Emails are now a day-to-day part of business communication and as such one needs to ensure that they send an email that is professional and conveys the correct message.
Although the use of online media for business communication allows for fewer formalities, there is a thin line between being too casual and remaining formal. If you wondered how to write a business email,
here are few tips to do it:
Address the email to the right person
Ensure that you get the correct email address to avoid embarrassing situations where you have to ask a client or partner to give you their email address again.
Copy the right persons and if by any chance you miss out on a recipient let them know by forwarding the same mail and apologizing for overlooking that. If you send or copy the wrong recipient apologize politely to them.
Address the recipient in a professional way despite the flexibility online communication models now allow. Too much informality makes you look unprofessional.
Make the subject line as informative as possible but also as brief. Do not write the body of the email on the subject line. The subject line should be clear and not confusing to the reader too.
Make the email brief and straight forward
Try and keep the email as short and to the point as possible. You need to get a business message across, not flatter a person. Ensure you follow all the rules of grammar and punctuation. You would be surprised how much difference a properly punctuated email can make. Always do a spell check before sending out the mail. Too many spelling mistakes project a bad company image.
Signing off is very important, it not only shows the seriousness of the person sending the mail but also provides an opportunity for the reader to quickly understand whom the mail is from and gives a clue about the company, address and designation of the writer.
Lastly, reply to emails promptly.
You may not impress your readers if it is not appealing to their eyes due to color, font or any other reason. Keep it short and simple so that readers understand what you are trying to explain and don’t get bored to read it till the end. It certainly is important to consider the perspective of the intended recipient.