Effective Professional Emails

Top 5 Tips for Writing Effective Professional Emails

Industry News & Information

Struggling to compose and send professional emails?

Unfortunately, you can’t ignore emails. They’re a solid backbone for keeping communication with returning customers and better conversion rates. That said, writing a business email isn’t like writing to a friend.

Don’t panic though, we’ve got five writing tips to help you craft better emails. Read our five tips below to become a more effective and articulate writer:

1. Start With the Subject Line

The first thing people see is the subject line. You need to start with your right foot forward so try to nail a perfect subject line with each message.

Reports show that a subject line with “need your advice” can already boost the likelihood of people opening it. Also, make it a habit to let people get a gist of the email’s content from the subject line. 

2. Mindful of Tone

When maintaining professional communication, use a professional tone. Don’t use slang and always stay polite. Follow basic email etiquette by using standard font and avoid using emojis. 

3. Keep It Concise

Business communication is straight to the point. Don’t try to impress by writing a long reply. Some people might not read it as soon as they see a big wall of text.

Follow a basic structure to keep your emails concise. Start with a basic greeting and then an acknowledgment of the recipient’s concern or query.

If you’re the one starting the conversation, replace this acknowledgment with some form of recognition. For example, you can say “thank you for checking us out.”

The next paragraph should answer their query or be a short, precise marketing message. If you’re promoting a new product, advertising about a sale, or answering concerns about an order, this is where it goes.

End with a closing statement and a personal signature.

4. Give a Personal Touch

Despite keeping things formal, don’t simply pass the reader off. Show that you care.

Did a customer complain about a late order? You could keep it cold and simply informing the reader that you’ve forwarded their concern to the courier. However, you could add a personal touch and also state you’ll get back to them as soon as you get a response.

This added touch shows that the customer is important to you, regardless of how small their concern is.

5. Proofread Before Sending

It’s easy to overlook written communication. Always proofread to look for typos, grammatical errors, or tonal shifts. Double-check to make sure you get the right message across and always check if any included links, images, or videos work.

If you can, use tools that test replies to emails. This will further help you determine which ones work best. You’ll get concrete numbers indicating which emails see positive responses.

Write Better Professional Emails

Now you know how to write great professional emails. Follow these tips to get your message across without the risk of alienating or insulting your readers. At the same time, you get the guarantee that more people will open and read the emails sent to them.

But why stop with these email writing tips?

If you want more articles covering business and marketing, we’ve got you covered. Read more of our content today to discover all the tips and tricks you need for success.