was a bad idea included that it showed the business was not investing in itself, which is a red flag, or that it could be a scam or fraud.
Investing in a professional email makes sense, even if you’re a solo entrepreneur or freelancer.
Access to more features
When you opt for a professional email service, you often get additional features to benefit your business. These include customisable email addresses, increased storage capacity, integration with other business tools, and support services.
These features can improve your productivity and make your processes far smoother.
How to Set Up a Professional Business Email
Setting up a professional business email is straightforward. Here’s a quick guide:
- Choose an Email Hosting Service: Popular options include Google Workspace (Gmail), Microsoft 365 (Outlook), and cloud-based hosting, like our True Green Email Plus offering.
- Register Your Domain Name: If you haven’t already, choose and register a domain name that reflects your business.
- Set Up Email Addresses: Create email addresses using your domain (e.g., firstname@yourbusinessname.com) and set up shared mailboxes for functions like sales, support, or info.
- Configure Security Features: Enable two-factor authentication and set up strong passwords to enhance security.
- Access on Multiple Devices: Configure your email on all work devices, including computers, tablets, and smartphones.
The final takeaway
Using a professional business email instead of a free email account is a simple yet significant change that can positively impact your business.
It builds credibility, enhances your professional image, and ensures better security and control over your communications.
Ready to make the switch? Start by securing your domain name and setting up your professional email today. Your business’s reputation will thank you!
