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How to Properly Write a Professional Email (With Clear Points)

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For example, if you are asking a subordinate to provide you with a monthly report a week in advance, you can title your email: Usually, a business email is no longer than two or three paragraphs. Attach all documents you need to send with the email, assign CCs if needed, and insert hyperlinks to important information not included in your email. Insert the electronic address of your recipient. This is done to avoid situations when the email is sent to a wrong correspondent, or when you accidentally send a draft or an unfinished letter.

Check to see if the hyperlinks work. Also, scan the attachments with antivirus software and check whether all attached files open. Topic Selection A business topic for an email usually refers to an urgent matter, an upcoming meeting, the introduction of new employees, new tasks, a document that needs to be sent, and so on.

Key Points to Consider A business email is a less formal type of writing compared to a paper letter. Business emails are also more concise—information contained in them should be straight to the point. One business email letter should be written on just one topic. Accuracy in such details will make the correspondence easier to maintain, since all the letters in the chain will refer to the same topic.

The address of the mailbox used to send the email to your business partners matters. The email address should be easy to spell and easy to remember. Also, it must be noteworthy. The best option for an email address is to use your first name, initials, and your last name.

Reading long expanses of text right from the mailbox is tiring. Instead, attach the document you want to send as a separate file. This gesture shows good manners, and besides, it is an integral part of any letter and not necessarily a sign of formality.

Do always compose brief but informative subject lines. They should be written like summaries so that the recipient can quickly understand what the letter is going to be about. If you are sending an email to a large number of people or if the email is particularly important, you may want to have someone or several individuals proofread it before you send it.

Begin your email with a greeting. The greeting should be concise and formal. A message to another business or to an unspecified person does not require a name. Some examples of greetings are: Good afternoon, Greetings, Dear Dr. End the email with a closing. An appropriate closing is polite and signals that the email has come to an end.

I look forward to your response, I hope to hear from you soon, Thank you for your time, You may end your Pets Alive! It is appropriate to write your name at the end of an email. Be sure that the formality of your response matches the details of the email. You may want to provide your full name and title in a work email to another business or to someone you have not met, while your first name alone may be appropriate in an email to a coworker you see every day.

Some signature options are: Jane Smith most formal Dr. Smith slightly less formal Jane Smith somewhat informal Jane informal. Consider providing contact information beneath your signature. Depending upon the details of the email, you may want to provide contact information such as your phone number, fax number, address, or website. Apologize for the slightly delayed response and provide the reason for it, if you can. Thank them for their patience, and then get back to handling the business that was delayed.

Not Helpful 0 Helpful How can I write an email offering a company my services as their sole agent in a particular company? Explain why they should choose you as their agent. What sets you apart from your competitors?

If you're able to, consider offering a discount. Provide guarantees such as an assurance or a loyalty card with benefits. Not Helpful 2 Helpful 6. If the email is continually rejected, then you should contact the person you're trying to email and ensure that you have the correct email address for them. If that doesn't correct the issue, you might want to try a different browser or email address to send your message.

Not Helpful 0 Helpful 0. Do I need to put my home address and the recipient's address in a cover email? How to inform a company to come so as to sign a contract with us? Answer this question Flag as How should I format my reply to an email? How do I write an email for the allotment of an XYZ certificate? What are the important guidelines that should be followed when drafting email?

Include your email address to get a message when this question is answered. Already answered Not a question Bad question Other. Could you please get your version over to me by 5 p. Think about how your email "feels" emotionally. If your intentions or emotions could be misunderstood, find a less ambiguous way to phrase your words. Finally, before you hit "send," take a moment to review your email for spelling, grammar, and punctuation mistakes.

Your email messages are as much a part of your professional image as the clothes you wear, so it looks bad to send out a message that contains typos. As you proofread, pay careful attention to the length of your email. People are more likely to read short, concise emails than long, rambling ones, so make sure that your emails are as short as possible, without excluding necessary information.

Most of us spend a significant portion of our day reading and composing emails. But the messages we send can be confusing to others. To write effective emails, first ask yourself if you should be using email at all. Sometimes, it might be better to pick up the phone.

Make your emails concise and to the point. Only send them to the people who really need to see them, and be clear about what you would like the recipient to do next. Remember that your emails are a reflection of your professionalism, values, and attention to detail.

Try to imagine how others might interpret the tone of your message. Be polite, and always proofread what you have written before you click "send. This site teaches you the skills you need for a happy and successful career; and this is just one of many tools and resources that you'll find here at Mind Tools. Subscribe to our free newsletter , or join the Mind Tools Club and really supercharge your career! Mind Tools for Your Organization. View our Corporate Solutions.

Your Reflected Best Self Use this exercise to help you identify and play to your strengths. By the Mind Tools Content Team. Get your emails noticed for the right reasons by following these six simple steps. Key Points Most of us spend a significant portion of our day reading and composing emails.

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A business email is a less formal type of writing compared to a paper letter. You don’t have to observe all the rules that a written letter should comply with. Business emails are also more concise—information contained in them should be straight to the point.

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Since more and more companies have gone online, it is much more common to receive a business letter via email than through good old-fashioned snail mail. Conduct your business professionally by utilizing proper business email techniques. 10 Tips on How to Write a Professional Email Best Practices for Emailing Staff and Colleagues. Share Flipboard Email Print Hero Images / Getty Images Languages. Learn How to Write a Business Email for Formal and Informal Situations. Writing Teaching Interview Thank You Notes.

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Business letter and email message examples for a variety of work and business-related correspondence, and tips for writing effective professional letters. Reports Memos Email Introduction to Writing Business Plans To learn how to write a business email, remember the following: Business emails are generally less formal than business letters. Business emails written to colleagues are generally direct and ask for specific actions to be taken.