Not everyone knows how to write a proper business email. In fact, it’s quite a challenge for many. If you want to write a business email that gets result, you need to format and structure the email well. And how do you do that? First, let’s have a look at what you need to do in the email:
- Use a concise subject line
- Greet the recipient
- Thank the recipient
- State your purpose
- Add closing remarks
- Close the email
Let’s have a look at each in greater details.
How to Write a Business Email
1. Use an informative subject line
The purpose of the email should be apparent once the recipient read the subject. Using an informative subject line reduces the risk of your email being tossed to the trash after a quick glance.
Here’s a good example of a subject line:
You are invited to our webinar on digital marketing for small businesses
Compare that to this subject line:
You are invited
The first example is more informative than the second which barely give any information at all.
2. Greet the recipient
Using the proper salutation is very important here. One salutation that has been traditionally used in business communication when you don’t know the name of the person is “To Whom It May Concern:”
Such a generic salutation, however, may indicate that you only have a vague idea of whom you’re writing to. Whenever possible be more specific as to whom you are addressing the email to. For example you, can use “Dear” followed by the position of the person like this:
- Dear HR Manager
- Dear Customer Service Manager
If you happen to know the name of the person, the best salutation is to use “Dear” followed by the recipient’s last name (e.g, Dear Mr. Smith).
3. Thank the recipient
When replying to a business email, it’s only proper for you to thank the other party first. Following our example of a webinar invitation above, you can say, “Thank you for getting back to us.”
Simple thanks will make you appear more polite so that the other party will be more inclined to maintain correspondence with you later on.
4. State your purpose
In the very beginning of your email, immediately state your purpose of writing the email. Make sure the recipient is in the know about the context so he/she has some reference.
Elaborate on each important point in separate paragraphs and state directly what the desired outcome is. If you wish for the recipient to reply immediately, let them know the type of response that you want.
Double check your message for any spelling errors. The last thing you need is for stupid errors slipping in and ruin your professional image. If you need help, use the online spelling checker tool. It’s easy to use and free.
5. Add closing remarks
The closing remark gives you the chance to tell the recipient what you want from them. You can also use it as the second chance of being polite and thank the reader. Some common closing remarks are:
- Thank you for your consideration
- We look forward to hearing from you
- Please contact us if you have any concerns or questions
6. Close the email
Closing an email shows courtesy. Three common closings are “Best Regards”, “Yours Truly”, and “Sincerely” followed by your name. Since we’re writing a business email here, never use closings such as “Cheers” or “Thanks”. Being overly informal is the worst way you can end a business email.
OK, that’s all for our tips on how to write a proper business email. Don’t forget to follow these steps so your next business email will sound more professional.