Strategies for Writing an Effective Business Email
Writing an email for business purposes is very different from writing one for a friend or family member, as a more formal tone is required. Here are some strategies for consistently writing business emails that work:
Greet the Recipients of the Email
Take time to write a greeting to the recipients at the start of the email. Include the recipient's name in the email to make it more personalized. This demonstrates to the recipient that the message has been personalized rather than being sent to thousands of recipients in a single email.
Don't Go Off Topic
It's not necessary to write extensive content; you only need to convey the essential ideas. Ask yourself if it really needs to be there, as everyone doesn't have time to read every email they get.
Be Careful with Your Tone
Email communication can be much more challenging because the reader cannot see your body language or hear your tone of voice. To avoid sounding rude or aggressive, be very careful how you structure your emails.
Avoid Emotion-Based Lines
Stop including emotions in your professional communications. They don't appear professional, and they don't give your business partners the impression that you're a serious person. Further, spell out the words and then add the acronyms in brackets.
Discard the Attachments
If there is something you really want the readers of your email to see, copy it and paste it there. Don't make them go through the extra effort of opening an attachment. Attach the file while copying and pasting, then let readers choose whether or not to open the attachment and read the remainder.
Avoid Using All-Caps
You don't want to yell at your customers; using all caps in email correspondence is exactly what you're doing. You may use capital letters to emphasize certain words or phrases, but not throughout the entire email.
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