Today, emails are the most often used form of business communication. And thus it is important to have a style of writing to get it right. Emails are however not as formal as the letters, but you still need to be professional in tone to impersonate a genuine image of you or your company. Here’s a guide to how to write a perfect business email.
Steps to follow to write a perfect business email.
Following are the five simple steps to work on in order to write a perfect business email.
- Start with a greeting
- Thank the recipient
- Mention the purpose
- Put up the closing remarks
- End with a closing
Start with a greeting
The body of the email should always start with a greeting. For example, “Dear Joe”. A formal business email can also have their family name (eg. “Dear Mrs Joe”). However, if your email recipient is in a casual relationship with you, you may write, “Hi Joe”. This is generally used when communication takes place within the organisation like among the employees. In case you do not know the recipient’s name, you may use: “Dear Sir/Madam” or “To whom it may concern”
Thank the recipient
After the greeting, the next step to follow is thanking the recipient, in case you are responding. For example, when you reply to a client’s concern or query, start writing with mentioning a thank you.
Since it’s a business email, you may write something like “Thank you for contacting ABC Company”.Another situation where you get a response from the recipient back on your email, mention, “Thanks for getting back to me” or “Thank you for your prompt reply”. This way, you make yourself appear more polite and put them at ease.
State your purpose
If you are starting the email communication, it may be impossible to include a line of thanks. Instead, begin by stating your purpose. For example, “I am writing to inquire about …” or “I am writing in reference to …”.
Make your purpose clear early on in the email, and then move into the main text of your email. Remember, people want to read emails quickly, so keep your sentences short and clear. You’ll also need to pay careful attention to grammar, spelling and punctuation so that you present a professional image of yourself and your company.
Add your closing remarks
Before you end your email, it’s polite to thank your reader one more time and add some polite closing remarks. You might start with “Thank you for your patience and cooperation” or “Thank you for your consideration” and then follow up with, “If you have any questions or concerns, don’t hesitate to let me know” and “I look forward to hearing from you”.
End with a closing
The last step is to include an appropriate closing with your name. “Best regards”, “Sincerely”, and “Thank you” are all professional. Avoid closings such as “Best wishes” or “Cheers” unless you are good friends with the reader. Finally, before you hit the send button, review and spell check your email one more time to make sure it’s truly perfect!
Originally posted here.