Jacob Morrow
2024-08-19 14:56:53
In today’s digital age, a business email is not just a tool for communicating with your customers and collaborations. Instead, it is a vital part of your professional identity. In more detail, a well-crafted business email reflects your company’s brand, shows your professionalism, and fosters trust with your recipients. For this reason, it is important to learn how to create a business email and employ the best practices for formatting it correctly, regardless if you are corresponding with clients, partners, or colleagues.
In this article, we will show you how to set up a business email and explore what is a business email, as well as which elements make it effective. On top of that, we will also recommend the top services that you can use for your company.
What Does a Competent Business Email Need?
Creating an efficient business email involves more than just sending your e-mails from your company’s domain. The truth is that it contains several components that all affect its professionalism. Of course, finding the right business email service is one sure way to ensure that you will have a professional result.
Here are the most significant elements that you need to keep in mind:
Configuring a Business Address
If you think of what is a business email, you will recognize that it typically includes the company’s domain. This is a great practice because it reinforces the brand’s identity and legitimacy, informing the recipients that they receive an email from a source they can trust. For example, instead of using a generic email address like you would use brand@yourbrandname.com.
Here is how to set up a business email address:
- Choose a domain: First of all, you need to choose a domain name that represents your business, in place of gmail/Hotmail/outlook.com. If you already have a website, then the best thing to do is to use the same domain.
- Register your domain: Numerous domain registration services allow you to register the domain you have selected. Some of the most popular services are GoDaddy and Namecheap.
- Select an email hosting provider: The next step is to select a provider that offers a business email service. The great news is that you can also find providers that show you how to make a business email for free. In the following section, we will present you the top 5 business email providers that stand out for their services.
- Create and send your emails: Once you have a domain and hosting service, you can start sending your emails. Make sure to follow the best practices to make your messages look and feel professional.
Proper Writing Format
Another crucial element of a business email is its structure and tone. If you research online, you will find plenty of templates that you can use to ensure that you have structured your email correctly. But to make things easier for you, here is a breakdown of the most basic professional email format:
- Subject Line: This should be clear and concise, summarizing what the email is about.
- Salutation: A polite greeting is essential to set a professional tone. Examples are "Dear [Recipient Name]", or "Hello [Recipient’s Name]".
- Body: This section contains the main content of your email. Make sure to divide it into small and coherent paragraphs that explain what you need to say.
- Closing: Include a courteous sign-off, such as "Best regards" or "Sincerely".
- Contact Information: Instead of just signing off with your full name, include all of your contact information, such as your company’s address and telephone number.
Company Logo and Branding
Branding is crucial for brand recognition. Therefore, incorporating your company’s logo and branding elements into your emails enhances professionalism and brand consistency. If you are designing a marketing campaign, then the logo can appear at the top. On the other hand, you should include your brand’s logo below your signature in a collaboration email. This element adds legitimacy to your message.
- Design your logo: First, you must have a professional logo. If not, refer to a graphic designer or get a graphic design tool to create one.
- Create an email signature: When you set up a business email, you can create your custom signature that includes your name, position, company name, contact information, and logo.
Additional Elements
Apart from all of the above, there are a couple more elements that you need to consider when creating a business email. The most significant ones are the following:
- Professional Language: Use clear, concise, and polite language. Remember to avoid jargon and slang.
- Proofreading: Check for spelling and grammar errors before you send your email to maintain professionalism. There are plenty of online spell-checking add-ons that you can use to detect any misspellings.
- Attachments: If you need to send any attachments, make sure that they are relevant, clearly named, and virus-free.
Business Email Providers Top 5
Right now, there are numerous business email providers that you can choose from. Selecting the right one for you is crucial for ensuring reliable and professional communication. In this section, we have selected the top five email providers that you can use for your company.
#1 Google Workspace
Google Workspace is a great provider for businesses looking for several productivity tools in one solution. It offers robust email hosting that integrates seamlessly with Google’s other tools, such as Google Docs, Sheets, and Drive.
The key features of Google Workspace are:
- Custom and secure business email with the format user@yourcompany.com.
- 30GB to unlimited storage per user.
- Integration with Google’s apps, such as Drive, Meet, Chat, Calendar, and more.
- AI assistance, named Gemini.
#2 Microsoft 365
Microsoft 365 provides a comprehensive email solution that integrates nicely with the rest of Microsoft Office apps, as well as OneDrive.
The key features of Microsoft 365 are:
- Custom domain email.
- 50GB mailbox and 1TB OneDrive storage.
- Integrates with Office apps, such as Word, Excel, and PowerPoint.
#3 EngageLab
EngageLab is a relatively new business email service that stands out with its user-friendly interface, built-in templates, and reporting capabilities. The great thing about it is that you can also utilize this tool for all of your communications, including email, SMS, and push notifications.
Get Started For FreeThe key features of EngageLab are:
- Easily set up business email registration,
- Built-in email templates for quick email design,
- Sophisticated behavioral analytics and multi-dimensional statistics are available,
- High level of security, with two-factor authentication and full SSL encryption.
#4 Zoho Mail
Zoho Mail is another popular email solution with a focus on privacy and security. Furthermore, it is a cost-effective option that won’t damage your business’s budget.
The key features of Zoho Mail are:
- Native mobile app available,
- Integrates with Zoho’s suite of apps,
- Custom domain emails with the format user@yourcompany.com,
- Enhanced security features with encryption both at rest and in transit, and S/MIME message encryption.
#5 Proton Mail
Proton Mail is a great provider for all businesses that require encrypted email services and prioritize their privacy. With this tool, you can learn how to make a business email for free as you can create your account free of charge.
The key features of Proton Mail are:
- End-to-end encryption and zero-access encryption,
- Prevents online trackers,
- Ad-free solution,
- Open-source and privacy-focused.
Step by Step: How to Create a Business Email in EngageLab
Once you have signed up for a reliable business email service, it’s time to set up your business mail. In this part, we will show you how to create a business email using EngageLab, which is one of the providers that offer you extensive capabilities.
Here’s a step-by-step guide on how to create and send emails in EngageLab:
Step 1: Sign Up for EngageLab
Visit EngageLab’s official website and sign up for an account. You can register and access your control panel for free.
Step 2: Explore Your Console
Navigate your console. If you are already using EngageLab, you can find various analytics based on your previous communications. Click "Email" to start creating your new email.
Step 3: Select a Template
On the sidebar, find the "Send Related" section and click "Templates".
Click the "Create template" button.
Select the "Drag & Drop" editor and click "Next"
Type all information in the appropriate fields and click "Confirm".
Select your template. You can find both basic and themed templates available for free.
Write all relevant information, making sure to maintain a professional tone. Once you are ready, click "Save" at the top right corner of the screen. Your new template will be added to your template list.
Step 4: View Your Email Analytics
Once you send your emails, you can also view how they are doing. On the sidebar, go to the "Analytics" section and click "Statistics".
Wrapping Up
Now you know what is a business email and how to set it up. By following best practices in email configuration, writing, and branding, you can ensure your emails convey professionalism and trustworthiness. With EngageLab, you can learn how to create a business email in a few simple steps. Create your free account to gain access to this user-friendly tool that will help your business operations.
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