The way an email is composed can say a lot about a business’s professionalism and image. Here are some points to keep in mind when composing and sending a business email:
Think of the tone
Short and overly formal emails can come across as stern and impersonal; however, friendly and colloquial emails can across as unprofessional. It is always best to remember that it is a business email, so it is a good idea to play it safe and keep it professional until the sender and recipient have developed a relationship.
Spelling, grammar and punctuation
Incorrect spelling, grammar, and punctuation are a quick way to ruin the business’s image. It shows a lack of attention to detail and also a level of laziness and carelessness. Email providers can be setup to check for errors in the text, but it is always important to read over the email twice before sending.
Keep it short and concise
Some clients may receive countless emails a day and don’t have time to read lengthy emails. A rule of thumb is to concentrate on one subject per email, anymore, and it is best to have the discussion over the phone or in person.
Businesses would not return a business call or attend a business meeting late so they should act similarly with their emails. It is respectful and courteous to reply to emails promptly.