5 Tips for Writing Effective Business Emails
Emails have long become an indispensable part of our work routines. Surprisingly, there are still few people who have really grasped the idea of impeccable email writing. Luckily, you may find out about the most common and effective tips on business emails and try them out straight away! So let’s not beat around the bush and get to the gist this very moment.
1. Why Do You Need This Email?
Whenever you start composing an email, first and foremost, one should ask oneself the ‘Why’ and ‘What’ questions. Why are you writing this message? What do you want to achieve with it? Can you solve this matter via email, or maybe it will be faster by calling a person?
Sometimes people treat emails like messaging with their friends, they don’t structure their thoughts appropriately, and click the ‘send’ button only to find out that they’ve forgotten to add some details.
For this reason, make sure you’re 100% sure that you really need to write this email, and you understand what answers you expect from the recipient.
2. Keep It Concise and Simple
Another advice would be – get straight to the point. Emails were supposed to speed up the communication rather than bore us to death when trying to get to the gist of a page long email novel.
That is why, before you get down to writing, think your email through and work on cutting the unnecessary parts.
Remember that your goal is to get the answer as soon as possible. So, make your email scannable and easy for a reader to grasp the main message within several seconds.
In other words, don’t get carried away with difficult grammar constructions, and keep it simple, so even a kid can understand it. If English is not your native language, consider using a writing service to write an effective email copy for you.
3. Optimize Preheader Text
Did you know that 84% of people aged from 18 to 34 use an email preview pane? That is why, not only is it important to make the subject line clear and concise, but you should also make the very first line of your email stand out. This is how you’ll ensure a recipient will open your letter quicklier, as they will already comprehend the main goal of it.
Keep in mind to follow the rule of an inverted pyramid structure. That is to say, always start with the most important points and move to the less important ones gradually. The person should be able to understand the purpose of a letter within the first 50 words.
4. Make Your Formatting Classy
Now let’s have a look at the main body of your email, once you’re done with the subject line. We hope there’s no need to explain to you the don’ts of business emails like ‘you can’t start a business email with informal greetings as ‘wazzap!’ Still, if you were going to do so, it’s not the best idea.
Greet a person with ‘Dear’, an honorific Mr/Ms, name and last name, and colon.
Keep formatting classy and business-like. That is to say, avoid cursive and various fonts. Just stick to a default 11- or 12- point font and black text.
Try to structure each idea into a different paragraph. Plus, don’t forget to use bulleted lists if you need to include several points. It’s easier to read and understand than the list of ideas presented with commas.
5. Follow The Rule of Three ‘Ps’
The rule of three P’s is proofread, proofread, and proofread. Bad grammar or wrong spelling can spoil the impression instantly.
For this reason, always check your message for grammar and spelling mistakes. Use online grammar checkers or take a 5-minute break and re-read your letter yourself.
Make sure you don’t forget a subject line, and closing remarks like ‘best regards’, or ‘all the best’.
What is more, if you notice that some idea can be paraphrased using less words, do it instantly. And don’t forget to read your email aloud to feel how it may sound to a recipient.
Bonus: Several Tips on Business Writing
- Say no to ‘very’
Use PowerThesaurus or other online sources to enrich your vocabulary, so you won’t overuse the word ‘very’
- If you can paraphrase with no ‘to be’ construction – just do it.
Active constructions are always better than the passive ones.
- Don’t show off with jargon
In case jargon isn’t appropriate, try to use general terms clear for everybody.
- It should be short. Period.
Don’t beat around the bush and get straight to the point.
- Read your email aloud.
It’s really helpful to read an email aloud to see whether it’s good.