Top 10 tips on how to write a business email in English.
Writing and receiving emails has become an inescapable part of everyday life in private and business correspondence. When writing an email to your family or friends, you can be as informal as you like. But wait, are you sure you can write a proper business letter to your boss or a client? Everyone should follow some business email etiquette rules, even if you're not a native English speaker.
1. The theme says a lot.
Without a doubt, a subject line is the first thing a recipient reads. The decision to open an email or not depends largely on what the subject line looks like. Make sure the subject line is simple and specific, but eye-catching. Use keywords that briefly summarize the content of your message.
"FYI" in the subject line is a commonly used abbreviation for "for your information."
2. Start your email with greetings.
There are many variations of greetings that you can start your email with, but the most standard is:
· Dear First Name Last Name
· Dear Mr. / Mrs. Last Name
· Dear Mr. / Mrs. First Name Last Name
· Dear Dr. Last Name
To Whom It May Concern.
It is always important to have a contact name unless the recipient is unknown (in the "to whom it may concern" case). If necessary, feel free to call and ask for the person's name. Some people use informal greetings, such as "Good morning" or "Hello." It totally depends on how formal your relationships are.
3. Say thank you.
If someone has responded to your email, you should thank them by writing "Thank you for your (prompt) response." It is important to start an email on a positive note, as it creates a good first impression of you.
4. be clear and precise.
No matter how complicated your email may seem, the beginning of the email should be “I am contacting you as…” or “I am writing to you regarding / Try to clearly state the purpose by writing “I am…”. This helps the reader understands the purpose of your email.
Being clear and precise is important, as most business owners don't have time to read every email they receive. Being specific about the purpose of your email will save them time and will be greatly appreciated.
5. Save someone's time.
According to a McKinsey Global Institute survey, we spend 13 hours a week, or 28% of the work week, managing email. This is not a happy reality! So, to save everyone's precious time, keep your emails specific and short. It's also a good idea to break the body of the email into several paragraphs based on the topics you've covered. You can also use bullet points, which make it easier to read.
5. Save someone's time.
According to a McKinsey Global Institute survey, we spend 13 hours a week, or 28% of the work week, managing email. This is not a happy reality! So, to save everyone's precious time, keep your emails specific and short. It's also a good idea to break the body of the email into several paragraphs based on the topics you've covered. You can also use bullet points, which make it easier to read.
6. Informal vs Formal.
The way you talk depends on whom you're talking to. It usually arises naturally and is based on your relationship with an interlocutor.
It also applies to emails.
Here are some examples that demonstrate different ways of writing the same thing:
· Informal: Can you…?
· Formal: I was wondering if you could...
· Informal: Sorry, I can't meet you. I'm busy that day.
· Formal: I'm afraid I won't be available to do it that day.
7. Everyone likes sandwiches or doesn’t avoid the negative.
Delivering bad news is never easy! But it's something you have to do sometimes when you work in a business environment.
A good way to do this is to first provide the reader with neutral or positive information. Only then move on to the negative part, explaining what caused it and why it's important. The final part of the message should provide a possible solution to the problem or an optimistic note. It's like making a sandwich!
Your goal here is not to hide or minimize the scope of the problem, but rather to leave the reader with the impression that you care or are taking steps to fix it.
8. The last vote.
Before you end your email, thank the recipient one more time by saying "Thank you for your consideration." It is also very common to add "if you have any questions feel free to contact me" or "I look forward to hearing from you."
9. Write a closing for your email.
Ok, you're almost there, but here's something else to do:
Since you have already created your email beautifully, it also requires a beautiful closing. There are many ways to do this, and again it depends on the formality of the relations between you and the reader.
Choose the most appropriate phrase before writing your name.
· Sincerely, (when you know the recipient's name, formally)
· Cordial greetings, or Best Regards, (Formal, Most common)
· Take care, Thank you, or Have a nice day (Less Formal)
10. Check your email.
Suppose! Don't send it yet! It is very important to re-read the email carefully before hitting the send button. Check for typos, grammar, punctuation errors, or inappropriate use of words.
It's always good to have someone correct you. Remember once you send an email you can't take it back!
These are the basic tips for writing a business email. Some of you may feel that there are a lot of rules to follow, but we assure you that you will get used to them with practice. So why not try writing a formal email to your teacher or classmate? Happy emailing everyone!
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