Email has been a foundation of business correspondence ever since the internet got commercialised in the Mid 90s.
Email is not just confined to communication but has become one of the leading marketing strategies adopted by top marketers like William Schantz. However, there are only a few that catch the reader’s eye.
In this article, we’ll guide you how to draft a basic yet effective business email that will be hard to ignore.
Though the format for email has evolved with time, yet the basics remain just the same. So let’s get started.
Basics to Keep in Mind
Emails generally are not supposed to be as crisp and formal as letters, but they should be adequately professional to introduce a decent picture of you and your organization.
Have a look at 3 tips before you begin drafting your business email:
- Set the tone– It can be formal or informal, as per your subject. But keep it professional, always.
- Do not deviate– Stick to your subject, ad keep the reader engaged.
- Be empathetic – Show your concern for the reader through the email. The empathetic tone catches the attention instantly.
Writing a Business Email
Now that you’ve set your goal in mind, here’s how you start writing, shared by William Schantz.
1. Fill out the common email features:
Like any email, a business email must include a well-described subject line, relevant recipients, and an attachment (when required). If there are multiple recipients, it is preferable to use CC (carbon copy) to keep the extra recipients in the loop.
2. Salutation and Greeting:
Here’s how you start the main content of your email. Address the main reader by name if you know them. Like, “Hi Steve” or “Hello, Ms Collin” can both be the relevant opening for an email that is directed to one person.
Using the first name is better when you know the person well; however, it’s recommended to go with the last name for a more formal salutation.
If the audience is in a group or someone unknown, you can start your email with “Dear All” or “Dear Customer”. Add phrases like, “Hope this email finds you well” or “Good day to you” for a warmer and formal gesture.
3. The main content
You can start with the subject matter right away, ensuring the message is delivered just before the reader may lose interest. Make sure the context is skimmable, as most readers avoid wordy reading texts.
The content should be concise and focus directly on your audience’s concerns. If you’re expecting a response from the recipient, include a call to action, indicating how and why to respond. Moreover, don’t forget to notify the recipient if you have attached a file for their perusal.
Finish off with a quick farewell, like “Thank you”, “Sincerely”, or “Best Regards” and add your name and business contact number (in case they want more details) with your E-signature.
5. Quick Revision
One last look at your email is necessary to save you from unforeseen trouble. Start it from the beginning of the email: recipient, subject, and attachment (check). Writers often mention the attachments in the content but forget to attach it. Revision helps you avoid such blunders.
Next up, quickly go through the content for any grammatical or technical errors. Ensure one last time if all the relevant details are mentioned. Cross-check the contact number provided, and don’t forget to add your signature.
You can follow the aforementioned steps to draft an efficient business email. For some effective business email samples, check out William Schantz website.