Editor’s note: This is a guest post by James Daily, Content Manager at Flash Essay.
Writing business correspondences has always been a touchy subject. The writer has to encompass everything they want to say in a professional, cohesive and understandable manner all while paying attention to small details.
This is why most business emails are written through meticulously created templates that suit each individual company’s culture and policies. Jason Chase, a PR and content marketing consultant working with SupremeDissertations put it simply: “Flopping on your business email first impressions will likely seal that particular door shut for good – pay attention to what you say.”
Whether you are a freelance individual or a company salesperson – business emails matter. With that said, let’s take a look at several tips and guidelines that can improve your business email writing skills for the better.
Subject Lines Matter
Emails rarely end up being read if the subject line is cheap and uninteresting. The first contact your B2B receiver will have with the email will be through its title. Be concise, direct and to the point with what you are about to present to them.
Whether it’s a business offer, a partnership proposal or a simple brochure doesn’t really matter. What matters is that you take your own brand and services in a serious manner so that everyone else follows suit.
If you don’t know how to effectively craft subject lines according to your business’ culture, you can check out RatedByStudents for professional help. Finding a writer that can accommodate for your writing style should be a matter of several quick and easy clicks.
Simplicity and Organization
Business emails are no different than yesterday’s business letters. Each phrase, sentence and paragraph break matters more than you think. It’s often a good idea to organize your thoughts on a local word processor or a notebook before you start writing the email itself.
This will allow you to objectively look at your writing and cut out any unnecessary information early on. Be direct and understandable in your terminology without delving into industry lingo or phrases only experts would understand.
If your business email relies on such conventions, include a small guideline with explanations for each word. You can employ a service such as Readable.io, GetGoodGrade or HotEssayService to format your email properly before sending it. In the end, you can submit your notes to a professional writer and have the email written if you are short on time or experience.
Announce Your Position
Most business emails contain footers with information about the sender. Don’t rely on the footer since it can often be cut from the final email’s body and leave your receiver in confusion.
Instead, use the opening lines of your body to announce your position within the company and your first and last name respectively. Establishing a professional tone early on will make sure that you are taken seriously even if you are not in a managerial position.
This is especially important if you work with international clients with poor handling of business English vocabulary. In that case, it may be wise to use a service such as IsAccurate to translate your business email into a target language by a professional writer. After all, taking all the precautions available is always better than fixing mistakes afterwards.
Create Several Templates
Once you get the hang of writing emails and properly addressing your recipient, you should consider creating email templates. You won’t always have the time to write business emails from scratch, so categorizing them might be a good idea. You can categorize your emails based on their intention (sales, promotion, etc.) as well as the recipient (client, customer, company).
Once you create a small system of templates using Google Docs, Trello or a similar tool, you will streamline your writing process and make it much easier to send correspondences without worrying about initial formatting. If you need help with creating adequate writing templates, you can check out RewardedEssays as a means to get help from a professional writer.
Proof, Edit, Format
Lastly, the most important part of writing business emails is making sure that they are grammatically correct. There is nothing worse than sending an email riddled with simple formatting mistakes or proofing errors.
Your clients and B2B partners might overlook a small error in your writing but don’t let them pile up. Any mistakes you make in writing will lower your reputation that much the next time you contact the same person.
After all, you want to establish trust and professional relations with the recipient – not have them correct your writing mistakes for you. Using tools such as Grammarly or Hemmingway is a great way to ensure the grammatical correctness of your emails and to format them adequately.
Writing Still Matters (Conclusion)
It’s easy to see the significance of writing even with all the technological advancement the corporate industry has made. A good business email can open doors that you never would have thought would open. Invest into expanding and honing your business writing skills by looking at the emails that keep showing up in your inbox.
James Daily is a professional writer and content manager at Flash Essay. When he is not involved in career-related tasks, he follows his other many interests, including astronomy, psychology, and cinema. Feel free to contact him via his personal blog Brainished.