Doing business in practically any capacity these days means getting involved with technology. Whether you are using an instant messaging platform at your business for internal communications or if you frequently send out emails to clients and customers, communicating in business goes far beyond picking up the telephone.
For this reason, it is vitally important that anyone looking to make their way in the world of business be able to master the art of the business email. It can be tempting to allow an email to be casual and on the less-professional side of things. However, if you are looking to build a relationship with a potential client or business partner, then it is vitally important that you learn how to craft the perfect business email.
Here are three components of a successful business email that you should look to use every time you sit down to write one.
1. The Signature
It might sound a bit backwards to start things off at the end but creating the perfect email signature for your business emails is an important step and one that should be done ahead of time. Firstly, it is important to note that the signature at the bottom of all your emails should be consistent each time. You can set up a signature and have it automatically embedded at the foot of all of your business emails using an email signature manager.
The precise components of your signature will depend on your role and business. You should obviously have your name and title as well as the name of your business featured prominently. Other ways of reaching you, such as your phone number, should be there are well. It is also a good idea to embed branding material as well. Keep things consistent with your other branding materials in regard to font and color.
2. The Subject Line
When it comes to writing an email of any kind, the subject line is just as important as the content within the email. You should take some time to craft the right subject line that will get the recipient’s attention while also being informative about the content. The wrong subject line can actually lead to confusion and an immediate delete of your email if you aren’t careful.
This fact is particularly true if you are reaching out to someone for the first time. If this is the case, ensure that your subject line isn’t too generic or salesy as this can deter someone from ever reading your email at all.
3. Good Grammar
No matter what information your email contains, it can be immediately disregarded or simply not taken seriously if it is riddled with grammar and spelling errors. Take care as you are writing to make sure that such things are correct, and you should never send an email without first re-reading it to check for mistakes. Poor grammar is unprofessional and off-putting to people and should be avoided at all costs. It would be beneficial to have someone else read over your emails before you send them as well as yourself.