Emailing is a relatively old means of communication compared to messengers, CRMs, chats, and business communication platforms, but it is still one of the most popular communication and marketing channels.
If you are a professional or running a business, writing and receiving emails is pretty inevitable in modern times.
We have collected the best tips to write professional emails and samples to succeed with your email marketing and make sure your email gets read.
Besides business, many of us use email for informal communication with friends and family- informal emails. They are pretty basic and flexible in structure. On the other hand, formal/business emails tend to have a relatively rigid, complex, and “serious” structure. Thus, many people do not know how to write a professional business email.
For instance, most job seekers miss out on career opportunities because they cannot write an excellent professional self-marketing email.
So, if you are looking to apply for a job, write a business proposal via email, or have been on a lengthy sabbatical leave and your email writing skills have gotten rusty, get your custom mailing list and learn the tips below.
Work on your subject line! Before you hit the “send” option, it is essential that you carefully check whether the subject line communicates the email’s intent. Also, ensure the subject line resonates with the reader, i.e., avoid using vague or generic language in your subject line.
Remember, readers use the subject line to define your email’s urgency, and therefore, your job is to strike their attention with motif-oriented subject lines. Make the subject line short, roughly 4 to 8 words; otherwise, too long subject lines may confuse the reader.
Tip: Avoid sending business emails with no subject line; blank subject lines. They will most likely end up in the spam or deleted by the reader.
Greetings are an integral part of a formal email. It shows that you are concerned about the well-being of the reader. It also sets up the tone of the email. When writing business/professional emails, you must avoid informal greetings such as “Hey”; they are too casual.
Consider using more formal greetings. For instance, if you know the recipient’s name, you can use “Dear Ms. (name of the recipient) and follow it with a colon. If you do not know the name of the recipient, a simple “Hello” will work or “Dear (Position of recipient)” e.g., “Dear Hiring Manager.”
The greetings are entirely dependent on the relationship you share with the recipient. For example, a colleague can use “Good morning” with a job applicant cannot.
Use descriptive language to introduce yourself to the reader. This way, the recipient can draw a rough identity of yourself. The reader must know the origin of the emails, especially if you are writing them for the first time.
This is the essential rule to write a perfect business email. To avoid confusion, you must start by stating the intent of the email. Make the statement as easy as possible, no matter how complex it is.
For example, suppose you are writing a business partnership proposal. In that case, you can say, “I am writing regarding our previous ….” this will help the readers understand the purpose of the email even before they read the rest of the email.
Clear email structure, being precise and clear on your intent are the only ways to keep the reader’s attention.
The unfortunate truth is that even after spending an average of 13 hours a week sorting emails, most of them are left unread. The main reason is that email traffic is overwhelming, and readers tend to prioritize short precise emails. Nobody has the time to read through lengthy emails during working hours.
Briefly explain the purpose of your email using simple language.
Tip: Avoid ambiguous terms in your email. It might send the wrong message.
Formal emails should always sound professional no matter what. Business emailing is far much different from text messaging and informal emailing. First, you need to avoid using exclamations, excessive highlighting, and capitalization. Also, refrain from smiley faces and emoticons.
Moreover, make sure you are using the correct format. For business emailing, it is recommended to use Arial, Verdana, Calibri, or Times New Roman. Ensure that the font size is 10 to 12 for easy visibility.
Watch your language! Show a sense of kindness to your reader. Remember, they are doing you a big favor by reading your emails; they have loads of emails to skim through.
Using positive, moderate, and friendly language sets the right environment for your reader. Avoid using curse words, negative words, or aggressive language.
As you near the end of your email, ensure that you thank the person reading your email. Thank them for their consideration and time. It is critical and an expectation on all formal letters.
Before you sign off your emails, make sure you have a call-to-action note at the bottom of your email. Let the reader understand the central idea behind your email. It is also a polite way to communicate your expectations from the reader.
For example, you can write “looking forward to hearing from you soon.” – it is a polite way that you need a response urgently.
At the bottom of your professional email, make your closing remarks and sign off. Say, “Regards,” and then provide your contact information. You have to assume the recipient will use the contact information provided for the response. Write your name, email address, and phone number.
Proofread your email! It will help remove any typing errors or grammar that may otherwise portray you as a careless person. Use software such as Grammarly to streamline your grammar.
Having looked at the different helpful tips on writing professional emails, we will see a sample formal email template for more clarity.
Subject Line: Claims Associate Role
My name is Shamim. I work with Staffable, a talent and recruiting company serving East Asia’s start-up world and social impact space.
One of our clients in Thailand- Turaco is looking for someone to fill the position of Claims Associate. After looking through your CV, I thought you would be a good fit for the role.
Kindly see the JD in the attachment.
I hope this role will be of interest to you. I would like to schedule a WhatsApp call with you on Thursday 25th July at 0300hrs (GMT).
Kindly confirm if the above is OK with you and send me your WhatsApp number.
Talent Recruitment Officer | Staffable
DHK 5th Street Industrial Area, Bangkok, Thiland
Mobile: +666 706868731
Subject Line: Contact Appointment- XM Broker
We thank you for choosing XM as your trusted broker.
I was calling you to discuss your trading account. Please let me know any convenient time between 9AM to 5 PM (GMT +2), Monday to Friday.
Wishing you a great day and happy, successful trading!
Thanking in advance.
Clients Relations Manager
t: +357 25 029900
f: +357 25 820344
We hope that this article was helpful for you, and now you are better at writing business emails.
If you have products or services to sell, you can purchase custom email lists with all the necessary contact data to reach your target customers and sell them directly.
Always remember who you are writing the email for, and you’ll be able to get most of your emails opened and read.