How to Create a Professional Business Email (Step by Step)

The way you communicate by email has a direct impact on how your business is perceived. Even if you don’t have a formally registered company, using a professional email address can significantly improve credibility when dealing with clients, partners, or suppliers.

In this guide, you’ll learn what truly defines a professional email address and how to create one in a practical and organized way, using a hosting provider that brings all the necessary tools together in one place. ⬇️

What’s the difference between a regular email and a professional email?

While services like Gmail, Hotmail, and Yahoo are widely used, they are not considered professional. This is because anyone can create an address on these platforms without any connection to a brand or verified identity.

A professional email stands out for two main reasons:

  • It uses a custom domain, such as @yourbusiness.com
  • It conveys a more trustworthy and structured identity

In simple terms, a professional email is directly tied to your business name, project, or brand.

Is it possible to get a free professional email?

In general, there are no completely free services that offer professional email addresses with a custom domain.
The main exception is hosting plans, which often include email accounts at no additional cost.

That means when you choose a hosting service that includes email, the professional email becomes part of the package.

Let’s use Hostinger for this example!

Hostinger is commonly used for this type of setup because:

  • It’s among the most affordable shared hosting providers
  • Even entry-level plans include at least one professional email account
  • It offers a simple and intuitive control panel
  • It allows you to manage domain, website, and email in one place

This makes the process especially straightforward for beginners.

Step-by-Step: How to Create a Professional Email

1. Access the Hostinger dashboard

After completing the initial service setup, simply log in to the Hostinger main dashboard. This is where all management tools, including email settings, are centralized.

2. Go to the email section

From the dashboard:

  1. Click on “Emails”
  2. Find the domain you want to use
  3. Select “Manage”

You’ll see all email accounts associated with that domain.

3. Choose an email plan

On the next screen, select the available plan.
The free plan is sufficient to create and use a fully functional professional email address.

4. Set up the email address

Now define the key details:

  • Email name (before the “@”)
    It’s best to keep it short and easy to remember, such as:
    • info
    • hello
  • Password
    Create a strong password using a mix of letters, numbers, and special characters.
  • Recovery email
    Highly recommended in case you ever forget your password.

Once everything is filled out, complete the setup.

5. Access Webmail

After creating the email, you can access it through Webmail, where you’ll be able to:

  • Send and receive messages
  • Organize folders
  • Adjust account preferences

This will be your main email management interface.

How to create a professional email signature

A well-designed email signature improves trust and makes your communication clearer from the very first contact.

To set up your signature:

  1. Log in to your account via Webmail
  2. Click the gear icon (⚙️)
  3. Go to Preferences
  4. Select Signatures
  5. Create a new signature

You can include:

  • Your name
  • Job title or role
  • Company name
  • Company logo

There are also email signature generators available online that can help with layout and design inspiration.

What is an email forwarder and why use one?

An email forwarder automatically sends all messages received in your professional inbox to another address, such as a personal Gmail account.

Main benefits:

  • You manage everything from one inbox
  • No need to check Webmail constantly
  • Less risk of missing important messages

How to set up email forwarding:

  1. Go to the Hostinger email management area
  2. Select your email account
  3. Click “Create forwarder”
  4. Enter the email address where messages should be forwarded
  5. Save the settings

From that point on, forwarding will work automatically.

Conclusion

Creating a professional email with a custom domain is a simple step that can make a big difference in how your business is perceived. With just a few adjustments, you can set up:

  • A professional email address
  • A trustworthy email signature
  • A practical forwarding system

All of this helps create more organized, secure, and professional communication—regardless of the size of your project.