It is important to keep at your fingertips the relevant things you need to know about writing a business email. You will find below salient points and tips to guide you through this process and help improve your business email communication skills. They are only guides. Business emails vary greatly; therefore you may need to visit other areas on this website for how to write emails for specific purposes.
Subject
First, remember to type the subject of the email in the appropriate area. Not doing this means your email may not be opened at all.
Greeting
Open your email with a polite greeting; this should include the person’s name. The name format would depend on the type of email you are writing.
For instance, if it is an email to an employee, you may say: “
Dear ‘First Name’ (Dear Abigail)”
To address a superior:
“Dear Mr/Dr/Miss ‘Surname’ (Dear Miss Parker)”
The choice of how to go about this depends on who you are addressing. Just ensure it is properly addressed. Still related to the salutation, you may want to add statements like:
“I hope this email meets you well” or “I hope you had a good night rest”
This is not compulsory but can mean a lot to someone. However, it is better to include this when writing an email to a colleague, partner or client. You may want to avoid it in employment emails, or emails to superiors.
Introduction
This should be next after salutation. It should have a brief introduction to the main subject of the email. For emails dealing with customer inquiry, it may start with:
“Thank you for…” or “We appreciate your interest in…”
Generally, this aspect will depend largely on the subject matter.
Subject Matter and Clarity
Every business email has a subject matter. This is the purpose of your email which is reflected in the title as written on the subject heading. Ensure the purpose of your email is clear. Avoid using ambiguous terms or misdirecting statements. Do not include unnecessary details and make the email cumbersome. If you have to give relevant information that is rather lengthy, send such as an attachment to the email instead of including it in the body of the email.
Attachments
If you are sending an attachment with your email, it is very important you note this in the email. It is not polite to send an attachment without ensuring the receiver is informed of this in the email.
Professionalism
A business email should be professional and succinct. Being professional does not mean using jargons that your recipient will not understand. Depending on the type of email you are writing and the person being addressed, ensure the language is well understood by the recipient. Your email should be well formatted, devoid of typographical or grammatical errors. Therefore, it should be thoroughly proofread before hitting the send button. Single-space your business emails and ensure there is space in between paragraphs. Align the email to the left. Avoid doing a “full justify”.
Closing
Just before the complimentary close of a business email, the last paragraph should be on a positive or hopeful or appreciative note. An example of a positive note: “I look forward to partnering with you in this venture” or “Please do not hesitate to contact us for further clarification”. An example of a hopeful note: “We hope to see you soon at our new store” or “We hope this new proposal will be given a favorable consideration”. An example of an appreciative note: “Thank you for patronizing us” or “We appreciate this gesture from the management” or “Thank you for your patience and understanding”.
Complimentary Close
In a business email, there are many ways of writing this to write closing remarks. You may write: “Best regards” or “All the best” or “Best wishes” or just “Regards”. You may also have emails that you may need to be more formal, for example, an email to your boss may end with “Respectfully yours” or “Sincerely”.
Signature
Your email signature should show your relevant contact details. Ensure this is in all the emails you send. Your relevant details are your full name, phone number (with country code), email address.
Other Points
When you need to respond to a client’s queries or address a client’s concerns, do so as quickly as possible, it shows that they matter to you and that you have their best interest at heart. Your email should show your customer that you truly care. By doing this, you have taken very important steps to making the customer loyal to you.
When answering an inquiry or replying a question or addressing situations generally, it is important to restate the matter or issue being raised in order to show the email recipient that you understand what needs to be addressed.
Never provide false information when communicating via email. No matter how tiny the misinformation, avoid it. It is unprofessional and puts you at a disadvantage when discovered. The impression given to your recipient will be that of an uncivilized person who has no regard for integrity just because he or she is not having physical contact with the person being communicated to; yes, it is that bad. Besides, you may be considered a fraud, especially when the person on the other side knows little about you.
The tone of your emails should, as much as possible, be positive and optimistic. When your email is positive and optimistic, it helps to create an atmosphere that encourages a friendly reception of your email. Hence, the purpose of writing the email will likely be achieved.
Sample: Improving Your Business Email Communication Skills
Dear Eunice,
I hope this email meets you well?
Thanks for your mail confirming my employment in your organization as the new Operations Manager. I was excited that I made it through the interviews. The Union Head did an excellent job when he was introducing me to the employees. He also did a good job of giving me an in-depth orientation of the company’s vision, mission and core values.
My job description as Operations Manager involves frequent travels, as noted in your email. I am also required me to spend significant time away from my family each month. This arrangement does not favor my family and current career pathway. I have a four-month old baby girl, and I am a student at Churchville University.
About a week ago, I got an offer as Sales Consultant at another company. The position does not require me to travel. The official hours fits well with my studies. And the company is located close to my home.
The experience I had with your company was a memorable one. I do hope to meet you at the Grand Sales Opening at the Central Square Park, holding this weekend.
I wish the company all the best as you continue to make giant strides in the manufacturing industry.
I appreciate this wonderful offer from your company, but I am so sorry I have to turn it down at this moment.
Best regards,
Michelle MaryAnn Grants
234 (0) 801 493 4500
michelle_grants@ymail.com