Keep it Short
Business emails are always concise. Omit the unnecessary lines and keep the email to-the-point. Skip the small details and write something like, ‘if you would like to discuss the project in detail, please reach out to us'. Do not try to discuss too many things in one email. Discuss one subject at a time. When editing your email, cut out the petty details and keep it only 2-4 paragraphs long.
Proofread
Proofreading emails is necessary to fix typos, spelling mistakes, and grammar errors. You might also forget to attach a file that you had to. Proofreading your email will show you how the receiver will see it. Double-checking everything allows you to ensure that the email is proper and ready to send. When emailing a critical stakeholder, it is wise to let the supervisor or a colleague re-read your business email.
Keep the Audience in Mind
Behind a business email that you are sending, you should have a goal. If you are sending a quotation, your goal is to get it approved. Therefore, when writing the email, you have to consider the audience which will receive, process, and reply to your email. When sending a quotation, the receiver could be the assistant of the Head of Purchase Department and it will be processed at the Purchase department. Make sure to address the person receiving the email, add the necessary detail, and ask for their feedback, when composing the email.
Keep it Professional
When sending an email be courteous and polite. It is not a causal email to your friend; therefore, you need to keep it as professional as possible. Avoid asking personal questions and sounding rude. Greet them, apologize and thank them generously when required. Sound natural and unbiased in your emails and no matter how irritated or angry you feel about the subject of the email, do not display anger or frustration in your writing. Politely state the facts and stick to making the situation better.
Send a Follow-up Email
B2B emails have a very high chance of disappearing in the inbox because businesses receive numerous emails every day. If you are sending a business email for a certain purpose, make sure to send a follow-up email if they haven’t replied to your email. However, composing multiple emails for a client and sending all of them in one day might appear strange to the receivers.
If the email is about something important and you need to talk about it asap, give them a call or arrange a meeting.
