5 Simple Things You Need to Appear Professional

First impressions matter—especially in business. While talent and skills are crucial, the smallest details can make or break your professional image. If you are looking to book more creative jobs, especially with corporations; here are five simple yet often overlooked things that can instantly elevate your professionalism and make them want to work with you.

1. A Professional Email Address

Your email address is often the first point of contact with potential clients or employers. If you’re still using an old or casual email handle like coolguy123@hotmail.com, it’s time for an upgrade. Your email doesn’t need to be complicated, but it should be clear and professional.

✔ Good Examples: yourname@gmail.com, businessname@gmail.com
✖ Avoid: nicknames, unnecessary numbers, or outdated domains

If possible, invest in a domain-based email (e.g., yourname@yourbusiness.com) for an extra level of professionalism. (Not necessary if you are just starting out)

2. Clean Invoice & Quotation Templates

Sending a quotation or invoice doesn’t have to be fancy, but it should be structured and clear. Instead of just listing amounts in an email, create a simple template that includes:

• Your name or business name

• Contact details

• Invoice/quotation number

• A breakdown of services/products

• Payment details (Yes, your full bank account details)

Free tools like Canva, Google Docs, or invoicing apps like Wave and Zoho can help you create professional templates in minutes.

3. Organised Contact Details

Your contact information should be easy to find and consistent across all platforms. If a potential client wants to reach you, they shouldn’t have to search multiple places for your correct email or phone number.

Checklist:
✔ Ensure your phone number and email are the same on social media, business cards, and your website.
✔ Use a professional handle across platforms (e.g., @YourBusinessName).
✔ If you have a portfolio or website, link it everywhere.

4. An Email Signature

An email signature is a small but powerful touch that instantly makes your emails look more polished. It also helps clients and colleagues easily find your contact details.

What to Include:
✔ Your full name and title
✔ Business name (if applicable)
✔ Contact information
✔ Website or portfolio link
✔ Social media handles (optional)

Most email platforms like Gmail and Outlook allow you to set up a signature so it’s automatically added to every email.

5. A Simple Document Format

When sending contracts, invoices, or important documents, always save them as PDFs instead of Word or Excel files. PDFs ensure that:

• Your formatting stays intact

• The document looks clean and professional

• It can’t be easily altered by mistake

Whether you're sending proposals, invoices, or agreements, a well-formatted PDF adds credibility to your communication.

Looking professional doesn’t require expensive tools or complex systems. By making these small but impactful changes, you create a polished image that builds trust and credibility. Pay attention to the details, and your business will thank you for it!

Do you have any other simple tricks that help you look more professional? Share them in the comments!