Writing Business Emails

Writing Business Emails

By David P Smit
There's something final about an email. Once it's gone, you can never get it back. So if you are composing an important business email make sure that you have got everything right and have covered all the basics.
A business email represents you and the kind of impression you make on your business contacts. So, be sure of your email before you hit the send button. You need to keep some important things in mind while composing a business email. It will greatly affect your future prospects and how well things turn out. Yes, a simple email has so much power, so it's a wise idea to be careful before you compose your email. Here are some pointers that should keep you on the right track.

  • Formal tone - A business email is not like a business letter. Even so, you have to maintain a certain amount of formality when writing it because this is what conveys your professional attitude. With a business letter, you have to make sure that the addresses are correct and aligned and the date is in the right order. With an email, you could probably skip all these things and head straight to the important stuff. However, how you write a successful business email largely depends upon who it is addressed to.
  • Salutation - Getting the salutation right is another important facet that is common to both business letters and emails. Mixing them up is a typical faux pas that immediately lends the wrong kind of impression about you and implies that you have not done your research before writing in. In addition, if the person you are sending the email to is someone you know, starting off with Hello isn't a bad idea at all.
  • Concise - While business emails do lend themselves to a certain way of writing which is convoluted at best, avoid this tendency when writing a business email. This is because the person reading on the other end may simply not have enough patience to read through the lines. Use bullet points if necessary to convey what you have to say effectively.
  • Subject line - The subject line is not there just for decorative purposes. It's useful because it helps the receiver understand what your email is about. Moreover, it's very important because it helps the receiver search for your email from hundreds of others. In addition, the subject line will prevent them from dumping it into their trash thinking that it's spam. Keep it short and to the point.
  • Sending attachments - Sending attachments is a big no-no unless it is specifically requested. Most business people are paranoid about getting viruses in their email attachments and might straight away delete your email thinking that it could be potentially dangerous.
  • Avoiding capitals - Surely, everyone knows now that writing in capitals in an email is tantamount to shouting in the real life. If you want to emphasize something that's important, use different methods. Use italics, underline the sentence or simply use a different color. However, never use capitals.
  • Proof read - Just as you would with a business letter, go over your email a few times to make sure that everything is perfect and there are no spelling mistakes or grammatical errors that could portray you in a wrong light.
  • Contact details - Always include your contact details at the end of your email, most particularly your cell phone number because it will make it easier for the recipient to call you if required.
  • Think and then write - The biggest drawback with email is that it often fails to convey tones. In informal emails, we might use emoticons to suggest what we're feeling as we write something, but this can't be done in a formal email. Nevertheless, think carefully before you write something because there's no saying what the recipient might perceive in your email.
  • Email only when required - Some people don't hesitate before picking up the phone and calling but most business people prefer emails because they are non-intrusive and give them time to compose their thoughts before they can answer you. Even so, email only when it's required.

Hitting the send button on your email is a final move. Before you do it, make sure that you've ensured all these elements are in place and your email is as perfect as possible.
Some useful English language reference sites include the
online dictionary at Datasegment and the synonyms database at Synonyms360.
Article Source:
http://EzineArticles.com/?expert=David_P_Smit