When it comes to business relations, writing letters is not just a way of communication and exchanging information, it’s also one of the key represents of your company, a powerful data carrier of all its peculiarities. Whether you run a big or small company, you would never regret spending the time to create a well-thought-out email style.
Just try to count how many times per day your emails are sent to your co-workers, customers, vendors, and other professional contacts. The majority of statistic data underlines that the biggest part of business communication comes to realization, due to online communication. That’s why every email plays an important role, which can determine the whole plot of your business story.
So, there is no reason to harm the image of your company and spoil professional relationships as a result of ignoring email formatting. Keep reading this article to find out the most effective ways of creating professional business emails.
There is no one-size-fits-all format for all emails of all companies, as they are all unique in their own ways. In the same vein, each company means something special and valuable in its niche, its audience also has some incomparable features. Some business emails should be structured in a more or less formal style. To know them both is quite useful, however, to be or not to be familiar with your recipient is up to the traditions and rules of your company. The email style also depends on the purpose of its writing.
Don’t hesitate to analyze your target audience. It will show you, for sure, what a writing manner you need to follow. For example, you won’t impress youth with boring lines of text in your letter. Be sure that it looks catchy and modern. On the other hand, elderly people won’t enjoy the use of slangs and the likes.
Have a look at this short piece of advice on some general rules about when to use a formal or informal email style. What is more, if you are not sure what style you should use, it’s always safer to use a formal style of correspondence, and we are going to take a look at it a little detailed later.
Use a formal email style:
Use an informal email style:
The way you format letters always matters for those who are interested in understanding it correctly. There are no doubts that a brief well-structured email has more chances to be read.
All good business emails should be created according to the following requirements:
Let it include your full name, the title of your company, and the URL, as a set of the minimum things you should include.
For example, avoid including passwords or account numbers.
Strangely enough, a lot of people are acquainted with this style of letters and keep formatting them wrongly. But there are some strict rules that shouldn’t be neglected when you want to be a real professional.
Writing of a formal email can be caused by the policy of your business environment, the situations when you want to underline respect to your recipient or you're sending an email to someone you don't know well. In one word, a formal email is always a good choice for business.
So, here are some tips to polish your business emails writing skills.
The tradition of building business emails makes them to be read and understood easier and quicker. Pay attention to the fact that your business letter must include: contact information, salutation, body text, closing, and signature.
Your Contact Information:
Recipient’s Contact Information:
Salutation (according to the rules of “To Whom It May Concern”)
Make this part short and divided into paragraphs. It’s ok to be direct, as you need to get to the point, avoiding unrelated information. Also, don’t forget to prioritize the most important information.
You can choose one of these options:
Signature (your contact information)
First Name Last Name
Your Phone Number
Your Email Address
Say NO to slang, jokes, unnecessary contractions, emoticons, and emojis.
Check it for spelling, grammar, flow, and content. Some experts advise to read your email aloud, this must help you notice your mistakes.
What does it mean? While sending email, assume you are sending it to your boss, get assured that your email address won’t make him burst into the laughter. Ideally, use your business address only for your formal communication. Better, if it includes your company name.
Avoid decorative fonts. Your business emails will look good edited in 12 point type (Times New Roman or Arial).
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