How To Make A Professional Looking Email

How To Make Your Email Signature Look Professional

Create A Professional E-Mail Signature FOR FREE!

Your professional email signature should include the following information:

  • Full name
  • Phone number | Email address
  • Website

This signature format is the most popular, but you should choose which information you want to share.

Additional fields you can include in your email signature:

  • Mobile/Office phone number
  • Companys address/headquarters
  • Legal disclaimer

It is important to provide real contact details, but be careful. You can add a phone number to your signature and allow email recipients to contact you directly, but dont be surprised if your phone will keep ringing because you are the only person from the company who decided to share it.

Remember to use an email address that is hosted on your companys domain. Some people would frown upon an email address that ends with or another free email hosting service.

Email signature examples:

Jane Doe | Chief Financial Officer Tidiowebsite:

As you can see from the email signature examples above, there is no one correct way and order in which you present the contact info.

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Best regards,

Add A New Outlook Signature

Toadd a new email signature in Outlook, make sure that you’re on the E-mail Signature tab on the Signatures and Stationery window. Noticehow the Select signature to edit boxalready has a signature named Primary.That’s your default Outlook signature. If you haven’t set up an email signaturealready, it may be blank.

Clickthe New button beneath the Select signature to edit box. Thesystem prompts you to create a name for your new Outlook email signature:

Inthis example I’m setting up a business email signature for MS Outlook, so Itype in the business name: AnyTownConsulting. Then, I click the OKbutton. Now you’ll see the signature name you just typed above your Primary emailsignature:

Note: You can also use the Delete button below the Selectsignature to edit field to remove an email signature you no longer wish touse. Or, use the Rename button torename a signature.

Gmail Tips That Make You Look More Professional

Email is the preferred method of communication for most people these days, not just for personal conversations, but often for business as well. As such, it’s incredibly important that you not only know proper email etiquette, but also understand how to use the tools available from your email provider that can help you be a more polite, professional message sender. Read on as we share 25 smart tips for making sure you send out polished, professional emails every time.

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Setting Up Google Apps On WordPress

This is the final step of your G Suite setup and you can complete it by adding your domain and website names. Move to the setup screen where you can add more people.

You can create more email accounts for different departments and employees. Simply click on the I have added all user email addresses and then Next.

You can even add or create new user accounts later.

If your G Suite lies on the existing domain name, then you would need to verify the domain name. An HTML code snippet will help you to verify this.

Your ownership can also be verified by uploading an HTML file with FTP file manager or client on to the website through the dashboard. Use MX record in case you do not have a website. Lets assume you already have a WordPress blog.

It would need you to switch to the admin area in WordPress with a new browser tab. Install and activate the plugin of Insert Header and Footer. Before that, you need to install a WordPress Plugin.

After activation, paste the HTML code of the G Suite from Settings> Insert Header and Footer under the Scripts in Header. Save to store these settings.

Now, go back to the setup screen of Gmail account and then check the tab with I added the meta tag to my homepage.

Next, you need to add MX record entries if you already have a domain name. If you have a registered domain name in Google, you do not need MX records.

Moreover, your emails will be restricted to your domain name if you are not registered with Google.

Get Inspired By Ready

Create a Professional Looking Email Signature With ...

You want to make sure youve set up a template that youre happy with and thats going to boost your content. Email marketing tools give you a selection of ready-to-use email templates which can save time in the design stage.

If you are interested in other types of templates, these presentations, reports, infographics templates are publicly available. Just create a free Piktochart account and edit an existing visual to make it easier.

In any tool that offers templates, you can pick one you like and customize it to your preferences and brand image. Templates consists of different types of content blocks that can be replicated or removed with no problem. Additionally, with responsive FreshMail templates, you dont need to worry about how your email will display across different devices, and you can provide your customers with a great mobile experience.

Also Check: Where Can I Go To Print Out An Email

Why You Need A Professional Looking Email Address

Whether youre responding to customer questions or prospecting for new clients, you need email to run your business.

Almost 300 billion emails are sent each day. Youre already competing with a crowded inbox. You cant afford to lose out on opportunities because your emails dont look trustworthy.

Creating a professional looking email helps increase your open rates and email engagement. Without one, its easy to be lost in the flood of emails people receive each day.

Faqs About Professional Email

How do you start a professional email?

A standard professional email address format uses a combination of your first and last names and a domain name. However, if its a business email address, since the domain is usually the name of your company, the first part can be the name of a department.

Is it professional to have numbers in your email address?

Random numbers in a professional email address are not advisable. You could use a phone number as an email address however, that will hardly be deemed professional. Youre also giving up your phone number sooner than you might want to.

How do I make a good email address?

A good email address is always a combination of your first and last names. Its a safe bet however, if someone has a similar first or last name to yours and uses the same email service provider, then you might be in a bit of trouble. In such cases, its better to opt for a custom domain name.

Anastasia KryzhanovskaSenior Content Manager

Anastasia is a content marketer and manager with a strong IT background, passionate about storytelling and SEO. She likes creating high-quality content and helping others develop their skills. Besides work, she loves traveling, extreme sports, and reading fantasy books.

Published on

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Creative Ideas For Using Gmail Email Templates

There are dozens of ways you could use email templates. Here are just a few to consider:

  • Internal or external email newsletters
  • Professional-looking thank you, birthday, or reminder emails
  • Event invitations
  • Onboarding messages for new clients
  • Your brand is more than just the sum of the products you sell. Its your reputationyour calling card.

    Want to establish yourself as a professional?

    Gmail Email Templates is an easy, free way you can use to reinforce your reputation as a professional and set yourself apart from others in your field.

    Best Practices For Picking The Perfect Professional Email Address

    Creating and Sending Amazing & Colorful Emails | MS Outlook 365

    The best email addresses keep things simple. While using your name seems ideal, many simple first-last name combinations may have already been allocated to other digital users. Or, you may have a lengthy name or one that varies from traditional spelling formats, both of which can potentially create issues.

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    Final Thoughts: Professional Email Address Ideas: Domain Email Must

    A branded professional email account makes your company or personal brand identifiable. And its easy to configure, especially when you have several professional email ideas on hand.

    Its easy to get a professional email address set up for your company or personal brand. Check out iPage, which offers a wide range of hosting plans that include email addresses for as low as $1.99/month*.

    Send Or Schedule Your Email

    Now your email is ready to be sent. You can send it right away or schedule it to be sent on another day or maybe a few hours later. Timing is key, especially if you are sending marketing emails.

    How do you choose the best time and date? For work and business emails, a safe bet is delivering the email in the first half of a workday, according to the recipients time zone.

    With marketing emails, it can be a bit trickier. According to GetResponse and Experian:

    • The best day to send emails is Tuesday. Tuesday emails have an open rate of about 18%.
    • Thursday has a slightly lower rate, making it the second-best choice.
    • The open rate also increases during the first half of the workday.

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    How To Create A Professional Email Id

    Learn how to create a professional email id with the help of this quick guide. Creating a business email should be simple and unique. From domain acceptance to customized names and professional email address examples this guide covers all this and more.

    In addition, it also includes simple tips for creating a professional email address thatll enable you to make an impact on your business.

    Page Contents

    Why Is Google Workspace The Best Choice For Professional Branded Email Address

    How to Create A Professional Email Signature

    With best-in-class spam filters, smart search, an intuitive and tidy inbox experience, and extensive add-on integrations, Gmail is one of the best email services out there.

    And the best part is we get so much more than just email. All our team members get 30 Gigabytes of storage and access to advanced features in the entire Google suite of cloud apps.

    You can also use , or even extend and create custom workflows with Google Apps Scripts. Read our dedicated post about for more in-depth information.

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    Define Your Brand Through The Email

    Your subscribers are likely to brush off the emails that do not have any sender details. Therefore, you must include your brand logo and other elements unique to your brand in every email that you send.

    Take a look at the email examples by Udemy. They have included their logo at the top left of the email and the links to My Courses and Featured at the right.

    How To Create A Professional Email Address For All The Users Using Zoho Mail

    To create a professional email address with your domain, you need to set up your domain with Zoho first. Follow the step-by-step process explained in this page to complete your domain setup. Once you finish verifying your domain with Zoho Mail, you have to add users to create their email accounts. In case you do not have a domain yet, you can buy a domain from Zoho. The domains registered via Zoho are already fully set up and can be used instantly. You can start adding users directly.

    Zoho Mail supports multiple ways to create and choose professional email addresses for users

  • You can add the users one by one providing their first name, last name, and the email address to be created for them along with the password that should be used for them to log in. This method is better and well-preferred when you have to create 10 users or less.
  • However even if there are 5+ user accounts to be created, it is recommended to use ‘Import from CSV‘ to create users from the details uploaded from a CSV file.
  • You can use the ‘Import’ options available to import users from CRM or other Zoho Services or directly import from GSuite. Detailed instructions are available on this help page.
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    Don’t Forget Your Vacation Autoresponder

    If you’re going to be away from your inbox for a few days, be sure to let people know so they don’t think you’re ignoring their messages. Using Gmail’s automatic vacation response, you can send a polite reply that lets them know you’ll be back soon and will be responding to their email shortly.

  • Sure, you can attach images, but often, it’s much more natural and professional looking to have an image right where you’re talking about it: in the message. Use Inserting Images to add images into the text of your email.

  • Use Templates For Your Email

    Gmail – Make a Professional Email Signature for FREE!

    Use a template for your professional email ID if you need to send similar emails. A template also helps to create automatic reply so this actually saves your time. You can customize your email or fill in automatic fields in the message. The templates also help to prevent mistakes in the email and help put off the task for later.

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    Add Cta To Email Signature

    HTML email signatures can be used as a type of miniature web banner. If you decide to go full-on marketing, you can even add a Call To Action button. A heavily customized email signature can drive traffic to your website or even promote your products. This kind of advertising, disguised as regular business communication, can be highly effective.

    Some of the most CTAs are Visit our website, but be creative. You can squeeze into your email signature anything you want, so maybe a Subscribe button that will get people to subscribe to your newsletter is not a bad idea. Try out different CTA buttons and test how they perform. If your signature promotional banner boasts about the number of your products users, a Call To Action like Join 100 000 Happy Clients is also a good choice.

    To add a CTA button to your professional email signature you need to create an HTML/CSS signature design or use a static, picture-based banner with a mock button. The first of these options is better because you can easily make the elements interactive. Try clicking one of the designs below.

    Best regards,

    How To Make A Custom Email Address

    Now that you have a sense of some of the best professional email account ideas, lets move on to the process of making your own branded account.

  • Select a web hosting provider: There are several email service providers for businesses available. If you want to set up a website as well, youll need a hosting plan and a domain name. iPages WordPress plans include at least one free email address.
  • Or, you can opt for a plan that uses Gmail but adds your custom domain email to it.

  • Choose your email name: Weigh the variety of professional email address ideas and pick one that best suits your brand identity when you create a new account.
  • Pick an email client: This can depend on which device or operating system you use. Often, individual hosting providers offer in-depth guidelines on how to connect your new email address with your email client. A few options include Apple Mail, Outlook, and Google Workspace.
  • Recommended Reading: When Writing An Email What Does Cc Mean

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