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5 Tips for Sending Effective Business Emails
5 Tips for Sending Effective Business Emails
Writing a business email is an art. Yes, you read it correctly, unlike a personal email where you can get away with rambling anything that comes to your mind. Drafting business emails effectively involves a lot of practice.
Suppose you are sitting in your friend's group; you won't think before speaking anything. Now imagine sitting in your office or any other professional setup, you always pause for a second and think before uttering a word. In both scenarios, you are communicating; however, one is casual, and the other is professional. This also applies to email communication. You need to follow certain etiquettes if you want to send efficient business emails.
Here are 5 tips that will help you in sending super effective business emails.
1. Subject Line
A neatly written subject line decides the fate of your email. In professional setups, we receive 100s of emails every day, and the best way to filter them is to look at the subject line. Many people use the (end of message) in the subject line when sending a short and clear message, as an update on their availability.
How many times have you drafted an excellent email and sent it without a subject line? We all have been culprits of this huge mistake. While it may still be acceptable in casual emails, the Blank Subject line in the business email is often considered criminal.
Make sure you clearly call out the purpose of your email. It should not mislead the readers. Avoid writing long sentences in the subject line, Instead, use crisp words to convey your intent. Subject lines can also be used to mark the urgency of the call to action. It’s advisable to mention tags like , and so on.
2. Use Salutations
Greetings are a must when you send a business email. You don't want to begin with a "Yo" or "What's up." Always remember business emails are an online version of in-person formal discussions. You should start and end with greeting the recipient.
Try to make the greetings real, by including their names. There is no harm in adding a "Good Mornings" or "Good afternoons" either. But make sure you are aware of the time zone of the recipient.
Make sure to sign off with a greeting, depending on the content of the email. A simple "Thank you" or "Look forward to hearing from you" might be sufficient.
3. Be Precise and to the Point
You need to be straightforward while sending a business email. Use clear and to the point statement that is easy to understand. Avoid using long sentences. Remember, you are sending business emails, not a social media post.
To understand it better, treat your email business like twitter posts rather than a Facebook status update. Develop a habit of saying more in fewer words. If you write way too long paragraphs, readers may not get the exact message or even get bored and trash the email without even reading it thoroughly.
4. Limited Attachments and Zero Emoticons
As a rule of thumb, do not send attachment unless it is absolutely required. You can copy and paste the relevant part within the email to save the recipient's time and effort. People often avoid opening attachments to prevent spams and online security reasons.
We all are used to emoticons; it saves time while messaging on phones. This habit can easily carry into your business email communication as well. You must not use emoticons in business emails. Communicate everything via simple words.
5. Proofread Twice If You Have To
Proofreading is perhaps the most underrated aspect of business email. We spend a lot of time drafting perfect emails with great content but end up sending it without proofreading. It is a great habit to read out your email twice before clicking on the send button.
No one in this world can claim that they draft absolutely perfect emails in the first attempt. As humans, we are bound to make small errors that may be crucial while writing the emails. In case your email is of great importance, you may even ask your colleague or friend to proofread it for you. The second set of eyes never harm.
Here are a few things that you should look at while checking your email.
- Spellings and grammar have to be perfect. If you are not good at grammar, you may want to use software that can quickly do the job.
- Check the case, a statement or email in ALL CAPS is not acceptable and considered offensive.
- Use of slangs. Take a quick look to see if you have used slang unknowingly; remove it before sending it.
- Shorten the Paragraphs; if you see long paragraphs, try to shorten them. Use subheadings and listed pointers, they make the text more readable.
- Review contact details, ensure your signature is updated with correct phone numbers, email address and website address are mentioned correctly.
- Check the email address. You do not want to send the email to the wrong recipient, especially if you are sending the email to someone for the first time. Instead of copy-pasting, it is better to type the email address and add it to the address book.
Business emails are not limited to offices. Whether you are writing to a prospective client, applying for admission in a college, sending your resume to a recruiter, or sending out a marketing mail. These all are formal emails and need to be drafted very carefully. Not many realize it, however small mistakes like using wrong grammar or a casual might force the recipient to move the mail to trash.
You can improve your business email communication a great deal by following the tips mentioned above.