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Professional Email Address Examples - Everything You Need to Know

2016-10-28 20:37:10

Professional Email Addresses

To this day, emails are one of the most commonly used forms of communication out there. Emails addresses, specifically, also have the potential to draw out the creative side of people. It’s easy to use your first and last name in an email, yet some people find joy in the ability to create an address that reflects who they are. Some simple examples are “basketballfan@gmail.com” and “soapoperawatcher@yahoo.com.” While it certainly can be fun coming up with your own unique email address, it’s not the best idea to use one of these when emailing a major corporation or an interviewer. In fact, using an email address like that may even cost you a job. In these situations, it’s best to use an email that’s simple. The best option is to use your first and last name. The problem though is what happens when that option isn’t available.

With a population of over 7 billion people, it’s highly likely that someone has the same name as you and is already using it for their email address. So what should you do when using only your first and last name isn’t possible? Before we answer that question, let’s first discuss what a professional email address, in general, should look like.

What Should a Professional Email Address Look Like?

Professional email addresses should follow two simple guidelines: be as simple as possible, and include your first and last name. The reason why the best professional email addresses follow these two guidelines is not only because it's straightforward and easy to remember, but it answers the basic question, who is the email from?

When we look at an email, the first thing we’ll always look at is who sent it. For any professional, being able to know who sent an email is just as important as the content of the email. Professionals are likely to be more inclined to look at an email immediately if sent from a co-worker than from someone they have no current affiliation. If they were expecting an email from someone, then an email address using a name makes it easier to watch out for. It makes a big difference when people know who sent an email, especially when it’s important.

The next question that gets answered is the nature of the email. Emails themselves are relatively challenging to write mainly because of how difficult it can be to convey tone. Much like the email itself, the email address carries a tone. That being said, imagine the kind of tone being sent from someone with an email address that’s considered unprofessional. If you received an email from “jan33do33@gmail.com”, you wouldn’t take it as seriously than if you received an email from “janedoe@gmail.com.”

To make the best impression possible, having your email be simple and include your name are the basic guidelines you should follow. The next question to answer is what to do when you can’t use only your first and last name.

When You Can’t Use Only Your First and Last Name

Now that we’ve gone over what a professional email address should look like, let’s take a look at alternative options for a professional email address. Following the two rules for a professional email address, there are many different options you can use when you can’t use only your first and last name.    

Photo Source: Simply Hired Blog

Keeping in mind that you should be using your first and last name in your email address, adding one character in the right place can effectively solve the problem. Using the in the image above, if the email address “RobJohnson@gmail.com” is already being used, then “Rob.Johnson@gmail.com” is just as effective. One other possibility is “Rob-Johnson@gmail.com.” Periods and hyphens are two common characters that you can add to your email address. One benefit of using either of these characters is that you can separate your first and last name so that it’s easier for people to read the name. What’s important to note is that this email address still adheres to the two guidelines; the email address still uses the first and last name, and by only adding a period the email address is kept simple. So what about numbers?

Should Numbers be Included in Professional Email Addresses?

Perhaps one of the more controversial debates when coming up with an email address is whether or not you can use numbers. Much like adding a period or a hyphen, as long as it follows the two rules for an email address, numbers can also be used, but there are a few more things to keep in mind when using them. Adding as few numbers as possible to the email address is key and can be just as effective as using a period or hyphen. There’s even the possibility to add a little creativity with the email address using numbers. You could use your birth year or month, maybe even your favorite number for the email address. When using numbers, the goal is simply to make the email address not only simple but also memorable. Try not to use a long series of numbers; it's best to keep your number combination within four numbers. Be sure to also stay away from using numbers with unprofessional correlations. For some examples of these improper number combinations and more information regarding the use of numbers in emails, feel free to follow the link.


The most important thing to take away is that the best professional email addresses are the ones that are both simple and use your first and last name. As long as you adhere to these two guidelines, there are certainly hundreds, if not thousands of options you can use for your email address. Remember that sometimes the most memorable email addresses are also the simplest ones.    

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