To write a good business email, give it an informative subject line, greet the recipient properly, thank them when you reply, state your purpose early, and end with a closing remark and a polite closing. This article explains each of these 6 steps.
Not everyone knows how to write a proper business email; for many people, it is quite a challenge. An email that gets results needs a good structure and format. Here is what it should do:
- Use an informative subject line.
- Greet the recipient.
- Thank the recipient.
- State your purpose.
- Add a closing remark.
- Close the email.
Here is each step in more detail.
1. Use an informative subject line
The recipient should understand the purpose of the email as soon as they read the subject line. An informative subject line makes it less likely that your email ends up in the trash after a quick glance.
Here is a good example of a subject line:
You are invited to our webinar on digital marketing for small businesses
Compare it with this one:
You are invited
The first example is far more informative than the second, which gives barely any information at all.
2. Greet the recipient
The right salutation matters. When you do not know the name of the person, business letters have traditionally used "To Whom It May Concern:".
Such a generic salutation, however, can suggest that you have only a vague idea of whom you are writing to. Whenever you can, be more specific about whom you are addressing. For example, you can use "Dear" followed by the person's position:
- Dear HR Manager
- Dear Customer Service Manager
If you know the name of the person, the best salutation is "Dear" followed by their last name, for example "Dear Mr. Smith". How to formulate greetings in business mail has more options.
3. Thank the recipient
When you reply to a business email, it is only proper to thank the other person first. To follow the webinar example above, you could write: "Thank you for getting back to us."
A simple thank-you makes you appear polite, and the other person will be more inclined to keep up the correspondence with you.
4. State your purpose
Say why you are writing at the very beginning of the email. Make sure that the recipient knows the context, so that they have something to refer to.
Discuss each important point in a separate paragraph, and say directly what outcome you want. If you need a quick reply, tell the recipient what kind of response you need.
Check your message for spelling mistakes before you send it. The last thing you want is careless errors that damage your professional image. The Spell Checker marks spelling and grammar mistakes in your draft, so you can fix them first.
5. Add a closing remark
The closing remark gives you a chance to tell the recipient what you want from them. It is also a second chance to be polite and to thank the reader. Some common closing remarks are:
- Thank you for your consideration.
- We look forward to hearing from you.
- Please contact us if you have any questions or concerns.
6. Close the email
A proper closing shows courtesy. Three common closings are "Best regards", "Yours truly", and "Sincerely", followed by your name. In a formal business email, avoid closings such as "Cheers" or "Thanks": being too informal is the worst way to end a business email.
Follow these 6 steps, and your next business email will sound more professional. For the mistakes to steer clear of, read 6 things to avoid when writing a business email.