In recent years, business emails have played a major role. It allows you to communicate effectively with your employees, coworkers, partners, sponsors, and other business associates. Emails are essential for running a business. Business emails are an integral part of the workday for more than 25% who work remotely. This channel is preferred over text and video calls.
Emails to business contacts can help you build strong relationships. It is possible to communicate longer messages with no limit in characters and use visuals to explain the subject. Business emails can help you project a trustworthy brand image when done correctly. Your users will trust you more and be more inclined to take the actions you expect.
These points are a reminder of how vital business emails can be. Let’s now discuss how to make your business email more effective in 2023.
- Write a topic line that is relevant
In business email, the subject line is crucial. Be sincere and create a compelling subject line. Be clear about the purpose of your email. Inconsistent subject lines can be interpreted as spam and discourage users from opening your emails. Be as clear as you can. A compelling subject line is essential for email marketing campaigns. It should be concise and catchy. This will encourage users to read your email. A great subject line should include important keywords and briefly explain the reason for the email.
- Make a concise copy
Once users have opened your email, they will be looking for useful information. Avoiding to explain everything is likely to frustrate them. It is important to write concise copy that is easy to read and understandable so that the information is not lost.
These are some helpful tips:
- Concentrate on one topic. Keep it as simple as possible.
- Avoid using complicated words and technical jargon. Use a casual tone and write as if you were talking to a friend.
- Consider whether the sentence adds weight to the email. If so, edit the email accordingly. Anything that is not relevant to the purpose of your email should be deleted.
- You should make sure that the user doesn’t have to scroll very much. You must make it as simple as possible for them to access their emails via their mobile devices.
- To make your email easy to skim, use spaces between paragraphs and bullet points.
Active Campaign has sent this email with all the important points to encourage readers to download their Holiday toolkit.
3. A powerful voice should be used to match your brand’s personality
Emails should be concise, but this does not mean that you have to abandon your brand voice. Correctly address the reader. In formal business emails, avoid using the phrase “Hey there”. You can use “Hi” and “Hello” depending on the professional culture of the reader. Emojis can make your personality seem less professional and more casual. If you don’t want to appear professional, it is best not to use emojis.
You might find a lot of poorly written business emails in your professional inbox. Some may be inappropriate in tone or language, others might not be formatted properly, and some might ask for too much. These emails can be a great source of inspiration for you to learn what not .
Let’s take this example for an example: This email was sent by a random marketing professional.
Be consistent with your brand guidelines throughout communications. Recognize the fact that your reader is busy. You should write the copy so that they feel respected for their personal and professional time. If necessary, be kind and thank the readers. Reiterate the points you made in your first email if it’s a follow-up email.
4. A suitable signature should be added
Your signature is not only the subject line, but also the copy. This gives you the opportunity to make an impression on the readers. Add social sharing links, contact details, or any other information you feel is important.
Here is an example of an email signature that works. It contains the sender’s name, website and links to client testimonials and case studies. It will spark curiosity in the reader and increase their trust. They will respond to your email and take action.
A good footer (or signature) for brands would look something like the following. The signature includes all important navigation links as well as the unsubscribe link.
5. Before hitting the Send button, proofread thoroughly
Emails for business should be written in perfect English. Grammatical errors can frustrate the reader. This can lead to spam complaints rising and causing subscribers to unsubscribe. Before you hit the Send button, make sure to proofread all of your emails.
Consider how people prefer their brand name written. Mailchimp used to be known as MailChimp, but they now call themselves Mailchimp. HubSpot prefers to use a capital S in their names. Although it may seem insignificant, such details would be important to anyone working at HubSpot. All it comes down to their branding guidelines.
It is best to have it reviewed by another member of the team. This will allow you to get an objective opinion and help improve the copy. You can also use Grammarly or Hemingway App Editor to improve the tone, usage, and readability of your copy.
When sending business emails, it is important to think about the recipient. In addition to the above, consider the time zone differences. It doesn’t matter if you are in Australia, but it might be “tomorrow”. In India, it may still be “today”. You must have a keen eye for details if you want to write business emails that work.
Scoop.it Blog published the article How to Write Business Emails that Work Like Magic in 2023.
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