Email aliases to use for business communications

Running a business is full-on — from client emails and sales inquiries to receipts and support tickets, your inbox can quickly become overwhelming. But with the right tools, managing your business communication doesn’t have to feel chaotic.

One of the simplest yet most powerful tools you can use is email aliases. They allow you to stay organised, appear more professional, and automate parts of your communication — all without setting up multiple inboxes.

In this post, we’ll break down what email aliases are, how they work, and how you can use them to streamline your business.

What is an email alias and how do they work?

An email alias is an alternate email address that’s connected to your main inbox. It uses the same domain name but starts with a different name or tag — letting you receive emails through multiple addresses without managing separate accounts.

Example:

hello@yourcompany.com
support@yourcompany.com
invoices@yourcompany.com

All of these can forward to the same primary email (like yourname@yourcompany.com), allowing you to respond from one place while keeping things categorised behind the scenes.

You can set up multiple aliases and use them for different functions — sales, support, legal, internal operations — so that your inbox stays tidy and your communication looks polished and intentional.

Best email aliases to use for business communication

Alias	Purpose
hello@yourcompany.com info@yourcompany.com	General Business
john@yourcompany.com johnsmith@yourcompany.com john.smith@yourcompany.com js@yourcompany.com	Personal or Staff
sales@yourcompany.com	Sales Communication
support@yourcompany.com assistant@yourcompany.com	Support Communication
webmaster@yourcompany.com website@yourcompany.com	Website Manager / Webmaster Communication
legal@yourcompany.com	Legal Contact

Pro tip: Use aliases to mentally "compartmentalise" your inbox before any automation begins.

The benefits of email aliases for business communication

Email aliases are often used in businesses as a formal email address for work correspondence instead of a personal email. Email aliases can be helpful for filtering and organising your inbox by routing emails sent to an alias to a specific folder.

Professionalism – Present a unified, organised front.
Clarity – Segment communication by function or department.
Security – Forward aliases to collaborators without giving full inbox access.
Inbox Hygiene – Pair with filters to sort emails as they arrive.
Scalability – Add or retire aliases as your team grows or shifts.

Structure: Create smart filters & labels

Let your inbox sort itself. Once your email aliases are set up, use filters to create an auto-organising system that runs in the background to sort your inbox for you.

Filter Examples:

Emails sent to support@ → Label: “Support”, Skip Inbox
From @paypal.com or to receipts@ → Label: “Finance”
Subject contains “Quote” or “Proposal” → Label: “Sales”
From @calendly.com → Label: “Bookings”

✅ Use “Skip Inbox” for low-priority or passive emails (like receipts or newsletters).

Automate: Canned replies, auto-replies & tools

Cut down on repetitive tasks with smart automation. These tools help reduce friction — and protect your time.

Tool	Use Case	Example
Gmail Templates	Canned responses	“Thanks for reaching out…”
Vacation Responder	Auto-replies	“We’ll get back to you in 48 hours.”
Zapier / Make / Automate.io	Automate email workflows	Lead email → CRM, Slack
Auto-forwarding	Share alias inboxes with team	projects@ → shared inbox

✅ Set auto-replies on public-facing aliases like hello@ to manage expectations and reduce stress.

Email-based workflows without opening Gmail

Let email trigger workflows across your business systems.

Example Automations:

orders@ receives email → Notify #orders Slack channel
content@ receives pitch → Parse to Notion content calendar
sales@ gets new lead → Auto-create task in CRM

Tools like Zapier, Make (Integromat), or Gmail Add-ons make these flows easy to implement.

Maintain: Inbox Zero rituals

🗓️ Daily:

Check your inbox only 2 times per day
Respond to urgent or high-value messages
Label/archive routine or FYI emails

🧹 Weekly:

Clear each label/folder
Use “snooze” or “move to label” to defer low-priority items

💡 Monthly:

Review filters (are they still working?)
Unsubscribe from unread newsletters

✅ Inbox Zero = no mental load — not necessarily a fully empty inbox.

Mindset shift: email ≠ task list

Treat email as a communication channel, not a task manager.

Instead, redirect emails into the right tools:

Notion / Trello → task management
CRM → sales & lead tracking
Calendar → time blocking
Slack / Messages → internal updates

Your Homework

Your inbox is your digital HQ. With aliases, filters, and automation, it doesn’t have to be a burden — it can be one of the smartest systems in your business.

Step-by-step:

Set up smart aliases
Build filters & labels
Add automation & canned replies
Maintain with rituals
Shift your mindset

Email aliases are a great way to improve your business communication and organisation. If you haven't already started using them, we recommend that you start today.