Why Every Business Needs a Professional Email Address

By Thom Harrison - November 28, 2024

Still using a free email account for your small business? While it might be saving you a little now, that generic address could be costing you your credibility in the long run. Whether you’re looking to strengthen your brand identity or simply to stay more organised, professional email can make all the difference. It’s a simple but powerful way to show customers you’re serious about what you do.

What is a custom professional email address?

A custom email address is an email that uses your own domain name, like you@yourbusiness.co.uk, rather than generic choices like @hotmail or @gmail.

Professional email, branded email, business email, custom email — you’ll see a few different ways to refer to what’s basically same idea.

Having an email address with your own domain is a step up from free email services in that it’s unique to you and your business. It works to highlight your brand with every message you send and, when it comes to running successful online business, there are few better ways to make a great first impression.

How does custom email work?

At the heart of a custom email address is your domain name. That’s the bit after the @ symbol. When you own a domain, you can create email addresses tied to that domain.

This all works through the Domain Name System (DNS), telling the internet where to send your emails and making sure they land in the right inboxes.

Each email address is made up of two parts:

☒ Local part: Everything before the @ bit (e.g., john, info, sales)

☒ Domain part: The unique address after the @ (e.g., yourbusiness.co.uk)

Your domain’s DNS settings use something called ‘Mail Exchange’ (MX) records to tell which servers handle your emails.

But hold up — you don’t need to know the ins and outs of all this to get a great business email address that works for you. It’s easily done!

What are the benefits of having professional email with your own domain name?

Custom email addresses give your business a professional edge. They help build trust, show that you’re serious, and make your brand more memorable. It’s all about standing out in crowded inboxes — and sending the right message.

Professionalism and Brand Identity

First impressions count, and that’s especially true when it comes to email. While a free generic email like you@hotmail.com might do the trick for personal messages, it’s not going to be up to scratch for most businesses.

A custom email address with your own domain name (like you@yourbusiness.co.uk) does more than just help you stand out; it shows the world you’re serious about what you do.

Using a custom email address makes your campaigns feel polished and trustworthy. Customers are more likely to open emails from a sender that looks authentic.

Trust and Credibility

Professional email builds brand recognition. Every time someone sees your domain in their inbox, it reinforces your name and message. It’s not just marketing—it’s a chance to make your brand stick.

People are more likely to take you seriously when your email matches your business name. It’s a little change that can make a big difference.

Effective Email Marketing

Email marketing is about reaching out to potential customers directly. Whether it’s a special offer, a newsletter, or a friendly update, it keeps your audience in the loop. But to stand out in crowded inboxes, you need more than just a great message.

Email marketing is one of the best ways to connect with customers and grow your business. Adding a custom email address into the mix can make it even better.

Customisation and Flexibility

Custom email gives you the freedom to create emails that suit your team. From sales@ to support@, you can create individual addresses that work for your business.

Productivity

A good custom email provider worth their salt will give you the tools to help your business run smoothly. With Professional Email from 123 Reg, you get ample storage and everything you need to keep your team organised, including Calendar and Tasks tools. Plus, if you choose the right Microsoft 365 plan for your business, you’ll have access to the full suite of M365 office apps like Word, Excel, PowerPoint, and more.

Custom vs Free Email – at a glance:

Custom Domain Email	Free Email
Uses your own domain, like @yourbusiness.co.uk	Uses a provider’s domain, like @gmail.com or hotmail.com
Looks professional and builds trust	Looks casual, fine for personal use
Full control over usernames and setup	Little or no control over your email address
Can set up multiple accounts	Usually tied to one personal account
Requires a domain and hosting plan	Free, with restricted functionality

What’s wrong with using a free email address?

While free email providers like Hotmail and Gmail might seem like a cheap easy choice, they come with a few drawbacks, especially true when it comes to business correspondence.

The main issue is that free email accounts can feel a bit generic. Having an address (like yourname@hotmail.com) doesn’t say anything about your business or brand. Not the best look when you’re trying to build trust with customers or clients.

In fact, it’s much more likely to can give prospective customers or clients the impression that your business simply isn’t fully professional or established. They might even put you down as a spammer or scammer.

On the other hand, using an email linked to your own domain instantly makes you look more credible as a business. It’s a small change that can have a big impact, especially when it comes to marketing and customer perception.

Another issue is that pretty much all free email services come with ads, making inboxes cluttered and difficult to work with. Ads can be more obvious with some providers than with others. In Gmail, for instance, they appear in a tab of the inbox, looking like regular emails but marked as “sponsored” messages.

Finally, you don’t have the same level of control as you would with a custom email—you’re at the mercy of the provider’s features and security measures, which might not be as robust as you need. Added to that, you’re missing out on storage space and all sorts of productivity tools.

Looking to create your own email address? 123 Reg offers professional, ad-free email with your own custom domain — the perfect way to make every message stand out.

What you should know about having your own custom email address

Your domain is yours to choose

You can register any available domain name with a top-level domain (TLD) like .com, .co.uk, or even something unique like .shop or .online. Choose one that’s a good match for your business, brand, and/or or purpose.

You’ve got the power to manage it

Owning an email domain means you control the names before the @, like info@ or hello@, and can create multiple addresses as needed.

You’ll stand out from the crowd

A custom email adds credibility and helps you stand out from generic email addresses, especially for businesses.

You’re better protected – helping you to stay secure and ad-free

Unlike free email accounts, your custom domain is free from ads and offers better privacy and control.

How do you set up an email with your own domain?

Getting a professional email address is easier than you might think. Just follow a few simple steps, and you’ll be ready to send emails that work for your branding.

Choose a good email hosting provider

Next, you’ll need a hosting provider to handle your email. That’s where 123 Reg steps in. We make it simple to register your domain and set up email in one go. Everything’s designed to work without fuss, so you can focus on running your business.

Choosing the right email provider goes beyond picking a name. Here’s what to keep in mind:

☒ Number of Inboxes: Check how many email addresses you can create under your domain. This is handy if you need separate accounts for different team members or purposes.

☒ Storage Capacity: Look at how much storage is offered for each inbox. More storage means you can keep more emails without worrying about hitting limits.

☒ Spam and Security Features: Look for robust spam filters and security measures to keep your inbox clean and safe from cyber threats.

☒ Ease of Use: A simple interface and good support make managing emails much easier, especially if you’re not a tech expert.

☒ Access Methods (POP3, IMAP, Webmail): Be sure the provider supports POP3 and IMAP so you can access your emails from multiple devices. Webmail access is great for flexibility on the go.

☒ Integration Options: Consider if the provider works well with other tools you use, like calendars, cloud storage, or productivity apps.

Choose a domain name

Start by choosing a domain name that matches your business or purpose. It should be simple, memorable, and connected to what you do. For example, yourbusiness.co.uk keeps things professional and easy to recognise.

123 Reg offers hundreds domain extensions to suit any purpose, from the traditional “.coms” to more inventive and original gTLDs. With over 400 domain extensions to choose from, it’s easy to find a memorable name with a suffix that fits your business. You’ll find thousands of the UK’s best domains. You might just be surprised to see how affordable they can be.

Get ready to set up your email account(s)

Once your domain’s ready, it’s time to create email accounts. Luckily, that can be as easy as 1, 2, 3. Choose addresses that suit your needs, like info@ or hello@, and you’re all set. You’ll be sending professional emails in no time.

How to choose the right custom email address for your business

When creating your email address, it’s important to keep things simple and professional. Added to that, there’s a few rules to follow about addresses you can and can’t choose:

☒ Stick to Letters, Numbers, and Basic Symbols: Only use letters, numbers, periods (.), underscores (_), and hyphens (-). Avoid symbols like &, %, or *—they aren’t allowed.

☒ Keep It Clear and Simple: Make it easy to read and remember. Avoid overly long names or confusing combinations.

☒ No Spaces Allowed: Email addresses can’t include spaces, so keep everything connected.

☒ Start with a Letter: If you need to include numbers or symbols, at least starting with a letter can make for an easier-to-remember email address.

Keep it professional

Keep your email addresses clear and relevant. Avoid casual usernames like coolguy123@, and stick to names that reflect your business, like info@yourbusiness.co.uk. Always proofread your emails—it’s the little things that count. Keep it professional. Inappropriate language can damage your reputation.

Manage your spam and security

Protecting your inbox is key. Use spam filters and strong passwords to keep your accounts safe. Look for hosting providers, like 123 Reg, that offer built-in security tools to block unwanted messages.

Think about mobile users

Most emails are read on mobile devices, so keep them short and to the point. Use simple layouts that look great on small screens and make sure your call-to-action is easy to tap.

What’s the difference between POP3, IMAP, and Webmail?

POP3, IMAP, and Webail are ways your email connects to your device. They work on the same basic principles, but slightly differently:

POP3 downloads emails to your device and removes them from the server. It’s great if you want to store emails locally but limits access from other devices.

IMAP keeps emails on the server, syncing them across all your devices. Perfect for accessing your inbox from anywhere, whether it’s a laptop, phone, or tablet.

Webmail lets you access your emails through a web browser, like logging into Gmail or Outlook online. No setup needed, and it’s accessible from any device with internet.

What’s professional email with Microsoft 365?

Microsoft 365 Email gives you professional email hosting through Outlook — a powerful, reliable email platform that you can use with your own custom domain.

With M365, you get an ad-free inbox, advanced security features, and access to a range of productivity tools. Depending on the plan you choose, you can also get access to the web-only or full desktop versions of Microsoft 365 apps like Word, Excel, and PowerPoint.

Setting up your email is simple, and you can create multiple accounts for your team with plenty of storage. Plus, M365 integrates with other Microsoft tools, making it easy to manage emails, calendars, and contacts in a one place.

M365 is a great pick for businesses that want a professional, secure way to handle email while staying organised and productive. There are flexible subscription plans for businesses of all sizes and budgets — you can choose the plan that best suits your company’s needs without overspending. You can learn more about everything Microsoft 365 has to offer, here.

Wrap Up

Don’t let a generic email hold your business back. A custom email allows you to stand out in crowded inboxes, making a lasting impression. It’s about more than just about convenience — it’s about sending the right message.

123 Reg professional email offers mobile-friendly webmail and productivity tools, keeping you on top of your inbox and schedule from anywhere. With built-in spam management and virus protection, you can be confident your emails are secure and your customers’ trust is well-placed.