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Spelling and grammar mistakes are the deadliest and may spoil all impression from your business email. We strongly recommend writing important emails in a text editor. However, you should be careful with formatting when transferring the content from the editor to your email.
When using a text editor to compose an email, make sure, you copy the content without formatting. You should be also careful when sending HTML letters. In some email apps they may look broken. In addition, some email apps display only plain text. If you send HTML formatted newsletters, we recommend testing it in most common email apps. Of course, you can test it yourself manually in Outlook and other email apps or use one of email testing tools.
Sticking to email etiquette is very important with one-to-one correspondence. By following strict rules, you will never get into embarrassing situation. However, adding personal touch to your business correspondence will make it less official and more friendly. Here are a couple of recommendations from our team:
From the first lines of your business email you should be clear about the purpose of writing. All business emails are short and up to the point. Time is valuable and if you respect your email recipient you should be clear about the purpose of writing from the very beginning.
Think carefully about the expected outcome of your message. It is important to find the right words and include the call to action. Before writing, ask yourself: "What do I want the recipient to do?" The answer will be the call to action you need to include.
It does not matter what is the purpose of your email, you should never forget about saying "Thank you". You can do this either at the beginning or anywhere else in the text, you just need to remember to show your appreciation. Here are some helpful business thank-you phrases:
As a sign-off which is added before your signature, you can use Best regards or Thank you. Your email signature should contain the following information:
Additionally, you can add a link to your company's live chat to the signature. However, make sure that email recipients do not get confused after using the live chat link.
Keeping the email structure and format right is not an easy task. However, in the era when business emails have become an integral part of any workflow, employees should be familiar with basic email writing rules. Here is a basic business email layout which will help you craft your business emails.