How To Create Professional Business Emails

Victoria Green

7 years ago

Professional Letter and Email Writing Guidelines
More About Formal Emails
The Solution Of The Main Problems

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.

Professional Letter and Email Writing Guidelines

Find Your Business Email Audience

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:

If it is required in your organization.
If the recipients are not well known to you.
When sending an email to someone who is above you in authority, such as your boss.

Use an informal email style:

If it is encouraged in your organization (your boss and others use an informal style)
For a business colleague who is well-known to you and/or on friendly terms with you.
For personal emails that may contain both business and non-business topics.

Follow The Structure Of A Business Email

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:

Subject Line. The subject line is said to be the first thing your addressees see. So, show your best while making clear and attractive six/ten words that can win the attention of readers.
Salutation. The way you greet your readers can be fixed situationally, as it depends on whether you are addressing a formal or informal audience.
Body Text. In this part of your email, the main idea is settled. Avoid messy texts, get assured that this leading section contains introduction and conclusion. Divide it also into short, readable paragraphs, and don’t forget about call-to-action elements.
Signature. Like the subject line, it can be written formally or informally.

Make Your Email Signature Useful

Let it include your full name, the title of your company, and the URL, as a set of the minimum things you should include.

Make sure that the email does not contain any confidential information

For example, avoid including passwords or account numbers.

More About Formal Emails

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.

Structuring A Business Email

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:

Your Name
Your Address
Your Phone Number
Your Email Address

Date

Recipient’s Contact Information:

Their Name
Their Title
Their Company
The Company’s Address

Salutation (according to the rules of “To Whom It May Concern”)

Use the formal salutation “Dear Mr./Ms./Dr. [Last Name],” if you do not know the recipient.
Use “Dear [First Name],” only if you have an informal relationship with the recipient.

Body Text

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.

Complimentary Close

You can choose one of these options:

Respectfully yours
Yours sincerely
Cordially
Respectfully

Signature (your contact information)

For example:

Yours sincerely,
First Name Last Name
Title
Your Address
Your Phone Number
Your Email Address

Use Formal Language

Say NO to slang, jokes, unnecessary contractions, emoticons, and emojis.

Proofread Your Email

Check it for spelling, grammar, flow, and content. Some experts advise to read your email aloud, this must help you notice your mistakes.

Use A Business Email Address

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.

Choose A Proper Font

Avoid decorative fonts. Your business emails will look good edited in 12 point type (Times New Roman or Arial).

The Solution Of The Main Problems

Our ready-made solutions would give your professional communication a great boost! So, if you feel that all these written tips are not for you or you consider them very time-consuming, choose our modern and user-friendly newsletter and email templates. The most difficult task you need to overcome is to decide what template was made just for you, as we have a lot of multipurpose propositions. Also feel free to contact our support specialists, they will be glad to answer all your questions.

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