Business emails are a great way to keep in touch with your customers, prospects, and team members. However, they can also be one of the most frustrating, time-consuming, and error-prone parts of your job.
This guide will help you write business emails that are clear, concise, and effective. It will also help you avoid common mistakes that can make your emails hard to understand and read.
## What are business emails?
A business email is an email that is sent to a customer, prospect, or team member in the context of a business relationship. Business emails are often sent in response to a request from a customer or prospect, such as a request for a quote, a request to sign up for a newsletter, or an inquiry about a product or service. They may also be sent as a follow-up to a previous email or phone call, or as part of a series of emails or phone calls that build a relationship with a prospect or customer.
A business email is not the same as a marketing email. A marketing email is a type of email that you send to prospects or customers to promote your company, products, or services. For example, a marketing email might be an email promoting a new product, a service, or a special offer. Marketing emails are usually sent to large numbers of people at once, and they are often promotional in nature.
In contrast, business emails are typically sent one-on-one or to a small number of people. They are usually informational or transactional in nature, and are not promotional. For this reason, they are also called informational or transactional emails.
## Why do you need to write perfect business emails
Writing good business emails is important for a number of reasons:
1. It helps you build relationships with customers and prospects. When you send a business email, you are sending a message to a person or company that you want to do business with in the future. If your email is well-written and easy to understand, you will be more likely to get a positive response from the person you are emailing.
2. You will get more business. If your emails are clear and concise, they will be easier for your prospects and customers to read and understand. This will make it easier for them to decide whether to buy your products or services, and it will also make it more likely that they will buy from you.
3. Your emails will be less likely to be flagged as spam. Spam is a term used to describe unsolicited email messages that are sent to people who did not ask to receive them. If you send business emails, it is important to make sure that they are not marked as spam by your email service provider (ESP). This is especially important if you are using a free email service like Gmail or Outlook.com, as these services will often mark your emails as spam if they are sent from an email address that they do not recognize. If this happens, your emails will never reach their intended recipients, and you will not be able to communicate with them.
4. Writing business emails will make you a better communicator. Writing business emails forces you to think about what you are trying to say, and how you can say it in the clearest and most concise way possible. This is a skill that you can use in all of your communications, whether you are writing emails, making phone calls, or talking to customers or prospects face-to-face. It is also an important skill to have if you ever want to get promoted at your current job, or get a new job at a different company. Writing well-crafted business emails can help you stand out from the crowd, and help you get ahead in your career!
5. If you make a mistake, it will be easy to fix. Mistakes happen, and when you make them, it can be difficult to figure out what you did wrong and how to fix it. If the email you send is poorly written, it may be hard for your recipients to understand what you meant to say. This can lead to confusion and frustration on the part of your recipients, which can make it harder for you to get them to do what you want. If, on the other hand, you write a clear, well-thought-out email, your recipients will know exactly what you mean, and what they need to do in order to respond to your message. This makes it much easier to get your message across, and to get the response you want from your recipients.
## How to write great business emails
Writing a good business email can be challenging, but there are a few things you can do to make the process easier. Here are some tips for writing clear and effective business emails:
1. Start with a good subject line. The subject line is the first thing that your recipients see when they open your email. If it is not clear what the email is about, they may not open it at all. Your subject line should be short and to the point. It should tell your recipients what they can expect to find in the body of the email, and why they should care about it. The best subject lines are those that are short, and include a call to action (e.g., “Request for Quotation” or “New Offer”).
2. Write in the present tense. Business emails should be written in the present tense, rather than the past tense. This means that you should write about things that are happening now, rather than things that have happened in the past. It can be tempting to use the past tense when writing about something that happened a long time ago, but this can make your email sound old and outdated. Instead, write about what is happening now.