WRITING TEMPLATE | |
*Author | Thuy Pham |
Language | English |
*Title (<70 characters) | Business email format, how to write a letter with confidence |
*Meta description (<155 characters) | How to compose an effective business email and avoid embarrassing mistakes? Learn more now about business email format. |
Main Keyword | Business Email Format |
Sub keywords | Business email sample Business email structure Proper business email format |
Topic | Business Email Format |
Persona (target audience) | Workers who frequently exchange information with their customers over email.
Level of English: Intermediate |
Number of Words (estimated) | 1000-1500 |
By Aaron via unsplash
It is a truth universally acknowledged, that a white-collar worker who lives in this digital age, must be in want of learning how to write a proper email.
A good business email can lead to business success. While a bad email can harm a professional relationship, sidetrack your project, or cause damage to your reputation. Whether you are writing to a potential employer or sending a thank you note to one of your clients, you want to get your message across while remaining professional. Hence, an effective business email is what you need to ensure the successful delivery and reception of your message.
Clearly, effective communication begins with using the proper business email format. There are four main parts of a business email format you need to take care of before you write one: subject, salutation, body, and signature. We will take a look at the business email structure first before going through two business email samples.
1. Short and concise subject line
The subject line is the very first thing to catch the attention of recipients, so try to make it brief and accurate. Often, the best subject line tells the recipient exactly what contains within. When your recipient sees “Vinamarketing campaign reports attached,” there’s no ambiguity about why you’re writing. Be careful with your choice of words as it can reduce the open rate of your emails or even worse, it can direct the email to the spam folder of the recipient. Avoid using designations that could trigger the recipient’s spam filter, such as “Re,” a traditional office memo abbreviation for “Regarding,” or “Fwd,” meaning forwarded message. And one more thing, never leave the subject line blank, if you do so, it is highly likely that the email that you have spent tons of time to compose could just end up well in junk folder.
2. Appropriate salutation
Use a professional salutation for business email messages. “Dear Mr. Nguyen” creates a much better impression than “Hey, Nam” and reflects your image as a business person. If you do know the name of the recipient, use it. ‘Dear Name’ – as by not doing so you’ll be seem ignorant. If you do not know the person’s full name, use the person’s title (for example ‘Dear Vinaco Sale Manager’) or ‘To whom it may concern’ or ‘Dear Sir/Madam’. After all, you’re meant to be building a professional relationship with the person in question.
Leave a blank line after the salutation, then begin the body of the email. This pattern makes the entire message easier for the recipient to read.
3. Direct and informative body text
Follow email etiquette guidelines for your email’s body. Use polite language to make a request or explain a point. If you’re not sure the recipient will remember you or if you’re making contact for the first time, introduce yourself in the first line. “Thank you for speaking with me last Thursday regarding the Vinacola contract” will jog the recipient’s memory before you get into the details of the business at hand. Then you can consider mentioning to something that both of you agreed last time. Especially if you are negotiating something over emails.
4. Signature, close it with style.
To end your email with grace, firstly do add a blank line below the body paragraph of your email. Composing so makes it easier for your business partner to read. Secondly, possibly end the message with a polite sign-off, such as the formal “Yours truly,” “Sincerely” or even a short and friendly “Thanks.” would show that you care for and take the reader into the account.
Typically, these are essential elements of a good email signature.
Name, title and company. Your name tells the reader who sent the email. …
5. Contact information
. Your contact information should include some important components, your business website, phone number, social links (optional), logo (optional)
You have done a good job so far, keep it up. Let’s take a look at the following business email samples, now which one is good, can you tell?
By azriayob via pexels
The first one:
Subject line: “Important!”
Dude!
I’m wondering about our next meeting, thinking we can have some Phở at the place I told you last time. Next Tuesday maybe? No rush! Did you watch Dong Mau Anh Hung 2 last night? I think it’s ridiculous but my mom thinks it’s AMAZING. ☺ Anyway, yeah, cool. Speak soon, if you want. Don’t worry if not. Cheers! Dx |
The subject is too brief which can cause confusion. However do not attempt to write a very long one, it either can make the email seem difficult to reply to, the recipient may not open it immediately or at all. 3 to 8 words of title is recommended.
The opening is clearly too informal and impersonal – Even ‘Hi’ is not really appropriate for business emails unless you are familiar with the person you are writing to. Always think about the reader. Remember that people are unlikely to be offended if you are too formal, but some may think you are being rude if you are too informal.
There is the impression that the opening paragraph is not formal enough for standard business email, and it shows the unprofessionalism of the writer. And, the significant flaw is obvious, there’s no thank you for responding to the initial email.
The second paragraph is a poor attempt at adding a ‘personal touch’. As long as you’re professional, courteous and polite, there’s no need to throw anything like this in. Just because it is an email, not a letter is not the acceptable excuse for setting the standards low, or giving the wrong impression to your business partners and ruin the strategic partnership.
The third paragraph is far too casual and indecisive, suggests someone easily placated and generally not all that bothered. And emoticons, shall have no room in business emails.
‘Cheers!’ is best avoided, unless you’ve already developed a long-term relationship with the recipient. Even then, it’s not ideal in a business capacity.
Finally, always finish with both your full first name (at least) and a proper sign-off. This is far too casual and is what you might expect to see in a text message. You must remember that it’s incredibly easy to slip into bad habits.
Here is how you can rework the email above by taking into account of the proper business email format that we have just learnt.
Subject line: Request to Meet Next Tuesday
Dear Tien,
I hope you are well. It was great to hear from you – thank you for your time. Could we set up a meeting on this Vinaco contract? I can meet on Tuesday morning next week between 10 a.m.-and-12 p.m. Does the time work for you too? Let me know when’s best for you and we can arrange something. It’d be great to discuss this in person, rather than by email. If you have any further questions on this, don’t hesitate to ask. I look forward to speaking to you again. Kind regards Manh Vinaco CEO |
Now your email looks much better, the more you put your knowledge of business email format into practice, the more you feel comfortable and confident composing business emails.
To sum up about what we just have learnt about business email format, here are few things to keep in mind when composing a professional email:
- Apply a standard business email format. It is greatly valued in business communication.
- Use a diplomatic tone to show respect towards your business partners.
- Make sure you title your email clearly in the subject box as this helps the reader to refer to your email at a later date. Try to keep titles short and clear.
- Always open your email with an engaging greeting. It is finally your turn to implement what you have learnt about business email format.
- Be concise about the body text. Remember that some people receive and read hundreds of emails every day. Try to keep to a maximum length of five paragraphs. If your message is very long (for example, notes about a report) consider sending it as an attachment.
- Use bulleted lists and keep paragraphs short. If you are writing to someone for the first time, structure your email as you would a letter, with a beginning, a middle and an end.
- Don’t forget to sign your business email nicely as it is one final point showing your professionalism.