10 ideas to create a professional email address that stands out

As a professional, your email address needs to look polished and stand out. So how do you craft an email address that looks the part and helps you create the right impression? Creating a professional email address can be a challenge when so many names are already taken, so let's take a look at 10 practical ideas to help you create that perfect custom email address.

Updated: 09 September 2025

1. Use a custom email domain (the part after the @ symbol)

While a free email provider like Gmail or Outlook is fine, a custom domain name will elevate your professional image. For example, james@smithconsulting.com looks far more established than jamessmith537@outlook.com. It shows you are serious about your personal brand or business, and offers much more scope for creating a professional-looking email address.

There are different domain extensions to choose from: .com is good for business or international professionals, while .uk or .co.uk is great if you're UK-based and often offers more choices for available names. Avoid obscure extensions which often get penalised by spam systems and end up in users' spam folders.

To choose your domain, you can use one of the many domain-finder tools available online, or a professional email address generator like this one to help find available email addresses and give you suggestions.

You may be lucky and your professional or business name is quite unique. But let's be honest: if your name is common, chances are that domain's already taken. That's where a few smart variations come in handy to help you create a professional email address that still feels polished.

2. Keep it simple and professional

If your name is your brand—whether you're a freelancer, consultant, or solo founder—the ideal professional email address would simply be your name, like @white.com or @robertwhite.com. But if that's already taken, try some variations:

• Use initials: @rawhite.uk, @robertawhite.com
• Add a middle name: @robertandrewwhite.uk
• Shorten your name: @robwhite.com
• Use hyphens sparingly: @robert-white.com
• Avoid random numbers unless they're part of your brand

The goal: clarity, memorability, and a professional first impression.

3. Incorporate your profession or niche

This is an excellent way to stand out and clearly state what you do. If your name is common, use your custom email domain to showcase your expertise.

Examples:

• jane@janepetersphotography.com
• david@davidlawsonmarketing.co.uk

This approach not only helps you create a professional email address but also acts as a mini-brand statement.

4. Use a local or geographical identifier

If you serve a specific area, including a location in your professional email address can be a great way to make it unique and relevant. This is particularly useful for small businesses or consultants.

Examples:

• info@londonitconsulting.co.uk
• sara@manchesterdesignstudio.com

This works better with a business name than a personal one, but it's a powerful tool for building a local brand.

5. Use an action verb or slogan

You can use a custom email domain that includes a call to action or a slogan related to your work. For example, if you're a designer, your domain could be designwithdave.com.

Examples:

• hello@designwithdave.com
• david@designwithdave.com

This is a creative way to create a professional email address that stands out from the competition.

6. Create a catchy brand variant

Instead of using your personal name for the domain, consider a brand name that you can use for your business email. For instance, if your name is Mark Jones, but you're a freelance writer, you could go with a domain like creativeink.co.uk.

Examples:

• mark@creativeink.co.uk
• hello@johnsmithwrites.co.uk
• contact@sarahjonesdesigns.co.uk

This works well for freelancers, consultants, and creatives and offers endless possibilities for creating a truly unique and professional email address.

7. Avoid cute or funny additions

Don't be tempted to use funny or cute additions to your brand or name, just to find an available email domain. It can be tempting if you can't find something you like, but it looks unprofessional and will dent your reputation.

8. Choose a professional email address handle

Once you've settled on a strong domain name, it's time to think about your email handle, the part that appears before the @ symbol. This is where you can strike the right balance between professionalism and personality. Keep it concise, clear, and aligned with your brand.

9. Add a personal touch

Using your name in your email address helps recipients know they're speaking to a real person. It adds authenticity and builds trust which is especially important for startups and solo founders.

Examples:

• emma@ - First name only
• emmataylor@ - Full name
• emma.taylor@ - Dots improve readability
• emma.taylor.ceo@ - Add your role or title for clarity

10. Use general or team-based addresses

For broader communication, general and team email handles are ideal. They're easy to manage, help streamline enquiries and keep things organised.

Examples:

• General inboxes: info@  hello@  email@  contact@
• Team inboxes: sales@  support@  accounts@  marketing@

Final word

Creating a professional email address is about looking polished, building trust, and making it easy for people to connect with you. Whether you're a solo consultant, a creative freelancer, or launching a new business, the right domain and handle can set the tone before you've even typed a word.

From clever domain choices to clean, memorable handles, these ideas will help you stand out in a crowded inbox. So don't settle for second-best, craft an email address that reflects your professionalism, personality, and purpose. Get started today with this handy email address generator and suggestion tool.

Your professional email address is your front door. Make sure it opens with confidence.