How to Create a Professional Email Address (+ Examples)

How to Make a Professional Email Address

Your old email address (the one you made in high school with your favorite band name and birth year) isn't doing you any favors in 2025.

When a hiring manager or potential client sees soccerchick12@yahoo.com land in their inbox, they're not thinking professional. They're thinking skip.

A professional email address is one of the easiest ways to look legitimate before you've said a single word. It signals you're serious about your work, you pay attention to details, and you understand basic business etiquette.

Fortunately, creating a professional email address takes about 10 minutes and costs nothing (if you use a free provider like Gmail). And if you're running a business, you'll want a custom domain, but we'll cover both options.

This guide breaks down exactly how to pick and create a professional email address that makes a good first impression.

The components of a professional email address

Before we get into the shoulds and shouldn’t of email addresses, let’s break down the components of a professional email address. 

• Username: The username is the portion before the @ symbol. The username can be your name or, for more general emails, could include something like “contact” or “sales.”
• Domain name: The domain name is the portion that follows the @ symbol and depending on your use case, will either be the domain name of your email service provider (e.g. gmail.com) or should match the domain name of your business. 
• Top level domain name: This portion follows the domain name and is typically .com, but could also be .org or .net depending on your business type. 

Tips for picking a professional email address + examples

With those three components of an email address in mind, here are a few simple rules to help you pick a professional email address. 

1. Use your real name (first, last, or initials)

When in doubt, use your name for your email address. Ultimately, you want your email to be easy to remember and the simplest way to do that is to include your name. Below are a few sample professional email address formats:

• firstname.lastname@domain.com

• firstinitial.lastname@domain.com
• lastname.firstinitial@domain.com
• Firstinitial.middleinitial.lastname@domain.com

2. Avoid nicknames, hobbies, and numbers/symbols

Including hobbies, nicknames, or too many numbers and symbols can appear unprofessional and be challenging to remember. You don’t need to include your birth year in your email address, nor do you need to include symbols like asterisks or question marks. In fact, adding symbols to your email can make your email look spammy and trigger spam filters. The only exception to this rule are periods, which are often used to separate words.

Example: Steer clear of email addresses like: 

• Cutesy: annabanana@gmail.com

• Hobbies: soccerchick12@yahoo.com

• Symbols: jsmith1989@gmail.com

3. Keep it short and memorable

A concise email address is easier to type and recall. If your full name is unavailable or challenging to spell, consider using initials to shorten the email address. 

Professional Email Address Example: If George Stephanopolous was to create an email address, his full name would be a challenge to spell and would likely lead to a lot of miscommunication. Instead, he could shorten the email using his initials to make the email easier to spell and remember.

• gsteph@abc.com
• george.s@abc.com
• g.r.steph@abc.com

4. Ideally use a custom domain name

Gmail.com is one of the most common domains you’ll see after an email address. While a Gmail email address is perfectly acceptable for personal communications, a custom domain name that represents your company or personal brand is a much more professional look.

5. Try a professional email address generator

If you’re still having trouble coming up with a professional email address or all of the email addresses you’ve selected have already been claimed, try an email address generator. Generators, such as Neo or Panabee can help you identify an email address that is suitable for your business. 

How to create a professional email address (step-by-step)

There are two main ways to create a professional email address. 

Option 1: Using a free email service provider (Gmail, Outlook)

If you choose to use a free email service provider, such as Gmail, Outlook, Yahoo, or iCloud, know that you will have @gmail.com or @outlook.com at the end of your email address. If you are job searching, for example, a Gmail or Outlook account is standard. 

1. Choose a professional email address format: Use a combination of your first name, last name, or initials. Keep it simple and memorable.

2. Check for availability and create the account: Visit the signup page of your chosen free email service provider (e.g., Gmail, Outlook) and see if your desired address is available. If so, proceed with creating your account.

Option 2: Using a custom domain name

If you’re starting a business or personal brand that has a company name and website, it is better to use a custom domain as it displays greater professionalism. 

1. Purchase a domain name from a registrar: Popular domain registrars include GoDaddy and Squarespace. You may also be able to set up your email through your website content management system. WordPress, for example, allows you to purchase a domain and set up an inbox through its platform. 

2. Choose an email hosting service: This service stores your emails and allows you to send and receive them using your custom domain address. Twilio SendGrid is a popular option.

3. Configure your email hosting to use your domain name: Each email hosting service has specific instructions for this process. Refer to their documentation for guidance.

Professional email address takeaways

We hope this article has given you plenty of professional email address ideas. By following these simple steps and best practices, you’ll set up a professional email address that makes a positive impression.

Remember to:

• Avoid nicknames, symbols, and hobbies in your email address

• Use your first and last name when possible

• Include your domain name to represent your business’ brand

And, when you’re ready, explore Twilio SendGrid’s email solutions to help you create and send emails for your business with ease.

Frequently asked questions

Q. What makes an email address "professional"?

A professional email address uses your real name (or business name), avoids numbers and symbols, and ideally uses a custom domain that matches your business. firstname.lastname@company.com beats partyboy2005@hotmail.com every time.

Q. Is a Gmail address professional enough?

For job searching or personal branding, yes—Gmail is widely accepted and trusted. But if you're running a business, a custom domain (yourname@yourbusiness.com) looks more credible and builds brand recognition.

Q. What if my name is already taken?

Try adding your middle initial, using firstnamelastname (no period), or flipping the order to lastname.firstname. If you have a common name like John Smith, consider john.smith.consulting@gmail.com or adding your profession.

Q. Should I create separate email addresses for different purposes?

Absolutely. Keep personal communications separate from job applications, and use dedicated addresses for customer service (support@) or sales inquiries (hello@). It keeps your inbox organized and looks more professional.

Q. Can I use my work email for personal job searching?

Never. Your employer can access your work email, and it signals you're job hunting on company time. Always use a personal professional email address for external opportunities.