Business Email

5 Tips for the Perfect Business Email

Writing the perfect business email is not easy. There are many little things that we need to keep in mind. In the post of today, we share with you 5 tips to create the perfect business email.

Choose your business email style

The formal letter has become a thing of the past. Does that mean that you can just use any writing style you like? Absolutely not. In a business email, it is key to know who you are writing and what your relationship is. Not in the least, your company’s corporate image.

If you are writing to someone for the first time, it would be correct to write in a formal style. When you have written that same person quite a number of emails, then why not change to a more informal form. You can become more direct in your language use.

This all includes, of course, that you maintain a professional tone. The person you are writing is someone you are doing business with and your goal is to maintain a healthy business relationship.

In the first paragraph of this part, I also mentioned that your company’s communication norms matter. An important example is your website. If the website uses an informal manner of writing, then why shouldn’t you? This is part of the corporate image of your business.

P.S.: Never be too formal and don’t shift to informal too quickly either! My advice is to follow the person you are communicating with.

Get to the point

Email is used to communicate faster. This means that you should always keep in mind what the reason for your writing is. Stick to that specific point that you are looking to communicate and nothing else. Do keep in mind, you can also be too short and then not cover the topic, be careful!

Good greetings and closings

Where a good opening shows the type of relationship you have with the person, a good closing confirms this relationship.

When your relationship is more formal, start with a “Dear [name]”. For an informal email, you can definitely use a simple “hi” or “hello”. What should not happen in an email is “To whom it may concern”. The internet nowadays gives too many ways of finding the person you are writing. Do a little bit of research and find the name of the person you want to communicate with. Ok, if it is a generic email “info@…” I will give you a pass.

A good closing can be done in many forms. You can write some type of “thank you” or any other way of showing appreciation. Keep in mind, the reader is actually taking the time to read your email!

Lastly, the final greeting is important as well. Use “Kind/ best regards” for more formal emails and use “Best” or “thank you” for less formal emails. If I know the person really well, I sometimes even use a very informal “cheers”.

If you would like some more ideas on this topic, in this video I share some more openings and closings.

Write a good subject line

A good subject line is like an introduction to the rest of your email. So firstly, there should be one!

Your goal is to have your recipient open the email. This means that you cannot have an unclear introduction or even a false one. Mind you, if it’s indeed false, you run the risk of not seeing your next email opened either.

The same goes for business. Whether you are writing a client or a provider, make sure they understand what it is you look to communicate.

Proofread your emails

As with all types of writing, it is good to let it rest for a while and then read them again. For some very simple reasons:

  • Correct mistakes
  • Check the style
  • Is your message clear?

An email can be written in an informal style, we are still speaking about business emails however and sloppiness cannot be part of this. CHECK IT!

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