Imagine logging into your email account and finding over 10 unread emails from business clients or organizations. You will need to reply to all of them. Whether the clients are essay writers or traders of goods and services, it is important that you observe professionalism when replying to them.
However, sometimes you might be in a hurry when responding to a load of business emails and end up drafting anything that doubles up as a reply. Have you ever received an email whose information you couldn’t comprehend? Think of how annoying that was or could be.
Well, that’s the same thing that your recipient would feel if you sent them something similar. However, here are some tips on how you could avoid such a scenario and ensure that the corporate emails you send out are effective.
Before you start running your fingers through that keyboard, you need to stop and reflect why you are sending that email. Ask yourself, is it important? What kind of response am I expecting? What message do I intend to pass along? If you cannot find the answers to any of these questions, then perhaps the email is not very important.
This reflection should also involve thinking about the recipient. If they are a busy individual, then you should consider keeping the message extremely brief.
Ensure That Your Subject Line is Substantive
The subject line is the first thing that a reader will see in an email. It briefs you about the contents you should expect in the body of the email.
Always keep in mind that the words you use to write the subject line can determine whether or not the addressee will open it. Also, vague subject lines can easily put off a recipient from opening your email. More importantly, don’t leave the subject line blank because chances are that your email will not be opened.
Here are some examples of subject lines that may catch the addressee’s eye:
Request for a recommendation.
Thank you for your support.
Change of meeting date.
Follow up about the business.
Start with an Appropriate Salutation
The salutation you use in a business email should be different from the one you use in a casual one. You may use salutations such as ‘Hi’ and ‘Hello’ followed by the recipient’s name in an informal email.
However, for a business email, consider using greetings such as ‘To whom it may concern’, or ‘Dear marketing department’. If you don’t know the recipient’s name, ‘Dear sir/madam’ also works. Always remember to follow your salutation with a comma.
Clarify the Purpose of the Email
Most people don’t have the time to peruse through emails. This is why you need to go straight into clarifying why you have written the mail. You may want to do this in very few sentences.
By explaining yourself clearly, you may compel the recipient to read through the rest of the email’s body.
Keep It Concise
The most important rule in writing effective business emails is keeping them brief. Lengthy emails are likely to put off the recipient. This is why you should always minimize your words into short sentences and paragraphs.
Also, consider using bullet points for easier readability especially for recipients who use their mobile phones to access their emails. If the message is lengthy, consider writing two emails instead of one.
Thank the Recipient
Your addressee has taken time to go through your email and it is only courteous that you thank them. A simple ‘thank you’ will do, before signing off. Thanking them is also a sign of empathy, and people appreciate when you are empathetic.
Sign Off Professionally
There are many ways of signing off an email before including your name. However, for the purpose of maintaining a professional tone, you need to use only the official ones.
Here are some of the phrases you may sign off with, in a business email:
A sign off phrase is also followed by a punctuation mark such as a comma.
Ensure That Your Email is Free of Errors
Polish your email before sending it. You need to re-read it several times before pressing send to ensure it is void of grammatical mistakes.
Going through your email is important because it is an opportunity to check whether you have everything including a subject line and a clear explanation of its purpose. You may also rely on online tools for checking grammatical errors when in a hurry.
Writing business emails is different from drafting casual ones. By following these tips, you may find that replying to that business client or colleague will be easier next time.