If you’re thinking of or are in the process of starting your online business you’ve probably given some thought about whether or not to have a branded email address or just use your long-standing personal email to get started.

What is a branded email you might ask? This is an email address that uses a business’s domain name rather than a generic email service like Gmail, Yahoo, or Hotmail. For example, instead of having an email like yourname@gmail.com, a branded email would look like yourname@yourbusiness.com. You might also hear this referred to as a custom domain email, a business email, a professional email, or a domain-based email. It’s even called a vanity email—one instance where vanity works to your advantage!

In today’s digital world, your email address is often the first point of contact for potential clients or customers. While it’s easy to use a free email service like Gmail or Yahoo, there’s something about a branded email matching your business domain that instantly conveys professionalism and credibility.

Whether to get a branded email or not is a common question I get asked by my clients so I thought I would share a few tips if you are still on the fence about this decision.

Here are 5 reasons why you should make the switch, along with some pros and cons to consider.

Reason #1: Boost Your Professional Image

When a prospective client receives an email from yourname@yourbusiness.com, it demonstrates that you are committed to your business. A domain-based email projects a more professional image compared to a free generic email like yourbusiness@gmail.com. It signals that you have invested in your brand and are focused on long-term success. A professional appearance can make a significant impact when building trust and credibility, especially if you are a small business or just starting your online business.

Pro: Immediate credibility and brand recognition.
Con: The costs associated with domain registration and hosting services or a service like Office 365 or Google Workspace.

Reason #2: Strengthen Your Brand Identity

You may think a branded email is just a way to contact you—think of it as a branding opportunity. Every time you send an email, you’re reinforcing your business name. If your email address is consistent with your website and social media handles, it creates a unified brand presence that sticks in people’s minds. Plus, it’s free advertising for your domain every time someone receives your email! Add this email proudly to your email signature and your business cards. Display it proudly as a part of your brand’s identity.

Moreover, a non-generic email can also help you stand out in a crowded inbox. With numerous emails vying for attention, having a custom domain email allows your messages to be instantly recognizable, which can increase the likelihood of your emails being opened and read. This consistency across your communications not only enhances your brand’s visibility but also fosters a sense of familiarity and trust among your audience, making it easier for them to connect with your business.

Pro: Consistent branding across all communication platforms creates brand recognition.
Con: You’ll need to maintain the domain for as long as you use the email.

Reason #3: Build Trust and Credibility with Clients and Customers

People are more likely to trust an email that comes from a business domain than a free service provider. Emails from @gmail.com or @yahoo.com can be seen as less legitimate and may even be marked as spam. A branded email helps build trust and confidence that your business is real, legitimate, and professional.

What’s more, having a custom domain email reassures clients that their communications are secure and going directly to a trusted source. In this competitive online space, trust is often a key factor in choosing one business over another. By using a professional email, you set the tone for credibility and showcase that you’re committed to your business’s success, enhancing your reputation from the very first interaction.

Pro: Increased client confidence and fewer emails sent to spam folders.
Con: Requires proper setup to avoid emails going to spam or junk folders.

Reason #4: Increased Security with Communication

Let’s face it, free email services are often targeted by hackers, and using a custom-branded email adds a layer of protection for your business. By using your own domain with secure hosting services, you can implement additional security measures like encrypted emails, stronger passwords, and better spam filters. This is especially important if you handle sensitive client information.

Something else to consider is your email deliverability. Email deliverability refers to the ability of an email to successfully reach the recipient’s inbox rather than being filtered into spam or junk folders. Various factors determine whether an email is delivered including the sender’s reputation, the quality of the email content, and compliance with authentication protocols. High email deliverability means that your messages are consistently reaching their intended recipients rather than getting lost in spam folders.

To achieve optimal deliverability, it’s essential to understand the importance of domain and email authentication protocols such as DKIM, SPF, and DMARC). These protocols help validate your emails and protect your domain from spoofing and phishing attacks. However, this topic can be quite technical and may feel overwhelming at this stage. In an upcoming blog post, we’ll explore these authentication measures in detail, focusing on how they can safeguard your communications and enhance your overall email strategy when you’re ready.

Pro: Enhanced security features and control over your email data.
Con: Setting up advanced security measures can be time-consuming and requires technical knowledge.

Reason #5: Avoid Mixing Business and Personal Emails

Like any good relationship, the best advice is to keep business and personal matters separate. The same can be said for running a business! Having a branded email allows you to separate your business communications from your personal emails. This makes it easier to manage and organize your inbox, ensuring you don’t miss important client requests or notifications. Plus, it helps establish boundaries between your personal and work life.

Also, avoid subscribing to non-business promotional content with your business email address as this can clutter your inbox and potentially expose your brand to unwanted spam. Subscribing to personal promotional emails can further contribute to the chaos, making it easy to overlook important emails that could lead to potential new projects or income for your business. You might get distracted by a 50% off sale and overlook the opportunity for 100% income from responding to an email inquiry!

Pro: Better organization and easier management of work-related communications.
Con: You’ll need to manage multiple inboxes if you continue to use personal emails for non-business communication.

Final Thoughts

There you have it! Here’s a quick summary of the 5 reasons you need a branded business email.

• Showcasing professionalism and commitment to your business
• Building your brand identity
• Building trust and credibility right from the start
• Improved security with your business communication
• Keeping and staying organized while setting boundaries

When you have a domain-based email for your business it is an investment in professionalism, security, and branding. While there are some upfront costs and setup involved, the long-term benefits of enhanced credibility, trust, and organization far outweigh the costs and time to set this up. If you’re serious about growing your business and creating a lasting impression, it’s time to make the switch. When we invest in our business with the best strategies, positive and powerful results are inevitable.

A quick rundown of the good and the bad. There is no ugly here, just a choice!

Pros:

• Professional image and increased trust
• Enhanced brand identity
• Improved email security
• Clear separation of personal and business communication

Cons:

• Costs associated with domain and email hosting
• Technical setup required for security and proper functioning
• Requires domain maintenance for long-term use

If you’re ready to take your business to the next level, a business email is truly one of the simplest ways to do it. You’ll look the part and feel more confident in your communications—an important key to success in today’s digital world.

Then, when you’re ready to take the next step and build a website, check out my Domain and Web Hosting Success Guide. It includes 5 essential elements you should consider before creating your digital storefront.