5 Proven Mechanics To Successful Business Email Writing

Emails are one of the most common communication tools in business — but they aren’t always as effective as we would want them to be. The tricky thing about business writing is that businesspeople are often busy and unable to spend a lot of time on reading all that comes to their inbox thoroughly. That’s why emails — even the most serious ones — could be easily misunderstood.

But of course, you wouldn’t want this to happen with your own emails. So here are some tips to keep in mind to make the most out of business email writing.

There aren’t many things that are as embarrassing as addressing a person by the wrong name, title or gender. Though your business partners might not make a fuss about it, this still isn’t an impression you want to make.

Therefore, always try to get as much information you can about the person you’re writing to. If you are unable to confirm their gender or to spell their name right even after doing your research and contacting people who may know this, stick to gender-neutral language like «they» and «you».

Remember to double-check your email before sending it off.

Businesspeople are busy, so sticking to short and concise emails are the best, however, don’t abandon the formalities.

Even if you don’t want to write a lot, start with a formal greeting and a nice introduction, and end your email with a proper goodbye. This won’t make your email much bigger but will make it look polite.

There might be a lot of things you want to ask, but you need to pick one to mention in your email. This will help keep it short and ensure that the recipient won’t be confused by the number of things addressed.

Now that you’ve chosen one thing you want to discuss in this specific email, you need to describe it clearly. You also need to include a clear call to action at the end of your letter.

This way you can ensure that you’ll be understood correctly. You’ll also ensure that the recipient understands the purpose of your message even after reading it very quickly or simply scanning it.

You don’t always need to attach something to an email — but if you do, you need to make sure that it is done right.

The art of business email writing might seem hard to master — but actually, it’s pretty simple. The last (and the most important) tip I want to give you is to try to be emphatic in your writing. Think of whether you would want to help the person writing the email (you) and try to come up with ways to make the reading quicker and easier even for the busiest people, eliminate errors and typos mercilessly, and be polite.

If the final draft looks like an email you would read and reply to with pleasure — this means you’re doing everything right!

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