Email is an effective method of communication in the business world. However, if it isn’t done well, it could have a negative impact on your company and client base. To ensure that your business email writing is effective, here are 5 tips that you should remember.
1. Keep It Concise
Business emails should be direct and informative. Use simple sentences to clearly convey your message. Think about the goal of your email. If the subject matter is going to require a long explanation or a discussion with the recipient, it may be a good idea to choose a different channel and forego the email. Instead, pick up the phone or schedule an in-person meeting. That way you can keep your emails concise and to the point instead.
2. Include a Subject Line
Maybe you don’t use the subject line on a regular basis. However, when it comes to business email writing, the subject line is vital. This tells the recipient what the email will be about. It also makes it easy for you and the recipient to scan through emails to locate it at a later time.
The subject line should be a brief but detailed summary of the email content. Let’s say that you’re planning a meeting for Thursday with investors about a new construction project. A good subject line could be Investor Meeting, but a better subject line would be Thursday’s Investor Meeting for New Construction Project 113—February 12th. This makes it specific enough to locate the email later if needed.
3. Make It Scannable
When you’re emailing a lot of information, try to make the email easy to scan. Use images, subheadings, lists, and more to keep the recipient reading. This is especially helpful when sending out mass emails to your subscribers. If you want them to read the entire email, you need to keep things interesting and easy to read. Otherwise, your subscribers may not make it through the entire message.
4. Maintain a Professional Tone
One of the biggest issues with writing instead of speaking over the phone or in person is tone. It’s difficult for people to understand tone in writing. Your business email recipients may not understand that you were being sarcastic and might think that you’re simply being rude. Ask yourself: “Could someone misinterpret my tone?” Look over your email and make sure that you’re polite and professional, so there won’t be any room for misinterpretation.
Before sending out your business emails, take a minute to read it over. Check for any punctuation and grammar errors, or spelling errors. Make sure that you’ve used the right words to clearly convey your meaning. It might even be helpful to ask someone else to look over the email, too. Your email should be a good representation of your company. Grammar and punctuation errors won’t make a positive impression on others, so make sure that your email is error-free.
Business Email Writing: Your Turn
How have you improved business email writing for your company? Tell us about your experiences in the comments below. Also, check out our selection of Business Writing videos for more tips on writing effective emails!