Emails have become an inevitable part of your everyday personal and professional life.
If you think about it, not a day goes by without you receiving an email. Studies even show that the average person receives over 100 emails per day!
With over 4 billion people using email daily, it is safe to say that emails are a crucial part of communication. Yes, even when it comes to business! Nearly every business in the world needs to send emails to communicate with team members, clients, prospective customers, partners, suppliers, and more.
Writing an email to a friend or family might come off easy for you. However, writing a business email to a client or a boss could feel a bit intimidating depending on the situation. One wrong word or sentence could cause miscommunication.
So if you’re looking to write the perfect business email, then this is the right place for it! In this blog post, we will walk you through the step-by-step process involved in writing an effective business email and help you improve your overall business communication!
Are you ready to get started? Then jump right in!
What is a Business Email?
A business email is simply an email used by a specific organization or company. It is a crucial communication tool for employees, customers, stakeholders, subscribers, and other external organizations.
Usually, business emails are crisp, concise, and written with a clear purpose. They aim to inform, engage, and inspire readers. Business emails are mainly used to market products, support customers, manage complaints, share updates and information, and more. In a nutshell, it is the communication lifeblood of an organization.
A typical business email includes five core parts:
- Subject line
- Formal greeting
- Email body
- Closing phrase/sign-off
Following the above email writing format will help you structure, and write your business email quickly and effectively in a few minutes.
Now that you know what exactly a business email is, let’s take a look at how to craft one!
How to Write a Professional Business Email? (Steps)
1. Know Your Audience
The first and foremost thing you need to do before you start to write a business email is to get to know your audience. HOW you write your email is purely dependent on WHO you write for. So you need to ask yourself – who is my audience?
Your audience will determine everything about your email, from its tone to its content. So make sure to do proper research on the reader of your email, their background, knowledge, and anything else that will give you an idea of who they are. Doing this will also help you write a more compelling email to them.
2. Include a Subject Line
No denying that a subject line says a lot. After all, it is pretty much the first thing that your reader will see before even opening your business email. So whether or not they decide to open your email purely depends on what your subject line is and how it is written.
Make sure that the subject line on your business email is simple, specific, crisp, and also eye-catching. It must contain keywords that will briefly summarize and convey the content of your message in one look.
3. Start With a Greeting
Every email must start with a greeting. It should be crisp, concise, and formal. Depending on the context of the message you are sending, you can choose to address a person specifically by their name. But there are times when you won’t mention a name if you are sending it to an unspecified person.
Some of the most common examples of greetings that you can include in your business email are Greetings, Good Morning, Good afternoon, Good evening, or simply Dear Dr./Mr./Miss/Mrs., etc.
4. Include a Short Pleasantry
The next thing you should do is to start your business email with a short pleasantry. Include an opening line that connects you and the recipient of the email.
This can include a line talking about how you connected with the reader so that they are reminded of your interaction and has the context for your email.
For example – It was great meeting you at last day’s networking event.
If you received something from the recipient, then you can start your pleasantry by thanking them for offering their advice or assistance or for sending information or content.
For example: Thank you for sharing your article on business strategies. They were extremely useful and I appreciate the time and effort you are taking to help me with my project.
If you wish to keep your business email general, then you can simply wish them by saying something like – I hope you’re well.
5. Write the Email body
Time to get to the real deal now – the body of the email.
Your email body must follow the email practice called the ‘one thing rule‘ and only focus on one action instead of multiple. When several actions are mentioned in an email, it creates confusion. You should always include just one thing for the reader to understand quickly.
Define the purpose of your email at the very beginning itself. Be specific and direct about what the email is about.
For example – This email is in reference to the budget meeting we had last Wednesday. I have created a rough outline of the budget based on expected expenses and additional costs. Please provide your feedback on the budget.
You must understand that no one likes long emails. The longer your email, the lower the chances of your readers reading them. So make sure that you write short paragraphs with a few sentences. Simply, keep it short sweet, and simple. You can even add numbered lists or bulleted points so that it’s easier for your readers to comprehend.
6. Include Additional Information
Sometimes, readers might require additional information about certain things, such as links to resources, clarification on tasks and activities, samples, etc. Therefore, you must make it a point to include all those relevant content or details in your business email.
7. Write a Call to Action (CTA)
Usually, the main objective of sending a business email is to accomplish a task or action. So by the end of the email, you need to state clearly what the reader is expected to do.
Ensure that you write a specific call-to-action or CTA so that there is no room for confusion or misinterpretation and your reader has a full understanding of what they are supposed to do. This will allow them to respond more effectively and you will get the desired result as well.
8. Wrap Up the Email
Now you’re almost done with the business email, all you have left to do is to wrap it up with a well-constructed closing line. You can start by thanking your reader to end the email on a positive note.
For example – Thank you for your time OR Thanks for your consideration, I look forward to your response/I hope to hear from you soon.
Finally, you can use a closing line or phrase to wrap up the whole thing. Some of the most common and suitable closing phrases include ‘Best regards/Kind regards, ‘Yours sincerely, ‘Best Wishes, ‘Warmly’, etc.
9. Name and Provide Contact Information
Lastly, sign your name at the end of the email and offer your contact information under it. You can provide your full name in case of a formal email or just your first name if it’s an informal one. Also, include your contact information such as your phone number, address, or website.
Now that you know the steps involved in writing a business email, here are some tips and tricks you need to keep in mind during the process. Let’s take a look!
Tips for Writing a Professional Business Email
1. Use a Formal Tone
Your business email must always have a professional and formal tone. It should be courteous, straightforward, and confident. So try to avoid using any sort of informal language, emotional phrasings, abbreviations, or contractions. Not to mention, use full-length phrases or sentences to appear more formal.
2. Focus on the Format
The thing about email is that not everyone has the time to carefully or thoroughly read them. So most people skim through it. For this reason, you must ensure that your email follows distraction-free and seamless formatting.
Ensure that there is enough white space around, make paragraphs shorter, include bullet points and lists, and break up concepts with headings and titles. This will allow your readers to easily skim through the email.
3. Proofread. Proofread. Proofread.
Lastly, no piece of writing is complete without a round of proofreading. After all, it is in human nature to make mistakes and errors. So make sure that your email is free from poor grammar, spelling errors, typos, awkward sentence structures, punctuation mistakes, and more. Make use of a grammar checker or writing checker software to ensure that your email is top-notch!
… and voila – you are all set to write a business email! And we are sure you are itching to get started and wow your audience with amazing content.
Now that you’re a pro when it comes to drafting a professional business email, we have a bonus tip for you!
BONUS TIP: Have you ever needed to create a business email that has buttons, headings, images, rich links, and more? We understand that there are times when you need to email business announcements, PR updates, weekly team recaps, customer-related emails, and more.
We have a platform that will impress your audience and allow you to create beautiful professional interactive emails in minutes! Read on to learn more!
Elink: The Perfect Tool to Create Business Emails!
If you’re running a business, chances are you are super busy and need help to create beautiful, interactive business emails quickly!
Luckily, we’ve something that will help you create amazing HTML-based business emails – elink.io. It is the fastest and easiest way to create and send beautifully looking and responsive emails in minutes!
elink is light on the budget, easy to use, and comes with all the features you need to create and share stunning business emails that people want to click through.
The platform has a huge collection of fully responsive templates! You can choose a template, add links to the content you need to share, and elink will create a stunning, fully responsive interactive business email for you right away!
Have a look at these elink templates to get an idea of what we’re talking about!
The best part about these templates is that you can customize them however you want. This means that you can add your images, text, bullet lists, numbered lists, buttons, social icons, and dividers to the header and footer of your business email.
And, the most amazing feature of elink is content automation! It allows you to automate content creation for your business emails. All you have to do is pick sources and add filters to make your content more effective and relevant.
So whether it is to create a company announcement, or share industry news with your clients, elink is the perfect tool for you!
Business emails are a key component in achieving your business goals. Use them the right way and you will see them do wonders for your business!
Writing business emails may not have been your area of expertise, but we hope that this blog post has changed that for you!
Now, all that’s left for you to do is go to elink, craft your business email, and start sending them out! Happy emailing, folks! Ciao!