While in our everyday life we are used to communicating with people via mobile phones, social media, various messengers such as Viber, WhatsApp, Facebook Messenger or just chat face to face, in business these methods are absolutely inappropriate.
To get the message across, business people use email, and in this blog post we are going to figure out what makes a good and effective business email.
What is the tone of any business email?
The tone of each text is revealed through the words used in it and the way these words are connected with each other within the text. This applies to emails as well.
You know that there is formal and informal style in email texts. And when we talk about business emails , we use something in-between or, to be more precise, semi-formal tone. This means we remain friendly, but try to keep distance and feel the limit.
Formal approach may look stiffly and have no credibility. This is why it should be slightly modified and padded with some friendly notes to personalize the email and make the recipient believe you.
Grammar and spelling mistakes are your biggest enemies
At least one grammar or spelling mistake made by you in the business email, and from that moment you are considered as unprofessional and lazy person who does not respect the recipient. So, be careful with what you write and how you write.
To make your life easier, I can recommend you to use online services such as Grammarly, OnlineCorrection.com, or Reverso.net. You can simply copy the email text you have written, paste it into a checker, press a corresponding button and the program will show you all errors. These online services (and many others) are tree and really helpful, when you are short of time or too tired to notice any errors.
Elements of any business email
Business emails must always be well-structured and have very strong logical connections. This is why before writing an email, create a short draft that will include all obligatory parts. Here are all of them.
Subject line is the first thing the email recipient will see when checking their inbox. Try to make it short but at the same time input the key point of the whole message into it. It is proved that the perfect subject line should have maximum up to 5 words. Longer lines simply won’t be properly displayed on mobile devices.
Greeting is a very important part of any email. To greet the recipient of the business-oriented email, use the standard wording like “Dear + name”. You can’t write “Hi”, “Hello” or “Hey” (unless your business relationships are already well-established). Remember about the tone of the email and apply it to the opening.
If you write the first email, you should introduce yourself and explain the reason why you write to this person. If you respond, you have to thank the person for the previous email and only then start your message.
In general, never use abbreviations, emoji, or slang. Make sure the text doesn’t include odd signs, extra letters or doubled words. All these makes you unprofessional.
Structure the text by using the bulleted lists, divide key points with paragraphs, simply make everything possible for the reader to easily understand all information. Be precise and do not forget about clear formatting.
If you insert a link, do not simply paste it as it is. Create a hyperlink and add it to the most appropriate phrase. For example: Here is the [agenda of our next meeting]. Add the link to the [agenda of our next meeting]. Never add links to words like [here], it may look suspiciously.
Business email signature
This part is equally important as the email opening. Not only is it a sign of professionalism, but also a great sales and marketing tool because you are offered to add promotional banners, social media links, logos, and other marketing elements.
It is not an easy task to manually create HTML email signature. This is why using business email signature templates provided by MySignature significantly helps in the process of designing the best email ending.
Whether you are a student, freelancer, business owner, CEO or a project manager at some company, having a well-composed business email signature is a must and you have a chance to create a recognizable one with a help of a free business email signature generator.