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How to Make a Professional Email Address: 6 Tips + Tools
August 28, 2025
By
Cindy Graciella
No wonder a professional email address is an absolute non-negotiable for every business or individual looking to enhance their online presence, professionally. Whether you are running a small business, freelancing, or promoting a personal brand, a professional business email address is a unique identity that ensures your communications are taken seriously.
In this blog, we walk you through everything you need to know to create a professional email address and how you can create one using top email service providers like Neo, Zoho, and Superhuman. We will also take you through important tips that you can use to create a powerful professional email address.
A professional email address is a typical email address that ends with a customised domain name instead of a generic domain. For example, a professional email address can look like yourname@businessname.com, admin@companyname.co.site, or employeename@firmname.net, etc.
Unlike a generic email address, such as yourname@gmail.com or companyname@yahoo.com, the domain and business email for professional use are created in a customized format that reflects your brand and professionalism. According to a survey, 62.86% of business professionals prefer to communicate through email using a professional email address.
Suppose while scrolling through your email inbox, you discover an email with a subject line promoting a new discounted offer on products of a brand. But then you notice the sender’s email ends with a gmail extension or a generic domain name. Would you prefer to open it? Maybe not, right? Reason - You might think of it as spam or a fake email from a random person or an unverified source.
This happens with most businesses that use a generic email address for communicating with their customers. The recipient doesn’t trust the generic email address and either marks your email as spam or unsubscribes from your emails, thus impacting your email deliverability. As per Statista, 45.6% of emails are marked as spam worldwide.
According to recent survey results, 45% of people trust an online small business having a professional business email address.
While a generic email address can be created and used for free for a lifetime, it does not give you that professional edge that you need to establish effective communication with your targeted customers. On the other hand, by making a small effort with minimum investment, you can create an email address that can significantly boost your professional online presence globally.
Here are the top five benefits of using a professional email address:
An email received from an address like info@companyname.co.site, or yourname@organizationname.org, looks professional and more trustworthy than an email received from a generic address like info@yahoo.com. A professional business email address conveys the idea that the email has come from a reliable and verified source.
The email deliverability is the percentage of emails that successfully land in your recipient’s inbox. Now, when you are using a customized domain for creating email addresses, it increases the sender score or reputation, thereby improving the chances of your email directly reaching the recipient’s inbox.
A generic email can impact your business's credibility. Around 33% recipients doubt its trustworthiness, 24% feel concerned when asked to share personal information, and 23% feel worried when they need to share credit card information.
If your email can be directly associated with the brand or the company name, it increases the credibility score of your email address. It reflects that your email address is legitimate and reliable.
What better way to strengthen your brand identity than by having it directly appear in your customers’ inboxes via a branded business email address? Yes, while you promote your new brand all over your website, social media, and other online platforms, using a professional business email address for communication can be another significant way to establish your brand identity.
According to a cybersecurity report, the attempts to hack Gmail accounts increased by 243% in the months between January to June in 2024. Generic email addresses are more prone to being hacked and may lack advanced security capabilities that are usually offered when you use a custom domain and business email address. Best email hosting service providers offer cutting-edge security features like encryption, custom DKIM, anti-spam, 2FA etc.
With numerous business email service providers offering business email setup and hosting solutions, selecting the one provider that aligns with your requirements could be difficult. Here we have listed the features of the top three email hosting providers of 2025:
Now that you have a brief idea about the three best email hosting service providers, let’s explore how you can create a professional email address using each one of them:
Neo is a leading email hosting service provider that offers professional business email address creation with or without an existing domain. That means, if you already have a registered domain like (.com, .net, .in, or any other domain), you can use it directly to create a customized email address for your business.
However, if you do not have a domain name, Neo offers a free domain creation by adding a (.co.site) extension with each email plan. Also, each plan comes with a 15-day free trial, thus offering you a free business email with an opportunity to access all the features provided with the purchased plan. Other than email creation, it also offers quick website creation using AI.
Here is a step-by-step process to create a professional email address using Neo:
Step 1: Open Neo’s website and click on the ‘Get Started’ option.
Step 2: If you already have a domain, choose ‘Yes, I have a domain I can use’ or else select ‘No I need a new domain’ when you want to create a domain for your new professional email address.
Step 3: Enter the domain name when you already have a registered domain. Neo will verify its ownership, and once verified, you may proceed to the next step.
Alternatively, if you have clicked on No, I need a domain name, you will be required to enter the desired domain name in the box. Neo will check its availability, add a (.co.site) extension, and register it under your ownership.
Once you are done with the domain registration process in both cases, click on ‘Continue’. You will be eligible for a 15-day free trial plan.
Step 4: Now, you need to create your Neo customer account and select the email plan according to your business requirements and budget.
Step 5: Finally, you can create your professional email address with your previously registered domain name or the domain created using Neo (the one with a .co.site extension). For example, you can create an email address for your business like yourname@brandname.com or yourname@brandname.co.site.
Just remember to update the DNS settings when you are using your already registered domain for email creation. It will allow emails to flow in and out through Neo’s server.
Zoho offers a secured and feature-rich platform for professional domain emails. It provides both free and paid plans that you can customize according to your requirements. The Free business email plan offers limited features that include up to 5 user accounts, 5GB storage/user, email attachments up to 25 MB, email hosting for a single domain, and two-factor authentication. The paid plans offer extended features in addition to the features available with the free plan.
Here’s how you can create a business email address with an existing or new domain with Zoho:
Step 1: You will be asked to select a plan. Choose a free or a paid plan, according to your budget and business needs.
Step 2: Create a Zoho account after you select a plan.
Step 3: If you have a registered domain, select ‘ Add an existing domain’ and click on ‘Add now’.
Enter the domain name to verify its ownership.
Or else if you don’t have a domain name and want to buy one on Zoho, choose ‘Buy a new domain’. Enter the domain name you desire, and Zoho will check its availability. If it’s available, you can sign up and purchase on Zoho.
Step 4: Enter the registration details as asked on the Zoho portal and click on ‘Proceed’. Once you have entered all the details correctly, click on Sign up to complete the registration.
Step 5: Now, you add users and create professional email addresses, like admin@yourdomain.com, yourname@companyname.net, name@brandname.in, etc.
Step 6: Next, configure the MX records to allow emails to send and receive through Zoho’s DNS server.
Step 7: In case you are migrating from another service provider to Zoho, move all your emails through IMAP or POP protocols.
Step 8: Lastly, update the SPF and DKIM configurations to ensure email deliverability.
Although Superhuman does not offer domain creation and email hosting services, it offers its dynamic email services like split inbox, write with AI, Auto labels, Ask AI, calendar, and other email productivity tools on a secure platform. It integrates seamlessly with Google and Microsoft, allowing you to use your branded professional email address on its advanced, AI-powered email application.
To avail email app services of Superhuman, you can sign up on the Superhuman platform using your registered custom email address or through a Gmail or Outlook account. Here’s how to do it:
Step 1: Open the Superhuman website and select the subscription plan.
Step 2: According to your device compatibility, download the superhuman app.
Step 3: Choose the email account for which you wish to gain the Superhuman email app services. You can sign in with your profession email address registered on Google or on Outlook. If you have a registered custom email address, then you can sign up with that as well.
Step 4: Now open the command panel, and click (CMD+K) for Mac users, or (Ctrl + K) for Windows users. This will add a Superhuman email account to your device.
Step 5: To switch between multiple accounts on mobile, click on the profile picture on the Superhuman app and select the desire account. Also, if you can open a separate Gmail or Outlook account on different tabs and auto-restore them, to remember the settings.
Although email addresses like dancingdoll@dancelovers.com, hotsoftware@gamerszone.org, or happy123@cusininesofthecountry.in are created using customized local-part (username) and domain, do they sound professional? Probably not, right? Why? They seem cute, funny, or can be used for informal communities; however, for reflecting a modern professional approach, they seem inappropriate.
Thus, to make sure that your professional email address looks professionally credible and creates a trustworthy impression, here are the five tips that you can follow:
1. Choose a professional username: Instead of using names like ‘rockstarricky@’, ‘name123@’, or ‘coolgirl@’, select real names like ‘john@companyname.com ’, registered brand names like ‘candelories@lightsandcandles.in ’, or company department names like ‘sales@techcrafts.com’. Such names reflect a professional image, are easy to associate with the company, and don’t look unreliable.
2. Select the right domain extension: An eCommerce website having a domain extension like .org does not look correct. So, choose the appropriate domain extension according to your business type. Such as,
3. Avoid using special characters or numbers: To make your professional address look authentic and easy to remember, keep the names short and avoid creating email addresses like ‘john0598@companyname.com’ or ‘info#34@organizationname.org’. It can make your email address look spammy and difficult for people to remember.
4. Configure Email Authentication: Almost every email hosting service provider today offers in-built security features like 2FA, SPF, and encryption at the time you purchase a domain name or create professional email address from their platform. However, if they don’t, make sure that you integrate features like Custom DKIM, end-to-end encryption, DMARC, and two-factor authentication (2FA) while business email setup.
5. Create Ailases: Remember to add email aliases for your teammates or departments like admin@companyname.in, sales@companyname.in, accounts@companyname.in, or customersupport@companyname.in, and keep email forwarding all these addresses to your main inbox. It will help you keep your mailbox organized, clean, and discover priorities.
A professional email address can be a stepping stone for a new business looking to enter the online world with an innovative approach. Or it can be a credibility booster for a small-scale business that desires effective and meaningful communication with its target audience.
Just remember to choose the right username, domain name, and extension from the right business email service provider because the right professional email address can be your first step to enhanced customer engagement and long-term business success.
Want to read more such articles that offer niche details about the latest email marketing, SEO, SMM, and CRO tools? Explore here.
Most email hosting service providers offer a free professional email address for a limited period or features. Platforms like Neo offer a free customized email address for 15 days. Paid professional email addresses are purchased on a monthly or annual basis, with different features included with each plan type.
Your Gmail address is suitable for communicating with friends, family, or for informal communications. However, if you want to communicate professionally at work or with your customers, you should create a professional email address.
Although you can choose any email service provider that offers hosting services according to your budget and business requirements. While Neo and Zoho are leading domain and business email service providers, Superhuman is one of the best email applications that offer advanced capabilities in cost-effective plans.
Cindy is an Outreach Manager and SEO Specialist at ONSAAS who helps SaaS companies grow through strategic link building and SEO. Outside of work, she loves spending time in nature, especially hiking in the mountains.
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