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Email Best Practices for Business Owners

So, email — it’s everywhere, right? And it's pretty much one of the fastest ways to get your message out there. But, here’s the kicker: sending an email is one thing; sending an email people actually want to open? That’s a whole different ball game.

Maybe you’ve got a retail shop, or you work one-on-one with clients. Maybe you run a restaurant, blog, or create art. No matter what you do, getting emails right means better chances they’ll actually hear you.

 

Why You Should Use a Dedicated Email Service

So, you might be thinking, “Hey, I have an email with Bluehost already — why can’t I just send marketing emails from there?” Fair question. But here’s the thing: Bluehost’s email service isn’t really made for bulk sends or marketing blasts. That’s what dedicated email marketing services are for — they help make sure your emails land in inboxes (not spam), and they give you tools to track who’s opening and clicking your emails.

How to Get the Most Out of Bluehost Email

If you use Bluehost for your website and email, here are a few handy tips to help you work smarter and get better results from your email campaigns.

  • Use the Bluehost Email Marketing Integrations: Bluehost plays nicely with popular services like Mailchimp and Constant Contact, so take advantage!
  • Set Up Email Authentication: Add SPF, DKIM, and DMARC records through your Bluehost account — it helps keep your emails out of spam.
  • Don’t Use Bluehost Mail for Mass Emails: Bluehost's regular email service isn’t built for bulk sending and can cause deliverability issues.
  • Enable Spam Protection: Turn on Bluehost’s spam filters to protect your inbox and sender reputation.
  • Keep an Eye on Storage: Watch your mailbox quota so you don’t miss important messages.
  • Back Up Your Emails: Use Bluehost’s backup tools or your email client regularly.
  • Make Sure Website and Emails Sync: Ensure your email links go to mobile-friendly pages for a smooth user experience.

Email Best Practices

1. Use a Professional Email Address

Would you trust a business emailing from [email protected]? Didn’t think so. Using a proper email like [email protected] looks way more trustworthy — right from the first “hello.”

Examples:

2. Nail Your Subject Lines

Subject lines are the equivalent of the bouncer at the door to your email—it gets to decide whether to let it in or just blow it off. These subject lines need to be straight to the point, brief, and a little bit clever, but never the cliché things like “just another email.”

Try these out:

  • Your order #1234 is on its way!
  • Ready to kick off your marketing plan?
  • Your reservation for June 10th is locked in — thanks!
  • Catch the latest post on our blog.
  • You're invited to an exclusive art show!

3. Personalize It — Use Names

People love emails that seem like they were written specifically for them. Use first names, and, if possible, refer back to your last email or contact.

Examples:

  • Hi Sarah, thanks for shopping with us!
  • Dear Mr. Thompson, just following up on our discussion.
  • Mark, can’t wait to see you on Friday.
  • Emma, here’s a quick tip for your next trip.
  • Alex, here’s a sneak peek of your project.

4. Keep It Short and Sweet

People have poor attention spans. Get to the point to ensure your message isn't lost or drowned out.

Examples:

  • Your package ships Friday — track it here.
  • Attached: your summary. Let me know what you think!
  • Your dinner reservation is all set for 7 PM.
  • Here are five tools I swear by for staying organized.
  • Preview of the artwork attached below.

5. Be Friendly, But Keep It Professional

Politeness isn’t old-fashioned — especially in emails. Even if the news isn’t great, a respectful tone goes a long way.

Examples:

  • Thanks for your feedback, it really helps!
  • Here are the documents you requested.
  • Sorry about the delay — we’re on it.
  • Thanks for subscribing! Stay tuned for more.
  • Looking forward to working with you.

6. Make It Easy on the Eyes

Use short paragraphs, bullet points, and headers. Nobody wants to face a wall of text.

Try these ideas:

  • Bullet special offers.
  • Use headings to break up info.
  • Lay out menu specials clearly.
  • Preview newsletter content.
  • Highlight recent works or portfolio pieces.

7. Timing Is Everything

It can make a huge difference when you press the send button. Most people tend to check their mails during the course of the day; therefore, it is important to send the mails when it is still business hours.

Examples:

  • Retail: mid-morning or early afternoon works well.
  • Consultants: stick to office hours.
  • Restaurants: daytime reminders get noticed.
  • Bloggers: Tuesdays and Thursdays see better engagement.
  • Artists: weekdays during usual hours.

8. Don’t Leave People Waiting

If you can’t answer right away, shoot a quick reply saying you got their message and will circle back soon.

How fast to respond:

  • Retail: within 24 hours.
  • Consulting: ASAP.
  • Restaurants: booking confirmations should be immediate.
  • Bloggers: quick replies to collab requests.
  • Artists: keep clients updated.

9. Attach With Care

Only send attachments if they’re really necessary, and keep file sizes small. Always mention them in your email.

Good attachments include:

  • Product catalogs under 1MB.
  • Consulting reports and presentations.
  • Menus or flyers.
  • Press kits or promotional blog posts.
  • Art portfolios.

10. Watch Sensitive Information

Double-check that sensitive stuff goes to the right person — and encrypt it if you can.

Examples of sensitive info:

  • Invoices and payment info.
  • Contracts.
  • Guest details for restaurants.
  • Subscriber lists.
  • Client commissions.

12. Clean Your List Regularly

Make sure you regularly clear out your email list by taking off people who don’t open or click your emails anymore — it really helps keep your list fresh and your engagement up. Also, always include a simple unsubscribe link in your emails. It can feel a little rough when someone unsubscribes, but that’s just how it goes. Letting them leave easily actually shows you respect their choice and keeps your reputation solid.

For example:

  • Restaurants often remove guests who are inactive for over 6 months.
  • Artists update lists after shows or events.

13. Don’t Buy Email Lists

Buying lists might seem like a shortcut, but it usually backfires — poor engagement and a damaged sender reputation. Grow your list the old-fashioned way, by building relationships.

Try this:

  • Use social media and SEO if you blog.
  • Network and ask for referrals if you consult.

14. Segment Your Audience

People aren’t all the same—they want different things. By grouping your subscribers based on their interests, you can send emails that actually connect with them.

Examples:

  • Retailers could segment by purchase habits or location.
  • Restaurants might organize by dining preferences.
  • Bloggers tag readers by their favorite topics.

15. Separate Transactional and Marketing Emails

It is also advisable that you send order confirmations or receipts separately from your newsletters or marketing emails to avoid confusion. Another method you can adopt in helping your emails land in the inboxes and also enhance your reputation as an email sender is to send emails from different email addresses. This also helps recipients recognize the type of email they receive more easily. For example, you might send order notifications from [email protected] and promotional offers from [email protected]

Examples:

  • Order confirmations are separated from sale announcements.
  • Appointment reminders are separate from newsletters.

Summary

Email’s a powerful tool no matter your business. To get noticed, write clear subject lines, keep emails personal and concise, and send at the right times.

Always use a professional email address; consider dedicated marketing tools so that your messages do not end up in spam. Email only subscribers who have explicitly asked to receive something from you, regularly clean and segment your list, and organically grow your subscriber base.

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