Email is one of the first things checked by professional people before they start their work every day. While their inbox’s are stuffed full, you can bet not all their emails are opened.
If your business emails are not getting a good response, find out what you are missing.
How To Write A Business Email
Below are 10 important characteristics of a professional email.
1. A good subject line is an important characteristic of a professional email
Providing a good and precise subject line for your email is very important as this is the first thing read by the person.You should always provide a subject line that shows the main point of the email.
Business owners don’t have time to mess around with emails that have “spammy” subjects or unrelated ones. Make sure the subject line is offering a benefit or the major feature to the reader of what they can expect to read about when opened.
2. The characteristic of a good professional email is to be brief
One of the major characteristics of a professional email is to write it briefly and stick to the point. Writing long sentences and paragraphs can make the reader skip a few lines or may even prompt them to delete it.
The opening sentence or paragraph should have the main point that you have to convey. Avoid using lengthy sentences and paragraphs by using bullet points and shorter points of interest. People are busy and only want to read relevant information…not a book.
This applies both to direct client-service provider emails or any kind of business promotion emails. You should not be ‘pushy’ or ‘loud.’
3. Being formal and polite is important
Using polite words like ‘thank you’ and ‘please’ will increase the professional touch to your email. However, you should mean it when you say these pleasing words and use where you think it’s necessary. Don’t over do it.
Tip: You can start the email by addressing the person by his or her name to personalize it or to make it formal, use Dear Mr. or Mrs..
4. An email with no spelling and grammatical errors is the characteristic of a good professional email
The use of correct grammar and spelling is a must to follow while writing a professional email. Make sure you spell-check and proof read the email before hitting the send button. Anything short of that will look very unprofessional and you won’t be taken very seriously.
5. Follow one font and color throughout the email
In a professional email, you should completely avoid writing in all capital letters as it is considered to be shouting or yelling at the person even though that is not your intention. Also, an email should not be written either in very large or small fonts that can make it hard to read. You should not use different colors for this just distracts the reader and takes away from the message. Compose the entire email with a single font and color that can be readable for any normal person.
6. Using email and chatting abbreviations is not a good characteristic
Avoid using the language used for chatting or texting such as abbreviations. This is not professional and it may confuse the reader. Also, avoid using smiley icons in a professional email. It should be written in a formal and pleasing manner.
7. A good characteristic of a professional email is to read it before you send it
After you have composed an email, read it yourself and check whether you have included all the points that you have to convey before you send it. If you did forgot to mention something important, send a follow up and do not forget to say ‘sorry’ for your mistake.
8. Using Bcc field to add different email addresses is a good characteristic
When you are sending an email to more than one person, do not type their address in the Cc field. Most people would not like to expose their email address to others. You cannot provide their email address to others unless you have their permission to do so. You can add them in the Bcc field so that others cannot see.
9. Always use an email signature
The email should end with your signature and contact information. It should be added after the closing line like Regards, Sincerely and so on. This is necessary to add in a professional email.
If you are running a business you can provide your full name, phone number, business address and your website’s URL. If your company has a logo, you can add it along with the contact information.
10. Try to give prompt replies
Everyone expects their emails to be replied to in a quick manner. Replying to the email promptly, especially to the important emails, is a good practice. Not every time is it possible for a person to reply immediately. If you want some time to think before replying to the email, let them know politely you will contact them asap.
If you are upset or angry about something, it is better that you avoid replying at that moment. You may not be able to be polite and professional. You can wait until you come out of the present situation and reply when you think you are ready to present a professional one.
Compose a good professional email by following the simple characteristics mentioned above. Time is very precious for everyone so prepare a good email that is easy to read and attracts the reader’s attention and respect.