We do not need to reinstate the importance of writing business emails and even more so, keeping in mind the pandemic. Writing a good business email is a craft that people at all levels need to master so as to communicate well and form long lasting networks.
Revising the Fundamentals
Let us start by revising the basics of writing an email.
- First and foremost, be charismatic and kind at the same time. Make the email sound a little witty if possible and make it unique, something worth remembering for the recipient.
- Do not forget to appreciate the other person for reading your email or addressing your issue/ concern/ subject matter. Everyone considers their time as important so appreciate their favour or help.
- Make the business email crisp and we can’t talk about this enough. You have slim chances of getting your email acknowledged in the first place, in most cases, so be concise and avoid distractions.
- The call to action or the next step for the recipient should be clear as the day. Try not to sound confused or confuse the recipient themselves.
- We usually don’t open emails whose subject line doesn’t concern us for the foreseeable future and neither will the recipient. Make the subject line about them and not you. The cliché line ‘step into their shoes and think’ actually holds true.
- Clearly state what the takeaways for them and your intentions from the conversion. Under no circumstances should you resort to using slang terms or informal language unless quoting someone.
- If there has been any communication in the past. With the party or the agenda concerned, do not fail to mention it. chances are, the person has forgotten amidst all their workload.
- Finally, make the email as readable as possible. You can do this by ensuring that there are no jargons, proper alignment and spacing, etc.
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Structuring the Email
The structure of a business email is easy to learn and eventually comes naturally once a person has read and written a few of these. There are some basic rules to be followed and you should be good to go!
It is of paramount importance that you remember to watch your tone, choice of words, and the person or organization it is addressed to. The problem with such emails is that sometimes there may exist cultural differences between the reader and writer. We suggest that you be mindful of these differences before hitting ‘send’.
Subject
As already mentioned, rather than just stating your reason for writing the email, state concisely why the other person should read the email. The subject has to concern the other party too.
Introduction
This part consists of salutation so take a moment to check if the recipient has been addressed properly. Greet the other person formally and then mention the reason for writing the email. Explain the issues that need attention.
Body
This is where you may state any past communication and give further details of the problem at hand. Most business emails do not consist this section since it is supposed to be short but others do. Check what suits best in your scenario.
Conclusion and Call to action
Graciously thank the other party and mention what is needed of them. If there are any document attachments to the email, mention it here so the recipient does not miss it.
Finally, do not forget to give your own contact information and mention the designation, so that they reach out to you or your team for further clarification on the subject matter.
