How Do you Write Business Emails?
205.6 billion – according to Inc.com, that's how many emails get sent per day, with 112.5 billion being business related. So what does this mean? It means that with all the emails cluttering boxes and getting scanned over, you want to make sure that yours get read and responded to. Here are some quick tips on business email etiquette.
Use a Descriptive and Meaningful Subject Line
Basically, what is the point of this email? You want your reader to get a snapshot of what the email holds and it has to be relevant for them to open it. This is the section where readers evaluate the importance of the content; if it doesn't catch their interest it will get skipped over.
Be Personal and Open with a Greeting
People like getting emails that are personal, rather than an email that could have been copied and pasted to a number of recipients. Open with a "Hello," "Good Morning," or "Good Afternoon" followed by the recipient's name. If this is the first time you're connecting with someone via email, it's also a good idea to introduce yourself - "My name is, I work for, I got your name from," etc..
Write a Clear and Concise Message
No one wants to read an email that is equivalent to an essay – if you have a lot of information to convey, perhaps a phone call would be more appropriate. Email recipients also want to have a grammatically correct, clear email that gets straight to the point without mixing in unrelated content. You don't want people to exit out of your message before you get to the point or have them be confused about your message.
Business emails aren't the place for emoticons, endless exclamation points, and informal language - email is not instant messenger or a texting platform. Be polite and respectful in language and content, for example you should avoid sending forwards and inappropriate jokes.
Use an Email Signature
A closing statement at the end of an email is important: a "Thank You," "Sincerely," or "Best Regards" is a practice that most people follow. Under this should be your name, a business logo, contact information (like a phone number), a link to your company's website, and a way to connect to the company’s social media profiles.
Respond in a Timely Manner
When you're the recipient of an email it's just as important to follow the first 5 tips, as well as respond in an appropriate amount of time. If there is a specific deadline make sure it is followed and if none is given, respond within at least 24-48 hours.
By the end of next year the Radicati Group, a Technology Market Research Firm, predicts that the average email user will receive 120 emails a day. Emails aren't going anywhere and neither are manners, so business email etiquette is essential to learn.