Emails are an essential form of communication. They alert us of opportunities that we would otherwise miss out on. Yet, as much as you may be unsubscribing to most of them, you'll still find that you have so many of them to read.
So, if you're on the other side of the line, writing the email. Your goal is to stand out and make sure your email doesn't go straight to the trash folder. This is especially true when you're writing emails to market your products or service for small businesses.
Here are some tips to help you in writing a professional email.
You always have a purpose when writing an email. Typically, the goal makes up the structure of an email. Even if you're writing a follow-up email, your aim is to remind the customer about something or thank them.
Before you start writing your email, ask yourself the following question.
What do I expect from my audience?
If you've got no answer, you probably shouldn't be writing any email.
For example, if you're writing to an influencer, you should go straight to the point.
However, if you're trying to sell a service or product that is highly competitive in the market, it might be best to start off with some data to convince your prospect.
It's no brainer that an email should begin with greetings. Their format is the real issue.
You need to be polite, and at the same time, sometimes, you may need to sound less formal.
Informal greetings should begin with <Hello> or <Hi>, followed by the recipient's name.
These greetings are fit when you call or meet with the receiver frequently. For instance, if you’re talking to your partner. Formal greetings are no different, but they should be accompanied by names or titles.
If you're not very acquainted with the recipient, it's always best to use formal greetings.
If you don't know their name, use <Madam/Sir>, <To whom it may concern> is also right.
Keep in mind that every word in the greetings should be in capital letters. Your greetings should be followed by a comma.
If you're addressing a team, you can use <Hi Team> or <Hi Everyone> if you know each other. If the group is made up of five people or less, then address them by their first names (<Dear Livy, Kia, and Washington>).
If you don't know the group well, use < Dear Colleagues>.
In some instances, the recipient might know who you are. For example, if you work with them. For such emails, you can skip this part. Yet, if you have a slight doubt, the recipient doesn't remember to know who you are, go ahead and introduce yourself.
For example, after changing your email address, you might need to introduce yourself to people who know you. When introducing yourself, say your name and provide some additional information that might help the recipient recognize you.
This includes the company you're working for, your position, where you first met, and who initiated the conversation between the two of you.
Keep it simple.
A sentence or two should be enough.
Your recipient might not have time to read your email.
That's why, after introducing yourself, you need to let them know why you're writing to them.
Maybe you're apologizing, asking for a favor, or thanking them. Or you want to clarify something.
No matter what your reason is, explain it as briefly as possible.
By writing a precise, specific email, you show your recipient you value their time, which is very important in the business world.
This is the ability to fit in someone else's shoes. It might seem unnecessary when writing business emails, but it's critical if you want to make a lasting impression.
To accomplish this, read your email from the receiver's point of view.
Ask yourself how they will interpret the email. If you were the recipient, how would the email make you feel?
But this shouldn't be hard.
Just remember to keep the emails short (business people don't have a lot of time in their hands). Add compliments (don't overdo it). And thank them later, through a follow-up email.
Sometimes you might feel like explaining who you are, may take up a big space of your email. In such cases, it's always best to use an email signature. It helps keep the email short, and avoid confusion when writing to a person you know.
A good email signature should have your name, job title, and a link to your website. It's okay to include your social media handles and a short description of your job.
This is especially important for your small business as you'll be reaching out to multiple people, and prospects.
After you've written your email, make sure you confirm, it's well-formatted.Also, proofread it manually, or at least use an online proofreading tool, if you're in a hurry.
Keep in mind that typos and mistakes are a deal breaker in professional emails.
As a small business, if you’re looking for shareholders, they need to know you’re a detailed person, whom they can trust. If your email client doesn't send you a copy of the email by default, send yourself a copy.
This will help you remember when you send the emails, to whom you send them to, and the date.
Although email writing might seem like a daunting task, email writing is very easy. Of course, you need to pay attention to the tiny details and etiquette, but this will happen naturally after practising.
We hope these email writing tips will help you craft stunning emails.