Summarize this article with an AI assistant.
ChatGPT
Perplexity
Claude
Google AI
Grok
Mistral
Many small business owners wonder how they can make themselves look more professional, as if they’re more like a bigger business than they are. And there are plenty of reasons to do so. For one, some customers prefer to work with a company that’s well-established; doing so gives them a sense of safety and confidence that the job will be done and at a competitive price.
First, it’s important to note that a business owner should never lie about any part of their business or their brand identity. That includes advertising misleading information on marketing materials or trying to hide any part of the business.
But there are ways that business owners can improve the image that their business sends, making it seem like they’re bigger than they are (or at least as reliable as a bigger business) without losing their small business branding completely. This guide walks through nine ways that business owners can make their business seem more professional.
1. Convert a sole proprietorship into an LLC or corporation
Many small businesses start out as a sole proprietorship, and it’s perfectly legal for them to remain under that structure. But as the business grows, most small business owners would be wise to consider converting their sole proprietorship into a corporation or a limited liability company (LLC). Forming one of these business types is actually relatively simple thanks to services like ZenBusiness. And generally, customers perceive a business that includes “Inc.” or “LLC” in its visual identity to be a bigger business than it actually is.
For example, an LLC can be owned by a single member. But some customers assume that a business with “LLC” at the end of its name is a bigger, more established entity (even if it’s brand-new). If nothing else, organizing as an LLC or corporation sends the message that the brand is committed to professionalism (so much so that it’s willing to be accountable to the Secretary of State).
2. Set up a professional website that showcases the brand identity
Gone are the days when a small business can get by without a professional website. Today’s customers often visit a company’s website long before they reach out to the owner or visit the store, and they’ll make a judgment about the company based on the appearance of their site. If the site is poorly designed, doesn’t promote a cohesive brand identity, or looks sloppy, odds are the customers will walk away.
Thankfully, there are plenty of tools a business owner can use to build a website on their own using a template on sites like Wix, Squarespace, WordPress, and plenty of others. By answering just a few website creation questions and editing the template, a business owner can build a website by themselves. It’s even possible to link to the brand’s social media platforms on that website, which can help a business owner build rapport with their clients.
If a business owner doesn’t want to build their own website, they can hire a professional web designer for a reasonable price.
Whether a business owner goes the DIY route or hires a designer, it’s essential to get a domain name that matches the business name as closely as possible. That helps customers know that they’re interacting with the same business across multiple channels.
3. Use a business email address
When possible, it’s best to use a business email address that includes the company name as the domain name. For example, suppose Joe Smith is a plumber who named his business “Go With the Flow Plumbing.” He’d be a lot better off using the email jsmith@gowiththeflowplumbing.com than an email with a Gmail, Yahoo, Hotmail, or other free domain. Some people feel that free domains are much more amateur than email addresses tied to a business website.
Often, web hosting or website building platforms will include business email addresses as part of the fee for their services. If a business owner goes this route, they can even set up multiple email addresses, like “customerservice,” “sales,” “returns,” and so on, to give the impression that the business has multiple departments (even if there’s only one person answering those emails).
4. Get a business mailing address
A good number of today’s small business owners are actually home-based business owners. And while that’s a perfectly legal approach, some clients might worry that a home-based business couldn’t provide them with a great customer experience. And some potential customers do actually research where a company is located before they start buying; if they saw it was a home address, they might hesitate.
One way to counteract that image is to get a business mailing address. This could be a virtual address at a coworking center, renting a box at a private mailbox store, or renting a P.O. box from USPS. These options are usually pretty affordable, and they help the business look more professional.
5. Be conscious of how phone calls sound to most people
There’s no avoiding the fact that a person can hear what’s going on in the background when they’re on the phone. It almost becomes part of the brand messaging (though no one realizes that when it’s happening).
So what brand messaging is the background noise sending? A business owner needs to answer that question. If a customer hears a dog barking, children crying, a loud conversation, or a dishwasher running, they might not have the best impression of the business. In contrast, larger businesses tend to work in office buildings where it’s relatively quiet and professional. These businesses also have good cell service, so their calls don’t cut in and out.
Even if a business owner works from home, they can do their best to emulate a quiet environment with reliable service to help send a professional image whenever they’re on the phone.
6. Remember that good grammar builds trust
Not many people realize that their written communication actually becomes part of their brand personality. Unfortunately, some customers will avoid a brand if the owner doesn’t use good grammar in emails, branding elements, and other communications. Good grammar is even important within the brand’s social media presence. Yes, a customer will forgive the occasional mistake (people are allowed to be human, of course), but repeated mistakes can make the brand voice seem sloppy and unprofessional.
Not everyone is a skilled writer, and that’s okay. A smart business owner will take advantage of tools like Grammarly to automatically check the spelling, punctuation, and grammar of their emails and other written documents. It’s also possible to hire a freelance writer or editor for high-priority documents. But what matters most is that the business owner is intentional about their written text, doing their best to eliminate errors as much as possible.
7. Don’t skimp on business cards
When a person receives a business card, odds are, they make a pretty quick decision about whether or not the business has a strong brand identity just from the card. Many will make snap judgments based on the look and feel of the card (even before they read any of the information on the card itself).
A box of good-looking business cards can be an affordable but reliable way to establish some brand recognition while networking, attending trade events, and interacting with other business owners.
Eye-catching business cards are well within any startup’s budget, and it’s worth the expense of having these cards professionally printed. Yes, a business owner could just print the cards on their own inkjet printer, but that would risk the cards looking cheap and unprofessional. Thankfully, plenty of business card printing services allow their clients to design their own card and print directly through their platform for just pennies per card (or less, depending on order volume).
8. Build a presence on social media platforms
Every brand strategy should include a social media presence. In today’s internet-focused climate, being active on social media platforms is essential. That said, a business owner should be conscious of how their platforms represent their brand. For example, what does it say about a business if the Facebook page only has 20 followers and it hasn’t been updated in three months? While a business doesn’t need to be omnipresent on social media, it’s wise for a business owner to spend some time building their social media presence each week.
That said, it’s also important for a business owner to be intentional about the platforms they use. For example, if a business’s target audience primarily uses Instagram and TikTok, then there’s little point in posting to sites like LinkedIn or Facebook. It’s best for the business to focus their energies on the platforms where its customers are active.
If a business owner doesn’t have the time or know-how to post regularly, it might be helpful to hire a freelance marketing professional to help. Many of these services charge reasonable rates, and the return on investment can be well worth the expense.
9. Start company invoices at a higher number
Many people have received an invoice from a business and paid little attention to the actual invoice number unless they had a problem with payments. Usually, a customer skims over that number because it seems random. But they might notice if their invoice is, say, invoice #0009. That low number might send the impression that the company doesn’t do a lot of business with either customers or other companies.
There are plenty of valid explanations for why a business might not send invoices often, even as a well-established company. But it’s possible to avoid this impression outright by simply starting out with a higher invoice number, even for the first invoice the brand sends. For example, instead of labeling it as “Invoice #0001,” a business owner could write “Invoice #5001.” Practically, it’s still the same first invoice, but the second option sends the impression that the business is well established.
The Bottom Line
No small business owner should try to look like a big corporation when they aren’t one. What they should do, however, is adopt processes and practices that show themselves to be a secure, reliable business. Even if the company is brand-new, it’s possible for a business owner to project confidence, professionalism, and courtesy. In a competitive market, those brand values are important to customers.
Even the small things can go a long way towards helping a business look more professional.
Disclaimer: The content on this page is for information purposes only and does not constitute legal, tax, or accounting advice. For specific questions about any of these topics, seek the counsel of a licensed professional.
