5 Tips to Writing a Perfect Business Email
Emails have acquired an extremely important role in business communication. With decreasing popularity of emailing between family and friends, it became a method of formal communication between professionals. Most of the rules of established emailing code are to do with paying attention to details, which may seem obvious from the first sight. We have gathered 5 most important things to check when writing a business email. Whether you are just a beginner in professional emailing or already an established copywriter, we all need a little checklist to tick before sending an important email.
- Spelling, Grammar and Punctuation
Remember those boring grammar lessons at school which seemed so unimportant? Well, this is your time to shine with your excellent spelling skills. Nothing makes an email more unprofessional than poor grammar and spelling. The modern computers are equipped with spelling checks, so you simply need to pay attention to red lines underneath your words. However, punctuation is a bit tricky. If you are not very good at putting commas and semi-colons, you can set a punctuation check such as Grammarly. Always check your email before sending it: sometimes our fingers type ahead of our thoughts.
- Avoid Acronyms
Acronyms should be out of use when it comes to sounding professional. Leave FYI, BTW and TBH to your text messages with friends. Even if you are in a hurry it is better to write 'as soon as possible' instead of ASAP.
- Subject line
An email without subject line is like an article without a title. You need to indicate what is your email about if you want your recipients to easily detect it from the flood of emails overfilling their inbox. An email without the subject line is more likely to get lost in the mailbox. Having a relevant subject line which sums up your email will also help in its efficiency: it is easier to track and clearer to understand.
Although business emails should be formal, adding personality to your email will positively affect its impact. It is worth taking time to research the name of the person you are addressing instead of starting your email with boring 'To whom it may concern' or 'Dear Sir/Madame'. These beginnings show lack of interest and end up sounding like an automated mail newsletter. A person is more inclined to answer an email personally addressed to him. Also, be brave to warm up your email with exclamation marks and good humour if you feel it is appropriate. Remember that formality does not mean 'unfriendliness'.
The ending of email is even more important than any part of it. Putting the company's logo is essential for creating a good impression of your professionalism. It is worth creating an automated signature as your sign-off sentence which will save you time and hustle. Don't forget to put your contact details such as email and telephone as well as links to your company's website. Listing all of your contacts makes it easier for your addressee to respond in his/her preferable method of communication. In addition, inserting links to your social media channels will enable your recipient learn more about you and your company.
- In case after all of this, you still made a typo.
Don't worry about it too much. At the end of the day we are not robots and even English professors can do typos from time to time. Remember that your recipient is a human being and human beings are not perfect. If you have just started writing business emails it is okay to make mistakes for the first couple of months. The more you write the easier it will get. A few months later you will find yourself busily typing and sending perfect business emails in less than a minute :)