The digital age has changed the way businesses communicate. Traditional, formal business letters used to be the norm. Not anymore. Now business emails rule the day. Because email is so accessible, inboxes are overflowing and people are more selective about what they read.
That’s why your business emails have to stand out. These tips will help you create concise and engaging correspondence no matter what the subject or audience.
Begin with a greeting. Just like having a conversation, start with “Hello,” “Good Morning” or “Good Afternoon.” Don’t forget to end with one, too.
Use descriptive and meaningful subject lines. When checking email, recipients often determine its importance based on the subject line. Keep it short and informative. A few words describing its content or purpose is sufficient.
Stick to one topic. Avoid going off on a tangent about other unrelated subjects.
Use a conversational tone. Business emails can be less formal than business letters. Be careful, however, not to make it too casual.
Use graphics wisely. Businesses are interested in benefits, details and other customers. Unless graphics enhance your message in a meaningful way, don’t use them.
Don’t be long-winded. Long emails can be cumbersome to read. Try to keep your emails between 50 and 100 words. While it might be difficult, your recipients will thank you for it.
Include a call to action. Unless your email is a reply, it should have a call to action or a direct question. Be clear about why you’re writing and what you need and put that information at the beginning of your email.
Refer to any attachments. If you include an attachment be sure to mention it in the body of your email.
Sign off properly. Add a signature block with your contact information. Include your name, business address, and phone number.
Proofread your email and run spell and grammar checks. Remember, “You never get a second chance to make a first impression.” So make sure your email is free of grammatical and typographical errors before you hit “Send.”
Perform a mobile-friendly check. Make sure your recipients can read and act on your email from their phones and other mobile devices.
While not all-encompassing, these tips address some of the common mistakes in business emails. Keep them in mind the next time you’re writing an email and your communication will be more effective.