According to HubSpot Blog Research, 64% of B2B marketers say their email marketing strategy was effective for meeting business goals in 2021
Evidently, email has become the primary form of communication in business.
Whether you are reaching out to a potential client or communicating with a coworker, it is important to know how to write a great business email.
This article will provide tips and tricks on how to write emails that are clear, concise, and professional.
You see, it is not just about using the right words, but also about being concise.
Table of Contents
The Do’s of Writing Business Emails.
a). do use a professional email address.
In today’s business world, first impressions matter. When you are corresponding with potential clients or business partners, using a professional email address is a must.
Generic email addresses like “[email protected]” just won’t cut it.
To create a professional email address, start by registering a domain name for your business.
Something like “yourcompanyname.com” or “yourfullname.com” will do the trick.
Once you have your domain name set up, you can create custom email addresses using your domain (e.g., [email protected]).
Not only will having a professional email address make you look more credible, but it will also give you more control over your inbox and help you avoid spam filters.
If you don’t know what these are, spam filters are systems that identify email messages as spam and either delete or send them to the spam folder.
You can set up filters in Gmail and Outlook, for example, to automatically send certain emails directly to the trash folder.
The last thing you want is to end up in the spam or trash folder?.
If you don’t have one already, get it for free here.
b). do have a clear subject line.
A great subject line can make or break whether your email gets read or not.
This is because it is one of the first things that a recipient will see. A clear and concise subject line is more likely to persuade the recipient to open and read the email.
The subject line should be specific and describe the content of the email in a way that would interest the reader.
Some examples of great subject lines are:
- Thank you for your order!
- You’re invited: Exclusive sale just for you
- Can we schedule a 15-minute call?
Including a call to action in the subject line can also be effective, such as “Sign Up Now!” or “Read This Before You Hit Send.”
c). do use a formal greeting and closing.
When it comes to business emails, it is always best to err on the side of formality. This means using a formal greeting (e.g., “Dear Ms. Jones”) and closing (“Sincerely, Your Name”).
While it may seem overly formal, remember that email is a written communication and should be treated as such.
Of course, there are always exceptions to the rule. If you have a close relationship with the person you are emailing, then you can use a more informal greeting (e.g., “Hi Jane”).
But in general, it is best to stick to the formalities.
The same goes for the closing of your email. Even if you feel like you are on a first-name basis with the recipient, it is still best to sign off with a formal closing (“Sincerely, Your Name”).
d). do proofread your email.
One of the most crucial tips for writing great business emails is to proofread your email before you hit send. This may seem like a no-brainer, but you’d be surprised how many people send off emails without giving them a once-over first.
Proofreading your email can mean the difference between sounding professional and polished, or sounding rushed and sloppy. It only takes a few minutes to do, and there are even some helpful tools out there that can make the process even easier.
Grammarly is one popular option that can help you catch errors in your writing. All you have to do is install the Grammarly Chrom extension and it will start checking your work for you as you type.
If you are not sure what proofreading is or how to go about doing it, Grammarly can be a great place to start.
The Don’ts of Writing Business Emails.
x). don’t use abbreviations or slang.
If you want to come across as professional in your business emails, then it’s important to avoid using any abbreviations or slang. This can make you seem unprofessional and might not be understood by everyone.
Stick to using proper grammar and full words to ensure that your message is clear.
x). don’t use all caps.
When writing business emails, remember not to use all caps.
All caps can come across as aggressive or impatient and can make the reader feel like you are shouting at them.
It is always best to use proper grammar and punctuation in business emails, as this will make you seem more professional and courteous.
x). don’t use exclamation points excessively.
If you want to come across as confident and in control, don’t overuse exclamation points.
In general, limit yourself to one per email.
If you must use more than one, space them out so that they’re not bunched together.
Excessive exclamation points can make you seem unprofessional, or even frantic. And while a well-placed exclamation point can emphasize a key point or express excitement, too many of them can dilute the impact and make you look like you’re trying too hard.
If you find yourself using exclamation points frequently, take a step back and re-read your email before hitting send. Ask yourself if the message would be just as clear without them. In most cases, it will be.
x). don’t use emoticons.
It is best to avoid using emoticons when writing business emails in South Africa.
Emoticons are symbols that can be used to convey emotion, and they are often used in informal communication?.
However, in a business setting, they can be seen as unprofessional and may make the sender appear less credible.
Additionally, emoticons can be misinterpreted, so it is best to err on the side of caution and avoid using them altogether.
If you absolutely must use an emoticon in a business email, make sure that it is appropriate for the tone of the message and that it will not be misunderstood.
5 Tips For Writing Better Business Emails.
tip 1: make it about them, not you.
That business email should be about the recipient and not about you.
There are a few reasons why this is important.
First, if the email is about you, the recipient may feel like they are not important and may not read the email.
Second, if the email is about you, it may come across as self-centred and unprofessional.
Finally, if the email is about you, the recipient may feel like they are not receiving valuable information.
tip 2: get to the point.
Ramble on and your email will likely never be read. Keep it short and to the point to increase the chances that your email will actually be read and responded to.
tip 3: say thank you.
The third tip for writing great business emails is to make sure you thank your recipient. This not only shows them that you appreciate their time but also helps to build a rapport. A simple ‘thank you’ can go a long way in making your email recipient feel valued.
tip 4: be personable.
When communicating with clients or customers through email, be personable to establish a congenial rapport.
Begin your email with a short considerate statement and avoid sounding robotic or overly formal, something like “I hope you had a great weekend” or “I hope this email finds you well”.
This will help the recipient feel like they are dealing with a real person, which can encourage them to respond more positively to your message.
tip 5: sign off with your contact information.
When you are ready to sign off your business email, there are a few things you should keep in mind.
First, open with a short, considerate statement. Thanking the recipient for their time is always a nice gesture.
Next, include your contact information so they can easily get in touch with you if need be. If you have any other relevant information to include, such as links to websites or attachments, now is the time to do so.
End on a positive note and sign your name. “Looking forward to hearing from you” or something similar works well here.
And that’s it!
By following these simple tips, you can write great business emails that will get the job done efficiently and effectively.
Business email format.
The typical formal business email format has five core parts, including:
- The email’s purpose in the subject line: In order to save your recipients time, it is important to include what you are writing about in the subject line of your email. For example, “Meeting request for Tuesday at 3 pm.”
- A courteous opening: After the recipient sees the subject line, they will open your email and read its first sentence or two. Be sure to greet them properly (e.g., “Dear Mr./Ms./Dr.”) and state why you are writing in this opening paragraph so that they know what to expect from the rest of your message.
- The body paragraphs: These paragraphs contain the meat of your message where you explain everything in more detail. It is generally accepted to write 1-3 brief paragraphs here before moving on to a closing statement below (more on that later).
- A professional closing: End with a polite sign-off (“Sincerely,” “Best,” etc.) followed by your name and contact information (email address, phone number, website URL, etc.). This way, if there are any questions or further discussion needed after reading your email, recipients will know how best to reach out afterwards.
- Signature: If you are writing on behalf of a company or organization, it is standard practice to include a signature with your email. This can be as simple as listing your name and title beneath the closing statement, or may also include additional information such as social media links, physical address, or logo.
Final thoughts.
Email is a crucial part of doing business and there are some tricks to make sure you’re writing great business emails. Following the tips in this article will help you to write clear, concise, and professional emails that will get the job done.
When it comes to writing business emails, it’s important to keep the following things in mind:
1. Keep it short and sweet – The last thing anyone wants to do is read a long, drawn-out email. Get to the point quickly and be concise in your writing.
2. Use proper grammar and punctuation – This may seem like a no-brainer, but using proper grammar and punctuation is essential in conveying a professional image. Typos and poor grammar can make you look unprofessional and sloppy.
3. Use a professional email signature – Include your name, title, company name, and contact information in your email signature. This is a great way to promote yourself and your business.
4. Be clear and concise – When it comes to writing emails, clarity is key. Make sure you’re conveying exactly what you want to say in as few words as possible.
5. Proofread before hitting send – Always take the time to proofread your emails before sending them off. A quick spell check can go a long way in making sure you look polished and professional.
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