Writing an email to someone doesn’t have to be overly complicated, yet I get asked all the time “How do I write an Email for Business?”. In response to this, I have put together some pointers. Hopefully, this article will give you some tips on how to write a business email and be successful in your message.
Table of Contents
Consider your Audience
Who do you want to send the message to? Think about the audience of who will be receiving your email. If you have a large audience you may speak more high level vs. someone who already understands the concepts you are talking about. Are you writing an email for a service or an email to keep in touch with your business clients?
There are many different things you need to consider when looking at your audience. How you write a business email will largely depend on who it is being sent to. Who is your ideal client? Are you targeting them? Is this email a business email to your boss or a coworker?
Segmenting email lists or audiences is a great way to help target your message. Whether you do this via an email program like MailerLite or Flodesk or create different distribution lists or simply add and remove people as appropriate, it’s important to consider who is going to see your email.
Pro Tip: If you want to write a business email to a subscription list being able to send your email only to those who have shown interest in your topic in the past will increase your open rate as well.
Get to the Point
When you write an email for business, you don’t want to be all over the place. Make your email as short as possible but still laying out your foundational points. If your email is more than a few paragraphs, then you may need a meeting instead of an email. Emails should be short and sweet whenever possible.
Now, this is slightly different if you are creating a newsletter email. There are different strategies for a weekly or monthly newsletter. In those types of emails, you want to include some fun content as well as content that helps your audience and isn’t all sales; all the time.
If you are replying to an email, you need to take time to think through multiple points of view. Are you making the best decision based on facts? Are you emotionally driven? Understanding different points of view will help you be more accurate and responsive to the email content. When you write a business email you want to be understanding but also professional and positive whenever possible.
Consider current events. Writing an email about a pandemic and working from home during it is very timely, but writing about traveling during a crisis may not go over so well. This ties back to knowing your audience and what they want you to deliver, what problem you are solving, or how you can help the other person.
Call to Action
When you write an email for business you need to tell people what you expect of them. Lay it out and tell them what you expect them to do. Are you sending the email for informational purposes? Are you sending it because you want a reply? Are you sending your email to get assistance?
No matter what your purpose is, you need to make sure your audience knows what you expect from them. Tell your audience to click the link, ask for a reply, etc. Make it easy, so your audience is not second-guessing what to do. If I have to second guess, I just delete it… Oops!
If you have lead magnets using them at opportune times will make great calls to action. Purposely interject those into your content, signatures, and conclusions.
Include a Signature with Contact Info
Other than just hitting reply, do your audience members know how to contact you? Did you tell them where to find you or maybe call you if they have questions? Not all contact information is appropriate for every situation.
You may not want your phone number out to a massive amount of people but instead may want to direct them to a contact form or ask them to reply to you. No matter how you want them to get in touch with you, give your audience multiple opportunities/avenues to get a hold of you if they want.
Probably the most important part of how to write a business email is making sure you proof read it. This is important no matter what you are doing. If you are replying, writing, or putting something in correspondence you want to proof read it. At the very least, you will catch major errors.
So hopefully you have a better idea of what you should include in your emails or how to write them effectively. When you write a business email, there are a few things to consider but overall be yourself and make your expectations clear.
I hope you enjoyed this post and found it useful. I would love to have you come over to my Facebook Business Page or the Inspiring community group to hang out, get business tips, and learn how to make the best of every situation.