As an essay writer, you must know how to write a business email. In your day-to-day communication, writing emails might end up becoming a constant activity for you, and you cannot afford to make mistakes.
An email is a professional way of communicating with people. How you write it will determine many things about you – from your personal to your professional or business life.
Hence, it’s better to learn how to write a corporate email correctly or hire a qualified essay writer who can help you compose a flawless email.
Still, if you don’t want to involve essay writers and would love to do this yourself, we have ten steps that can help you start writing emails like a pro in no time.
Have a Subject Line
Admit it; the first thing you do when you get mail is to check the subject line. That usually determines whether the mail is worth your time or should end up in the trash. That’s precisely what someone else would do once they get your mail.
Your mail’s subject line is as essential as the body of the mail itself because it gives the reader an insight into what your mail is about. So, before you hit the send button, check again. Is your subject relevant to the body of the message? Is it too long? Or does it sound too friendly? Answer these questions and make the required adjustments.
Start with a Polite Opening
You must always start a corporate mail with a polite opening. A polite opening is anything you wouldn’t say to your friend. So scrap out “hey” or “hi” in your professional emails. “Hello,” “Good Day,” or “Greetings” are better options. You can include the recipient’s name if you know who it is, and if you don’t, kindly leave that out.
However, you also have to be conscious of the mail’s purpose. For instance, if you’re applying for a job, you should include the title of whoever you’re sending the mail to. If you aren’t sure who would be receiving the mail, you can say, “To whom it may concern.”
State the Purpose of the Mail
Your opening line should state the reason why you’re sending the mail. It should be brief and concise so that the recipient would know what to expect while reading the message. It’s almost the same as your subject line, only more explanatory.
Avoid the Use of Caps Lock Throughout Your Email
Whether it’s a professional email or not, you should never write your emails in caps lock throughout. It usually gives the impression that you’re yelling, which might not sit well with whoever is reading the message.
In the same vein, avoid words like “must-read” or “urgent” in your mails; it will make you sound demanding and forceful.
Make sure that you remain polite throughout the mail. Use the appropriate corporate terms for corporate emails. Also, remember that words like “please” and “thank you” go a long way in the world today – they are the magic words, after all. Learn to incorporate them in your mail, but don’t overdo it. In a bid to sound too polite, you might end up sounding over-friendly, and this will be highly frowned upon.
In line with politeness, avoid making demands or giving commands. Instead, you can make a request or politely inquire about something.
Make Your Emails Short
This isn’t an informal letter. No one is interested in reading too wordy messages; they don’t even have the time to. So whatever you do, keep your emails short and straight to the point.
The best order that your mail should follow is:
- Greetings and Introduction
- Reason(s) for the email
- Explain further
- Sign off
It is that simple! Writing more words than is necessary for an email can be stressful to whoever is reading it, and they might end up not reading the whole thing. Only short and easy-to-read messages get favorable and prompt responses from their recipients.
Check Your Spelling and Grammar
You honestly can’t afford to make grammatical errors in corporate mail. A mail fraud with grammar and spelling errors screams unprofessionalism, and no one will take that message seriously. Before you send that mail, double-check for errors and correct them. You can also have someone look at it for you to confirm that you aren’t missing anything.
Use Simple Words
While you may be tempted to impress whoever you’re sending the mail to with long and complicated words or phrases, don’t – it’s counter-effective. For one, you might not understand those words yourself and end up writing the wrong thing, or you can make the mail challenging to read by the recipient.
To avoid either of these issues, stick to words that you know and understand. There’s no special award for sounding learned or informed, so keep things simple for you and your reader.
End Your Email Professionally
The ending of your mail is as important as the beginning. There are different ways you can sign off a professional mail:
- With your first name and surname;
- With your first name and the initial of your surname;
- You can also include your job title if you have one;
- You can also include your personal information, like your contact info and your signature. Your company’s website URL can also be included;
- End with words like “Sincerely” “Kind Regards,” or “Best Wishes.”
Proofread Your Email
Once you’re done writing your mail, ensure you read it repeatedly to confirm that it makes sense and follows all due process. Ensure your sentences are well-structured and flow naturally. You can run your message through a spell check to confirm that all your words are well spelled.
Once you’ve followed all these steps and confirmed that everything is fine, you can then hit the send button. A corporate email isn’t difficult to write; you have to know what you’re doing.
You can also delegate your writing to a professional team of essay writers at AdvancedWriters. You’ll get better at composing any essay in no time.