How to Write a Business Email – 5 Must Follow Steps
The rush of emails and the allotment of a specific day of the week or an hour of the day just to check the emails are proof of the importance of business email in the current state. One should follow a few steps on how to write a business email, and this article can be your go-to guide every time you wonder how to write a business email. Follow this article step by step to enhance your email writing skills.
Business Email in Detail
Before jumping to the steps to follow how to write a business email and the importance of business email, let’s start with the basics. Business emails are not your emails or email ids created in the name of your firm, they are made with the use of your domain name and to create a business email you must have a domain for your business.
What is a Domain Name?
Domain names are the names of the businesses that are bought by certain hosting platforms under your business name with .com, .in, .net, etc at the end of them, they are used by your clients and audience to reach your website and to search you on the internet. It wouldn’t be wrong to say that domain names are your business identity on the internet. Similar to nicknames that only your family calls you, they are only for your virtual business family.
What is a Business Email?
If you have given a glance to any of the business pages of the social network, they do have a “contact us” email id mentioned on their contact page. These email ids often have their domain names in them for example [email protected], [email protected], [email protected], etc.
These are professional email ids which are often known as business emails and you’ll learn the importance of business email in the next section. You can create or buy your business email once you are on track to creating a business with a specific domain and hosting it on the internet.
Importance of Business Email
The number of people using emails and especially professionals always find email as the most formal and authentic way to communicate. The number of people joining in for emails is plenty, and the rate at which email accounts are adding up is on a high scale as well.
For business, using an allotted and specified email for communication with the clients not only looks professional but is feasible too. Here are a few pointers that highlight the importance of business email.
- An Oldest and Most Frequent Way of Connecting:
Emails have been on the internet since 1971 and time after time it has been proven that emails are the go-to option to connect with a business. Imagine if you would want to connect with your friend, the medium of the conversation will be either a phone call, text message, or social media text. But will you opt for the same medium to connect with a business? 99% of the people will answer with a big no! And the rest becomes self-explanatory.
- Cheapest Medium for Communication:
Emails are considered to be the cheapest yet most authentic way of communication. Is there any cost aligned with writing an email or responding to it? NO! To write an email and send it across you need an internet connection and that pretty much sums up the cost involved with email communication.
- Flexible Time Structure
Emails can be written at a time that comforts the writer and can be read and responded to at the comfort of the receiver. The email conversations generally do not happen frequently, it is a slow and professional process. Business emails are also considered to be responded to professionally without making a claim that can hinder the reputation of the brand.
- Business Emails are Permanent
A personal business email id will not only look unprofessional but also can be swiped from anyone’s memory but the one that can stick in every mind is the business name and the easy business email that can be connected with easily. They are permanent as any business’s lifetime.
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- Gives a Sense of Authenticity
If you are being connected to an email id of the owner of the business to file a complaint, there are high chances that one can think of it as a fake id, and why not? We as consumers know the brand, the business, and the internet existence, do we know the people behind the scenes?
By creating a business email and connecting with clients over a business email, a sense of authenticity and trust is built amongst the client base. This sums up the section on the importance of business email.
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Business Email Etiquette
To meet someone in person, reflecting the best behavior to impress the client is a common practice. But this practice is often ignored in virtual connections. The world is turning digital, the etiquettes have too! Before penning down everything that is up on your mind, do consider on whose behalf you are writing what you are writing, who is the consumer of the read, and who all can get affected if anything that goes south with your words.
When you are running a business, there is a brand that is been represented by you and in many cases, the brand also has a huge amount of money that is at stake. So unlike personal email, a business email has to follow business email etiquette. A client can be upset with services that he has been offered for which if the business email portrays an ignorant or neglected tone, the brand image can be hindered, and more often than ever, this is true for many brands today!
So if you do not want to sound rude, disrespectful, and undignified to the clients, do keep the list below in mind always. These pointers can also be helpful while writing a personal email as well.
- To Be Kind
Kindness overpowers the negatives at all costs. It is the sound of the email that is the topmost priority of business email etiquette. In the real world, kindness is considered to be the sweetest form of gesture that can attract, retain and build customer relationships. Kindness is the key. Follow the mantra while writing a business email and even the rude and inconsiderate clients will melt away.
- Pay Attention to the Concern of the Writer
The person writing you an email can come from any position, they will have an opinion that you may or may not align. To know where the reader is coming from is the first step of business email etiquette.
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- Greet the Receiver
Begin with greeting the receiver of the business email with a hello, good morning, and Good afternoon, followed by a mentioning that you hope they find your email in good health, etc. To greet the receiver like you would have done in the real office starts the conversation on a decent and happy note.
- Introduce Your Business and Explain the Backend Story
If a person is writing you an email or you are the one initiating the conversation on the company’s behalf, give a brief description of your company and where are you coming from. If there is any glitch that has happened from the company’s end, instead of justifying the wrong, explain the backend story of why it has happened and how can you resolve it.
- Give Regards
Once you have reached the end of your email, do leave regard for the reader. It could be looking forward to your response, or thank you for writing to us, thank you for connecting with us. Always remember to leave your name and designation at the company. The person should always know who is writing on the company’s behalf, they can connect directly with you for further conversation without starting it from point A every time.
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After Having a Look at the Importance of Business Email, Let’s Quickly Learn How to Learn to Write a Business Email:
Here’s a step-to-step guide to how to write a business email, follow it and take notes of the steps below so you can master the art of email writing and become the go-to person for your business every time.
Step 1: Correct Email id
Many people mess up at the very first step without writing a mail to the correct id of the concerned person. Double check the email id that you are writing to, this step of how to write a business email gets simpler in the emails that are responded to and not initiated. When you are collecting mail ids at your business via writing, make sure to keep a check on the punctuations and special characters. This step might not even make in many lists of how to write a business email but this one is basic yet the most important one to begin with.
Step 2: Self-explanatory Subject
The subject of an email is the very first impression that attracts the reader to read the email further. The subject should be self-explanatory and be on point to attract attention and also summarise the content of the main body.
To Write a Good Subject is as Important as to Write a Good Email. Keep the Following Points in Mind to Curate a Subject Line:
- The first letter of every word of the subject has to be in the upper case.
- Create urgency and curiosity for the content to follow
- Treat it as a tagline, clickbait, and summary of the main content
- Keep it short.
- Do not use words like sale, purchase, or general terminology that can move your email to the spam folder
Step 3: Greet the Reader
Once the subject line is curated, begin with the body text of the email with greeting your reader. Hello, Good Morning, and Good afternoon are a few salutations that can make to the list. Even better if you are aware of the name of the person at the receiver’s end. Mention the name of the receiver after the salutation, which gives a personal touch to the reader.
Greetings Don’t End Here, Make Your Email Opening Text by Hoping That the Person is Well. A Few of the Great Lines to Greet and Initiate the Conversation Can Be:
- Hope this email finds you well
- Hope that you are in pink of your health
- Wishing you a very happy (name of the festival) if there is any,
- Thank you for writing to us
- We are glad to hear from you.
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Step 4: Body Text of the Email
After the greeting, the next step in how to write a business email is to introduce yourself briefly. The introduction should be followed after the greeting can or cannot be in the same paragraph as the greeting.
Key Points for the Introduction:
- Keep it brief
- It should be related and relevant to the purpose of the email.
- It should highlight the important points of the business.
Post the introductory phase, and talk about the real issue and the purpose of the email. If there is anything to be explained, back it up with facts and figures to complement the statements written. Come straight to the point without playing with the reader’s mind space.
Business emails are meant to be intact, clear, and informative. Email ending should leave the reader with a conclusion. The purpose and the point of the email should be clearly stated by now and the further action that is expected from the receiver’s end has to be planted at this point.
If there is something that you expect from the receiver or there is still research that is going on and you would want them to wait until then, ask the receiver politely for the same at the end of the email.
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Step 5: Email Ending Salutations and Designation
As stated under business email etiquette mention your designation at the company at the end of the email, the same is followed for how to write a business email as well.
Email Ending Should be done with the Following Statements
- Best regards
- Warm wishes
- Thank you
- Yours sincerely
- Yours truly
The ending statement can be as simple as a thank you to as warm as warm wishes. It depends on the relationship built between the business and the client. The more formal the relationship, the basic and intact the conversation. Apart from mentioning the action that you are expecting by the end of the email, also mention the designation and the name of the writer.
This creates trust in the eyes of the reader and also makes it easy for both the reader and the writer, to connect further without the involvement of the third person. Business email writing follows a formal tone throughout the steps of how to write a business email. It has to sound professional and on point without wasting a single second of the reader. It should state facts, should be directed professionally, and shouldn’t include any slang terms.
By now it should have been clear that the business email follows a format of writing which is formal yet engaging. To list down the do’s and don’ts of how to write a business email can make the details clear in a flash.
- Do write a clear subject line
- Do greet the receiver
- Do use a formal salutation
- Do check the attachments before proceeding to send the email
- Do explain the purpose of the email
- Do leave a conclusive statement at the end
- Do ask for the action that you expect clearly
- Do apologize for any mistake that has happened on the company’s end
- Do appreciate the patience if there has been a delay.
- Do end the email with kind regards and warm salutations.
- Do not use informal greets. For example, Hey, Hi, What’s up, etc.
- Do not use an informal tone in the course of the business email
- Do not use unclear statements or statements that can create confusion
- Do not use misleading information
- Do not use sarcasm, humor, and statements that can have two meanings to it.
- Do not use supportive emoji, bitmoji, or any characters of that sort.
- Do not raise personal questions
- Do not end the email abruptly
- Do not send the email without proofreading
- Do not use any negative words or technical jargon.
Q1. What should not be used while writing a business email?
Informal tone, unprofessional statements, technical jargon, emoji, and sarcastic comments are a few things to keep in mind while writing a business email. Business emails carry a formal structure throughout and in no way it should be hindered. Further, the privacy of the receiver should be protected at any cost.
Q2. What are the best greetings for a business email?
When you learn about how to write a business email, greetings play a very important and specific role. While writing a business email greet the receiver as simple as Hello <name of the receiver>, Good Morning, Good Afternoon, Wishing you a very happy <name of the festival>, etc.
Q3. Is proofreading important for business emails?
For any piece of content, proofreading is one aspect that is often sidelined but that shouldn’t be the case with business email. Proofreading is extremely important before proceeding to send the email. Double checking the attachments, the statements, and the piece of content.
Hope that this article was a lesson for how to write a business email cleared your assumptions and made things transparent for you. Wishing you all the luck with writing, business, and the future.