How to Write Professional Business Emails in 2024

10
Min
Created On:
September 29, 2022
Updated On:
June 3, 2024
How to create business email | Smartlead

A survey by Emarsys in 2016 reveals that 81% of all SMBs (Small & Medium businesses) consider business mail as their primary channel for content marketing and customer acquisition.

Small businesses and big organizations use business email addresses for 40x better results than Twitter and Facebook outreach combined. So, whether you have a successful business running or just starting out, creating a professional mail address seems to be an essential step forward.

In this blog post, we've discussed how to create business emails for sales boost. Let's dive in.

What Exactly is a Business Email?

A business/professional email consists of the domain name of the business.

Professional email addresses are different from personal email addresses. Usually, personal/non-official mail addresses are structured like name@gmail.com, full-name@hotmail.com, and 123@yahoo.com. Although we use these mail copies for personal communication, these are unsuitable for professional outreach.

Business mails are structured like '(first name)@(domain name).com'. Not only do these outreach messages give a professional look to your outreach programs, but it also offers numerous benefits from security to reliability.

For example, mark@facebook.com or jeff@amazon.com.

How to Set Up Business Emails: Simplest Way to Create One

You will need a registered custom domain name and a website to create a mail id. This is the best way to create business email.

Even if you don't, you can always buy your desired domain name (if available) through domain registrars such as domain.com, Network Solutions, Bluehost, GoDaddy, etc.

You can create it in a few different ways, from using an Email Service Provider like Google Workspace (G Suite) and Microsoft Outlook to using Email Hosting Services like Hostinger, Zoho mail, Hubspot, Mailchimp, etc.

Assuming that Gmail is the most familiar email service, we'll discuss how to create a business email account through Google Workspace. You can also go for its free 14-day trial by providing your credit card credentials.

So, how do you set up business emails?

Here are the tips for creating a business email address with Google Workspace:

  • On your browser, check out Google Workspace website and go to the 'Start Free Trial'.
  • Under the 'Let's get started' dialogue box, enter your business name, number of employees, and country.
  • Provide your first and last name and current email address (generic email accounts).
  • Next, you need to add the custom domain name (e.g. abcompany.com). If you don't yet have a registered domain name, you can buy one through Google Workspace.
  • Fill up detailed information about your business, such as the business address and contact info.
  • Select a suitable username and protect your Google Workspace account with a password.
  • Choose a pricing plan that befits your business needs and proceed to checkout.

The best thing about Google Workspace is that the 14-trial period starts automatically upon registration.

Once you complete the process, the next steps are adding professional email signatures and mail integrations to your Google Workspace account. For example, you can add Calandly for online appointment scheduling and Smartlead for composing personalized content.

Here are a few suggestions for hosting providers if you opt for hosting plans–Hostinger, Bluehost, NameCheap private email, HostGator, Zoho Mail, etc.

These hosting providers offer business domain registration, custom business mail address, cloud storage, two-factor authentication, built-in tools, and some other additional services.

What is the Need for Business Email Addresses?

Creating business emails for free? We'd suggest custom domain email addresses. Professional email addresses are absolutely necessary for businesses for multiple reasons. These email addresses offer more control over your cold campaign outreach, from collaboration tools and online storage to spam protection and top-notch security.

Here are the main reasons why you must consider a professional email address:

1. Business Credibility

Imagine receiving an important official mail from a sender id called ‘roger1982@gmail.com'. You will automatically feel skeptical, right?

Personal email addresses don't look professional. Using a custom mail address is considered a good practice as it shows professionalism and builds the credibility of a business.

2. Maintains Consistency

Custom email accounts help you provide consistency to your existing customers and new ones who have shown interest in your product or service. Not only does it eliminate confusion among customers, but it also maintains brand consistency, increasing conversion rates.

3. Mobile Optimization

A study released by Campaign Monitor hints that mobile users tend to open almost half of the business mails they receive. Also, 33% of all global mail clicks happen on mobile devices.

This data clearly states that a majority of conversions come from mobile users globally. So, using professional mail addresses and mobile-optimized content helps increase conversion rates.

4. Brings Customer Trust

Using business mail addresses helps you keep your customers and prospects in a loop. Not only do they want to get updates and news about your product, but they also want to learn something new every day.

So, keeping your customers in the loop and providing them with informative guides can help you build trust among your company, leading to customer retention and new conversions.

5. Security Measures

Best of the mail service providers, such as Google Workspace, Microsoft Outlook, HostGator, Zoho Mail, Hubspot, etc., offer enhanced security for business information and secure every mail with two-factor authentication.

6. Seamless Management

Most professional mail service providers offer a master mailbox for integrating each of your professional mail addresses. It helps marketers/business owners to control their email marketing campaigns from one place and keep track of progress.

Best Business Email Practices for Increased Productivity

1. Employ Email Etiquette

Prepare a proper guideline for creating email copies. Imagine receiving an email with long paragraphs with no image or brand optimization. Not only will it take longer to read and grasp, but also it will automatically make the recipient lose interest.

Business mails should be short, crisp, and to the point. It should also contain bullet points for the highlights instead of long (and dull) paragraphs.

Here is some business mail guideline:

  • Maintain a word limit for respective cold outreach campaigns based on the intent
  • Absolutely no for long paragraphs; use bullet points instead
  • Personalized email copy instead of a generalized template
  • Plagiarism and spam-trigger check
  • Brand optimization (brand logo, tagline, business address, images, etc.)
  • TL:DR for a quick summary

2. Set Specific Timing

NO ONE likes to receive emails past work hours. And that applies to your employees as well.

According to a survey held by Adobe, employees worldwide spend approximately 3.1 hours sending, reading, and replying to emails on average. Well, the number might shock you, but it comes down to roughly 20 weeks in a financial year.

So, setting up a specific time for sending and replying to emails among your employees helps create a sustainable and productive workspace.

This applies to your clients as well. Send emails only during office hours. It helps create an ethical and professional image of your company and keeps your communication in order.

Smartlead Features

3. Gather Useful Templates

"Hope to see you soon', 'Glad doing business with you', 'Welcome to the team', or 'We are sorry to see you go' are some of the general statements that are repeatedly used in business emails.

To save your time and effort of creating emails manually, you can save generic email templates (such as onboarding email templates, cold outreach emails, customer support emails, etc.) and use them to save your time and effort.

4. Use Email Automation and Writing Tools

If you are doing cold outreach, do it well. Using an AI-integrated writing tool like Smartlead can help you save time and effort.

There are plenty of tools out there. You can create sales funnels and pipelines for future campaigns. The sales automation tool can help you send unlimited mails and follow up on time.

5. Provide the Option to Unsubscribe

The CAN-SPAM and GDPR act clearly states that emails sent from business mail addresses for marketing purposes should consist of a button/link to unsubscribe. This feature not only gives your customers the freedom to opt-out but also helps you identify and sort out mailing lists for better deliverability rates.

6. 'Reply-all' Button is a No Go

Just like generic mail templates, your employees and customers hate 'Reply-all' emails. When you hit 'Reply-all', it may include the users/subscribers who aren't active customers anymore or have no use of such emails.

To save your own time and respect your customers, always avoid using 'Reply-all'.

How to Create Business Email for Better Conversion Rates?

1. Focus on Writing Compelling Subject Lines

The subject line in a mail is the first impression to the receiver. In fact, whether your mail will be opened or not depends entirely on the subject line. You can even consider it as a promo or a trailer for a movie.

So, always focus on writing simple yet creative subject lines white writing emails for business. Try to convey the gist of your message in a short subject line. However, do not confuse your subscribers with misleading subject lines. It will directly affect deliverability and conversion rates.

2. Cordial Greetings Go a Long Way

There's no charge for being nice. So, always try to be nice while greeting your existing customer or prospective client.

According to some experts, using the person's first name for salutation is necessary. Also, some people keep it simple by using 'Hi (first name)' or 'Good morning (first name)', which entirely depends on your professional relationship.

Examples

  • Dear (First name)
  • Dear Dr. (first names)
  • To whom it may concern
  • Good morning (first name)
  • Dear Mr./Mrs. (last name)

3. Set Up Custom Spam Triggers

There's no use in your business mails if they are in the spam folder. No matter which mail service provider your clients use, spam filters mark mails with salesy words as spam.

So, refrain from using words like 'sale', 'free', 'discount', etc.

You can set custom spam triggers on your automation tool to make your job easier.

Smartlead AI Personalization

4. Simple and Concise Wins the Race

Emails with long paragraphs, spam words, and no CTA are less likely to improve conversion rates. McKinsey Global Institute surveyed that people spend around 13 hours every week managing their mails.

It's already a lot. So, don't make it complicated for your clients. Make your mail short and simple. Never use large paragraphs and use bullet points to improve readability.

5. Proofread Your Content

Have you already proofread your content? Do it again because the last thing you will want in your mail is a typo or a piece of wrong information. It not only portrays you as unprofessional but also irresponsible.

So, always check whether there are any typos, wrong facts, or punctuation errors in your mails.

6. Give it a Proper Closure

A mail without a proper closure seems abrupt. A good closing line works as a cherry on top. There are thousands of ways to do so, but asking them to reach out, adding a CTA, or complimenting them again can give your mail a good closure.

7. Use Gender-Neutral Words

Misgendering your prospect is the worst nightmare for your business. It is outright disrespectful and should be avoided at any cost. Write gendered pronouns or salutations only when you know your prospect's gender identity.

However, using gender-neutral words instead of gendered pronouns is always advisable. For example, you can use folks instead of guys in informal mail.

8. Use AI-powered Writing Tool

Writing emails, campaigns, and follow-ups can be hectic for marketing teams. You may consider using an AI-powered writing and proofreading tool to save time and effort.

Tools like Smartlead.ai writes personalized copies based on prospects' needs and proofread them.

Wrapping Up

Did you know that spam and phishing emails make up to 60% of all mails sent? So, standing out from the crowd and directly reaching your client's inbox is no easy job.

Using business mail will not only help you stand out from the crowd, but it will also help you in increasing conversion rates.

Here is a quick peek at the benefits of a custom email address:

  • High deliverability IP address
  • Professional appearance
  • It will help you target the desired audience
  • Keep you away from spam filters
  • CRM integration
  • Advanced email security
  • Intuitive migration tools
  • Multiple accounts management
  • Contact management

So, if you are kicking off a new business or considering creating a domain-based email address, don't look back now. It is high time you enter the marketing game of convincing your clients and increasing conversions.

FAQs

1. Are business mails truly free?

Most hosting services (Zoho mail, Hostinger, etc.) or mail providers claim they offer free business mail. Although it's partially true, it's not entirely. To create a business mail address, you will need a registered custom domain and a live website.

If you want a single business mail address, it's free on business mail services like Zoho Mail and Google Workspace. Still, if you are looking for unlimited email addresses, it's best to opt for cheap hosting providers and choose from their basic plan or business plan.

2. What kind of mail should a business use?

The standard format of business mails is (first name.last name)@(domain name)@(tld). However, for customer support or any other specific departments, you can use support/marketing/outreach@domain name.tld.

3. How to create emails for business?

To write an effective business email, use a clear and concise subject line. Begin with a polite greeting and concise introduction. Organize your message logically with short paragraphs and bullet points if needed. Keep the tone professional and avoid jargon. End with a clear call to action or next steps. Proofread for clarity and grammar before sending.

4. What email addresses should I create for my business?

For your business, create these essential email addresses:

1. Contact@YourBusiness.com: For general inquiries and customer support.

2. Sales@YourBusiness.com: To handle sales-related inquiries and transactions.

3. Info@YourBusiness.com: To provide information about your products or services.

4. Support@YourBusiness.com: Dedicated to customer support and issue resolution.

5. Admin@YourBusiness.com: For internal administrative purposes.

6. Marketing@YourBusiness.com: To manage marketing campaigns and inquiries.

7. HR@YourBusiness.com: Exclusively for HR-related matters and job applications.

Customize these addresses to suit your specific business needs.

What’s a Rich Text element?

The rich text element allows you to create and format headings, paragraphs, blockquotes, images, and video all in one place instead of having to add and format them individually. Just double-click and easily create content.

  • dfbvrsg
  • svsv

Static and dynamic content editing

A rich text element can be used with static or dynamic content. For static content, just drop it into any page and begin editing. For dynamic content, add a rich text field to any collection and then connect a rich text element to that field in the settings panel. Voila!

How to customize formatting for each rich text

Headings, paragraphs, blockquotes, figures, images, and figure captions can all be styled after a class is added to the rich text element using the "When inside of" nested selector system.

Author’s Details

Sattwik Das

Sattwik is a Digital Marketing professional at Smartlead. He is a dedicated content writer who focuses on juggling words to bring out meaningful content. He is experienced in well-researched and SEO-optimized content creation, content editing, and copywriting for various businesses throughout the globe. His expertise in SEO, SMM, and SMO with a touch of creativity helps businesses grow and maximize their credibility and sales.

linkdin-icon

Edited by:

powerful-icon-3

People will also read

Frequently asked questions

General Questions

What is Smartlead's cold email outreach software?

Email automation FAQs- Smartlead

Smartlead's cold email outreach tool helps businesses scale their outreach efforts seamlessly. With unlimited mailboxes, fully automated email warmup functionality, a multi-channel infrastructure, and a user-friendly unibox, it empowers users to manage their entire revenue cycle in one place. Whether you're looking to streamline cold email campaigns with automated email warmups, personalization fields, automated mailbox rotation, easy integrations, and spintax, improve productivity, or enhance scalability with subsequences based on lead’s intentions, automated replies, and full white-label experience, our cold email tool implifies it in a single solution.

How does the "unlimited mailboxes" feature benefit me?

Email automation FAQs- Smartlead

Our "unlimited mailboxes" feature allows you to expand your email communications without restrictions imposed by a mailbox limit. This means you won't be constrained by artificial caps on the number of mailboxes you can connect and use. This feature makes Smartlead the best cold email software and empowers you to reach a wider audience, engage with more potential customers, and manage diverse email campaigns effectively.

What do you mean by "unibox to handle your entire revenue cycle"?

Email automation FAQs- Smartlead

The "unibox" is one of the unique features of Smartlead cold email outreach tool, and it's a game-changer when it comes to managing your revenue cycle. The master inbox or the unibox consolidates all your outreach channels, responses, sales follow-ups, and conversions into one centralized, user-friendly mailbox.

With the "unibox," you gain the ability to:
1. Focus on closing deals: You can now say goodbye to the hassle of logging into multiple mailboxes to search for replies. The "unibox" streamlines your sales communication, allowing you to focus on what matters most—closing deals.

2. Centralized lead management: All your leads are managed from one central location, simplifying lead tracking and response management. This ensures you take advantage of every opportunity and efficiently engage with your prospects.

3. Maintain context: The "unibox" provides a 360-degree view of all your customer messages, allowing you to maintain context and deliver more personalized and effective responses.

How does Smartlead ensure my emails don't land in the spam folder?

Email automation FAQs- Smartlead

Smartlead, the best cold email marketing tool, ensures your emails reach the intended recipients' primary inbox rather than the spam folder. 

Here's how it works:
1. Our "unlimited warmups" feature is designed to build and maintain a healthy sending reputation for your cold email outreach. Instead of sending a large volume of emails all at once, which can trigger spam filters, we gradually ramp up your sending volume. This gradual approach, combined with positive email interactions, helps boost your email deliverability rates.

2. We deploy high-deliverability IP servers specific to each campaign. 

3. The ‘Warmup’ feature replicates humanized email sending patterns, spintax, and smart replies.
 
4. By establishing a positive sender reputation and gradually increasing the number of sent emails, Smartlead minimizes the risk of your emails being flagged as spam. This way, you can be confident that your messages will consistently land in the primary inbox, increasing the likelihood of engagement and successful communication with your recipients.

Can I integrate Smartlead with other tools I'm using?

Email automation FAQs- Smartlead

Certainly, Smartlead is designed for seamless integration with a wide range of tools and platforms. Smartlead offers integration with HubSpot, Salesforce, Pipedrive, Clay, Listkit, and more. You can leverage webhooks and APIs to integrate the tools you use. Try Now!

Email automation FAQs- Smartlead

What type of businesses sees the most success with Smartlead?

No, there are no limitations on the number of channels you can utilize with Smartlead. Our multi-channel infrastructure is designed to be limitless, allowing you to reach potential customers through multiple avenues without constraints.

This flexibility empowers you to diversify your cold email outreach efforts, connect with your audience through various communication channels, and increase your chances of conversion. Whether email, social media, SMS, or other communication methods, Smartlead's multi-channel capabilities ensure you can choose the channels that best align with your outreach strategy and business goals. This way, you can engage with your prospects effectively and maximize the impact of your email outreach.

Email automation FAQs- Smartlead

Do you provide me with lead sources?

Smartlead distinguishes itself from other cold email outreach software by focusing on limitless scalability and seamless integration. While many similar tools restrict your outreach capabilities, Smartlead offers a different approach.

Here's what makes us uniquely the best cold email software:

1. Unlimited Mailboxes: In contrast to platforms that limit mailbox usage, Smartlead provides unlimited mailboxes. This means you can expand your outreach without any arbitrary constraints.

2. Unique IP Servers: Smartlead offers unique IP servers for every campaign it sends out. 

3. Sender Reputation Protection: Smartlead protects your sender reputation by auto-moving emails from spam folders to the primary inbox. This tool uses unique identifiers to cloak all warmup emails from being recognized by automation parsers. 

4. Automated Warmup: Smartlead’s warmup functionality enhances your sender reputation and improves email deliverability by maintaining humanized email sending patterns and ramping up the sending volume. 

5. Multi-Channel Emphasis: Smartlead places a strong emphasis on multi-channel outreach. You can reach your prospects where they are with the LinkedIn outreach feature.   With Smartlead’s cold email automation software, you're always one step ahead in your outreach efforts, enjoying the freedom to scale your initiatives and seamlessly integrate with other tools—all while maintaining a focus on maximizing the impact of your outreach.

Email automation FAQs- Smartlead

How secure is my data with Smartlead?

Ensuring the security of your data is Smartlead's utmost priority. We implement robust encryption methods and stringent security measures to guarantee the continuous protection of your information. Your data's safety is paramount to us, and we are always dedicated to upholding the highest standards of security.

How can I get started with Smartlead?

Email automation FAQs- Smartlead

Getting started with Smartlead is straightforward! Just head over to our sign-up page and follow our easy step-by-step guide. If you ever have any questions or need assistance, our round-the-clock support team is ready to help, standing by to provide you with any assistance you may require. Sign Up Now!

How can I reach the Smartlead team?

Email automation FAQs- Smartlead

We're here to assist you! You can easily get in touch with our dedicated support team on chat. We strive to provide a response within 24 hours to address any inquiries or concerns you may have.

Powerful Automated Email Marketing that Drives Sales.

  • All Features Included
  • No Credit Card Required
  • Free Warmup Included
powerful_automate_bgimg