PEM 101 (Part 5): Examples of Responding to Emails Professionally
Emails are the major means for professional business communication. If written poorly, you can lose a major prospect. If written excellently, you will easily turn prospects to clients. Personally, I have noticed that the quality of my responses usually determine whether a client will hire my services or not and how much the client is willing to spend.
Basically, your answers to professional emails should be well thought-out and carefully crafted. In many instances, it is not advisable to reply emails instantly.
This post is part of a series of posts on Professional Emailing. It is recommended that you also read the other posts in the series below:
- PEM 101 (Part 1): How to Contact your Clients Effectively Using Business Emails
- PEM 101 (Part 2): 9 Tips You Need to Write and Respond to Emails Professionally
- PEM 101 (Part 3): 12 Rules of Writing Emails Professionally and Effectively
- PEM 101 (Part 4): How to Write Professional Emails: 7 Critical Ingredients
- PEM 101 (Part 5): How to Answer Emails Professionally (With Examples)
After reading a professional email, allow time for your mind to completely digest the email and come up with good responses.
In answering business emails, pay careful attention to the tone in your emails. This is normally reflected in the words you use to express yourself.
For example instead of saying,
Please send all the shipping documents for the next batch of drugs.
… it is more amiable to say,
Kindly send the shipping documents for the next batch of drugs
In addition, always make sure your emails are straightforward and clear. From the beginning of the email, state the most important information. Written information tends to generate more meaning than spoken words. So, avoid using unnecessarily big words. Instead, focus on the information you want to pass in your replies and ensure the information is complete.
Different Ways to Answer Emails Professionally
There are different ways to respond to emails professionally, depending on your intention in the email. Email for acknowledging the receipt of an email is usually straightforward and direct, but most other replies require carefully crafted responses.
Basically, email replies usually follow the normal pattern of writing professional emails. You may have to begin with an acknowledgment of the last email before replying the questions in the email. Each question should be answered in a separate paragraph. This will help you cover all questions and also help your recipient easily grasp your answers. Very importantly, learn to always acknowledge the emails you receive if you cannot reply within 24 hours of receiving them. You can store templates for acknowledging emails professionally in your “canned responses” if you are using Gmail.
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Writing Professional Email Responses – Examples
A simple letter of acknowledgment could read:
Dear Mr. Williams,
Thank you for inquiring about our new email marketing enterprise application. A team member will contact you tomorrow with a detailed explanation of the product that fits your business need.
Thanks again for your inquiry.
Here’s a more detailed letter of acknowledgment:
Dear Mr. Gate,
Thank you for your order of 25 DVDs. We will send them within the next 3 days.
Before we send them, however, we need to know the type of package you prefer. Kindly visit your order page and select your preference. If you have any question, call us at +2348035290896. You will be promptly attended to by the customer service team.
Thanks again for your order. We look forward to your final instructions.
Here’s a professional response to email inquiries for Information
Dear Ms. Abike,
Thank you for inquiring about the email software advertised on my blog. Each of the listed software functions uniquely on different platforms. Before I recommend a particular one, I would like to know a bit more about you and your needs:
1. What kind of business do you handle? Are you self-employed, manager or a business owner?
2. Will you be using the software on a mobile device or computer? Is your computer a Mac or PC?
3. What kind of emails do you send most often? Are they replies to customer questions, business-to-business information or just emails for team members?
Once again, thank you for your interest in purchasing some of the email software advertised on my site. I hope you will find them suitable for your business needs.
Here’s a professional email response to Request for Materials
Dear Mr. Kinkar,
Find attached the email marketing course you requested. As I said on my website, I’ll keep sending updated versions of the course from time to time. Ensure you carefully study the first chapter of the course. It will provide a solid base on which every other information in the course anchors.
I hope your email campaigns are already bringing good results. Let me know if I can be of assistance in any way possible.
Always maintain a cordial tone in your emails if you want favorable responses. Like I said earlier, allow some time to pass before replying professional email; that’s the best way to minimize mistakes.
Deciding the right phrase to handle different situations can be very tasking. As a correspondent, you are directly involved in critical day-to-day interactions via email. This makes your ability to craft good email messages, using the perfect phrases and clauses, tangential to your business success.
There is a book by Meryl Runion that will help you to a great extent:
Perfect Phrases for Office Professionals: Hundreds of ready-to-use phrases for getting respect, recognition, and results in today’s workplace
Overall, this book will greatly improve your communication skills. It will also help you easily clarify assignments with your manager or projects with your clients as well as guide you in handling the inevitable complaints that sometimes follow sales of products or services.