9 Tips That Will Help You Write Incredible Business Emails

June 16, 2022

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In order to land a business customer, the right content when writing e-mails are essential — this also includes written communication in the form of e-mails. A well-written email can just as easily open the door to a deal for you as a poorly-written one can ruin the deal you want.

In this blog post, you can read how you can attract the attention of the customers and which content-related and formal criteria you have to pay attention to in order to write an optimal business email.

Email Is Still Customers’ Preferred Communication Channel

E-mails are still the preferred means of electronic communication. According to a study by the Statista Research Department, more than 400 billion e-mails flutter into different mailboxes every day – and mostly for business purposes. The numbers are expected to increase again in the coming years. You probably all know the problem: the advertising, mass, and spam emails that you sometimes encounter as annoying companions and often end up directly in the trash. To prevent this from happening to your emails to potential business partners, there are a few helpful tips.

Business e-mails are any non-binding contact attempts that serve the exchange between project partners, provide status updates, customer acquisition, and the sending of invoices and reminders. More than half of companies do marketing communication through e-mail. Almost all companies maintain business communication via email.

Tips To Send the Right Content in Business Email

Business contacts are essential to keep your business going. Sending the right message in an e-mail to your customer or business partner is just as important. What you should pay attention to is explained in the next sections.

1. Email Greetings and Personal Salutations

It has been proven that the click-through rate of emails with a personal salutation within the subject line is far higher than that of impersonal emails. Addressing a person directly shows respect and courtesy. Be sure to spell the name of your business partner correctly. A mistake that has crept in can quickly become an embarrassing mistake.

Greetings such as “Dear Madam/Sir” or “Dear Madam/Sir” are outdated and can only be used by business partners who know each other well. If you have more than one contact person, always name the person with the highest rank first. For people of the same level, you can name the ladies first or aim for alphabetical order.

2. A Clearly Worded Subject Line

The subject must not be empty under any circumstances. In the mailbox, without the e-mail being opened, it must be clear what your message is about. The lines should be short, descriptive, urgent and clear, without appearing pushy or even impertinent to the addressee. Appeal to the curiosity of the recipient, because with marketing emails, the subject line decides whether the addressee will open the email at all.

Write your subject lines in such a way that your addressee wants to know more details and is more interested in working with you. The focus should be on the first 40 characters because that’s where the reader decides whether they are interested in the further content of your letter. Always write your business e-mails from your service account and not from a private e-mail address. Official addresses not only give you the necessary authority and credibility but are also more secure thanks to encrypted systems and thus protect company-internal content.

3. Email Body Content Must Be Short and To the Point

The cornerstone of any business email is that you live up to the expectations set by the subject. You cannot announce anything in it that will not be discussed in the course. Just like the address, the greeting must also be formulated politely. The “kind regards” replaces the stiff “best regards”.

Start the first sentence with a brief introduction of who you are if it isn’t already clear. Finally, state what you are trying to say and get straight to the point. Do not digress too far and use the phone for more complex issues. Especially when you first make contact, it is important not to overwhelm your counterpart and overload him with information.

The so-called call to action is a request for action. You build this in a discreet and subtle way before the greeting. Avoid using a demanding command tone at all costs, but include phrases such as “I’m happy to hear from you” or “What is your opinion on this?”

4. Write Effective and Compelling Emails

Of course, you should maintain a polite style of writing in correspondence, but the content should not bore your business partners. Write what you want to say, but just as gripping and lively as it is informative and concise.

Proofread the content carefully again before sending the e-mail. If you still make a careless mistake, it’s not the end of the world, it’s just human. After all, you don’t send standard emails, but rather personalized messages. However, to appear reputable and serious, pay attention to the following for each and every recommended tip:

Use a consistent, legible font such as Verdana, Arial, or Helvetica.
Refrain from using smileys or emoticons unless you have a close relationship with the addressee.
Pay attention to correct grammar and spelling, including capitalization and punctuation.
Formulate the sentences and do not use unfinished sentences.
Do not incorporate any abbreviations, only common formulations.
Free lines and paragraphs ensure better legibility.

5. Finish with a Suitable Greeting

The end of an email is just as important as the beginning. Every e-mail requires a greeting before the signature. When replying to emails via smartphone, make sure that the automatically generated clause “sent via XYZ” is not included. This can quickly appear unprofessional and can be prevented with the right settings on your mobile phone.

6. End with Good Email Sign-Offs

With your signature, you not only give your e-mail credibility, but also an official character. Information such as your first and last name, your position in the company, the name of the company, and your contact details should always be included in the greeting. Signatures can even be long, provided they are well structured. Social media buttons can also be accommodated.

Outlook offers the possibility to set up ready-made signatures. It is also possible to attach a business card. However, you should refrain from this application, since every attachment is always associated with sources.

7. Send Attachments after Repeated Contact

It is essential that you do not include an attachment when you first contact. These could stress your potential customers and drive them away. In the process, send documents, applications, and manuscripts with a maximum file size of 5 MB. Too large an attachment will cause data congestion.

Note: Always send only common formats such as DOC, PDF, or JPG.

8. Proofreading

After composing your e-mail, read the entire text again carefully. Pay attention to spelling, grammar, and formalities. In particular, check that all names are spelled correctly and make sure the greeting is adjusted as well. A “nice weekend” on a Monday because the mail was stuck in the drafts folder for too long may come across as unprofessional to the recipient.

9. Send Business Emails At the Right Time

A good time to send a business email is Tuesday through Thursday from 7:30 am to 10 am. During this period, most people go through your mailbox and also browse through emails from the previous day. The time after the lunch break between 2 p.m. and 3 p.m. is also suitable.

A good feeling about the optimal timing is particularly important for e-mail traffic. In the case of complex issues, you should take your time with your answer so as not to give the recipient the feeling that you have not dealt with the topic sufficiently. Short, concise questions, on the other hand, should be answered as quickly as possible.

Things Not To Do When Writing a Business Email

Writing an email sounds so simple. But it is not that simple. Especially when writing business emails, there are a few stumbling blocks that could leave a negative impression on your business partner. Here are a few things that you must avoid when writing business emails:

Avoid so-called out-of-hour e-mails: Do not write e-mails at night or at the weekend, this comes across as unprofessional and puts pressure on business partners. Always pay attention to the right time.

Avoid Ping-Pong e-mails: A constant back and forth of e-mails lead to an endless loop. For issues that are more time-consuming, better pick up the phone and call.

Avoid delayed response. Not responding to emails at all is not only rude and unprofessional, but it happens to everyone sooner or later.

Turn off read receipts: These come across as demanding and should be avoided.

E-mail alerts, for example, indicate not to reply to certain e-mails.

Conclusion

If you are looking for those emails which can best describe your message and take your business communication to the next level, then you have reached the right place. TextProz is the #1 email writing services provider. Get convincing emails written by expert email copywriters.

Jim Frost

Jim Frost is an experienced content writer with a decade-long experience in helping businesses grow. He has written multiple articles on topics such as business, finance, technology, marketing, and more.