What Is The Correct Format Of An Email Address? (With Examples)

By Indeed Editorial Team

Published 22 November 2021

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Your email can be a fundamental aspect of your online identity. It lets you complete tasks like exchanging messages with others, creating an account on various websites or apps or applying for jobs. Whether you are creating your personal email or you are able to decide the email format for your organisation, understanding the standard formats can help you determine the most appropriate email format for your use case. In the article, we discuss the correct format of an email address, explain its different components, share some professional email formats and examples and look at some tips to manage them.

What is the correct format of an email address?

The correct format of an email address can ensure the email is easy to read and remember. One of the most common formats is firstname.lastname@example.com, but many other formats are also entirely acceptable, such as firstname@example.com. A good professional email address used in a resume or on a business card can also help make a good first impression.

Components of an email address

There are four parts of an email address which include:

  • Username: part of the email before the @ symbol is the username and is usually the name of the person who owns or manages the specific mailbox

  • @ symbol: separates the username and domain name

  • The dot (.): separates part of the address from the domain name

  • Domain name: refers to the mail server, the place which stores or routes the email

Sample email address format

The most standard and recommended form of a professional email address is firstname.lastname@example.com format. But there are some other ways in which you can create a professional email address, such as:

  • firstname@example.com

  • firstnameinitial + lastname@example.com

  • firstname.lastnameinitial@example.com

  • firstname + lastnameinitial@example.com

  • fullname@example.com

You can also use an underscore to separate the names, although a period is more common. If these usernames are not available, you might have to add some numbers or symbols as well.

Email address examples

Here are some examples of professional email addresses that you can take inspiration from and apply when making your own. Although there are no fixed set of rules to follow, it is better to follow one of these formats. Here are some email address examples you can reference:

  • rohan.singh@example.com

  • rakesh@example.com

  • rsingh@example.com

  • rakeshs@example.com

  • rakeshkumarsingh@example.com

Related: How To Write A Formal Email (With Steps And Example)

Email address internationalisation (EAI)

Universal Acceptance (UA) is a standard in which all domain names and email addresses are accurately and consistently accepted, validated, saved, processed and displayed by all applications, devices and systems. Because of the continuously growing domain name types, many servers may not recognise or process alternative domain names effectively. This is primarily because the top-level domain (TLD) may be new or in a non-American standard code for information interchange (ASCII) characters containing internationalised domain names (IDNs). The same remains true for email addresses that contain these new domain names or use Unicode in their username.

EAI is a protocol that enables email addresses to have IDNs in the domain part and Unicode characters in the username part of the email. Software developers configure email applications and services to accept EAI, as EAI mail is distinct from legacy ASCII mail.

Tips for creating a professional email address

The ideal email address is simple. While creating an email, your first name may be a strong option, but many common first-last name combinations may not be available. Alternatively, you may have a lengthy name or one that deviates from standard spelling conventions, both of which may create difficulties. Here are some tips to consider while creating a professional email address for yourself or your business:

Keep the username easy to remember

With so many people conducting business on their mobile devices, it is possible to misspell an address. If you ask your business contacts to remember a long string of letters and digits, they may decide that contacting you is too challenging and may go on to someone with a simpler address. A short and easy to remember email address can be helpful, particularly for businesses.

Make it pronounceable

If you call or talk with someone and provide your email address, they may be able to write or repeat your username appropriately without asking you for clarifications. Since you may frequently require reading your email address in business, ensure that it is simple and does not require much explanation. A pronounceable email address allows others to share your email easily with potentially helpful contacts.

Choose your own domain

If you are using an email service, your email address may have a well known common domain name. This can decide how recipients view your business. A personalised domain for your business email is often a better choice. An email address on a business's website domain appears authentic and is harder to impersonate. In contrast, it is easier for a scammer to create an email similar to that of yours with the same email provider.

Frequently asked questions related to the format of the email address

Here are some frequently asked questions related to the format of email address:

What is the difference between personal and corporate emails?

An email address is an identifier for a mailbox to send and receive electronic messages. Email addresses are usually personal or corporate. Personal emails are email accounts created on publicly accessible mail servers where anyone can sign up for and create. Corporate email addresses are those generated on the company's dedicated website domain. Typically, these addresses incorporate the business's or brand's name.

Organisations typically issue corporate emails to all employees and different divisions for direct communication and business objectives. These email addresses begin with the individual's name or a field, such as name@company.com or support@company.com.

Related: Guide: Out Of Office Email Messages (With Examples)

Is it okay to use role or designation as an email username?

Though there is no defined technical rule on having a designation as an email username, most organisations do not use this approach. Having a real name in an email adds a personal touch to the receiver than a general designation. For some departments or roles such as support or payments, where an organisation may benefit from keeping the name hidden, it may be a good idea to keep the designation or department name as an email username.

Are email addresses case sensitive?

No, email addresses are not case sensitive. In general, having all letters in an email makes it easier to read, while changing the case does not affect email deliverability. Though most email servers recognise special characters, it is better to not use them at all in the email address to avoid any possible confusion.

How do you create a professional email with a common name?

Your professional email address may be one of the first ways you make an impression upon prospective employers and contacts. If you have a very common name, you may have difficulty finding an available email address. In that case, you can try various email addresses formats to check if any is available. Signing up with other email providers can also help you find the desirable email address. If you have a personal website in your name or you plan to get one, you may consider creating an email with your domain name like yourname@yourwebsite.tld.

Related: Best Regards And Other Alternatives To Use When Closing An Email

What is the best format for a business email address?

The most standard and recommended form of a professional email address is firstname.lastname@domain.tld format. There are some other ways you can get a professional email address, such as firstnameinitial.lastname@domain.tld. Organisations with a long domain name may consider a shorter domain, usually the acronym of the business name, to create easier to read and remember emails.

Related: How To Write And Properly Format Business Email Messages

How to find if an email address is invalid?

An email address may be invalid for two reasons, one, formatting errors or two, spelling errors. The email format may be incorrect, such as having the "@" symbol twice or none at all in the email address. The email can also have incorrect spelling in the username or the domain, making it a completely different email or leading to an inbox that does not exist. There are various online services that can also help verify the validity of an email address.

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