Writing business emails are a fact of life for those who run a small business. But do you know how to write proper business emails? Here is a list of rules that all small business owners must follow when writing business-related emails:
Enter a Subject Line – Never send business emails without a subject line, warns Corporate Business Solutions, unless you want the emails to be ignored. Emails without subject lines would just end up in the trash or spam folder.
Add a Signature at the End – Gmail and other email services let users add an electronic signature to all emails sent. It’s highly advisable to use this feature when sending formal and semi-formal business emails. It’s just like adding your actual signature at the end of a memo or a business letter.
Avoid the “Hi”—Instead of starting the email with a “hey” or a “hi,” try using a professional salutation like Ms (name). Hello is more acceptable than hi, and you can start emails with Hello (name of recipient). Decide which is more suitable depending on the nature of the correspondence.
Read it Once Over – Don’t send the business email without reading it at least once. Avoiding embarrassing spelling mistakes might help you land a deal. Even a silly error could be interpreted by the recipient as you being sloppy and not serious, which is bad for business.
Let the Recipient Know What You are Talking about – Keep in mind that the recipient might not always know what you are talking about, especially if you are responding to a chain email. To employ the use of “one-liners” to refer to the subject matter. For example, write “with regards to (subject)” first and then continue the email.
Avoid Trying to be Funny – Don’t assume that jokes translate well in emailed text as in real-time conversations. Even an innocent joke could be misinterpreted by the person on the other end. So, don’t try to be funny and instead be formal when sending any business email.
Do Reply—Reply in a timely manner to all responses you get to business emails. If you don’t have time to write a lengthy message, do address that and at least say you will get back later with a better response.
Master the above email etiquette to improve your professionalism as a small business owner. Get more advice at CBS-CBS.com.