Emails are a vital aspect of modern and business communication. Did you know an average worker receives nearly 80 emails daily? With so many emails, some are often less effective and misunderstood.
So, to write an effective email, etiquette, format, and style are important factors that should be taken into account. To get results, you must know how to integrate these practices into your email.
Well, worry not! Here is how you can write an effective email in just a few steps.
- Greeting Matters
Start your email by greeting the recipient, and it should be concise and professional. You can address the other person by their name. If not, you can just write:
- To whom it may concern,
- Dear Sir/Madam,
Some examples of formal greetings are:
- Dear Alex,
- Dear Ms. Johnson,
However, if your relationship is casual, you can also greet the person as ‘Hi John.’
- Thank the Recipient
If you are replying to a query of the recipient, start your email with a line of thank you, for instance, “Thank you for showing your interest in our product.”
Or, if the person has replied to any of your emails, you can start with “Thank you for your quick reply.” Since it is essential to start the email on a positive note, it would be great to start by thanking the recipient. Also, it will make you seem more polite, which is a good thing.
Also, you can start with a short pleasantry connecting you both. It should include how you connected. Some of the examples are:
- It was a great meeting with you yesterday.
If you want to keep in casual and warm tone, you can write, “I hope you are doing well.”
- Start with Your Purpose
The greeting and thanking the recipient should be short, and you must come to the point after that. You can start with “I’m writing in reference to …” or “I want to enquire about …”
Your purpose should be cleared early in the email before you move to the main body of the email. Also, make sure your sentences are clear and concise as people want to read emails quickly. Some people even just skim through the emails.
The next important things you should keep in mind are grammar, punctuation, and spelling. It would help in delivering a professional image of your company.
- Add the Closing Remarks
Conclude with a short sentence that makes your intention easy to understand. It might persuade the recipient to take action or just gently end the conversation. Some examples are:
- I look forward to your reply.
- Let me know your thoughts on this.
- Let’s be in touch.
- End with A Polite Closing
The last step would be to include an appropriate closing with your name. You can use “sincerely,” “best regards,” or “thank you.”
Before hitting the send button, proofread your email. Make sure there are no typos, punctuation, and grammatical errors. Even the smallest mistake can make your email look unprofessional or superficial, which is the exact opposite of what you want to achieve.
So, these were the basic tips to write an effective yet engaging business email that are sure to get positive results. Did we forget something? Or do you have some specific tips that are proven to work with your customers or business partners? Let us know in the comments!
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