An email is a powerful tool in launching your business. According to the Radicati Group’s 2015 – 2019 Email Statistics Report, an average person receives about 96 emails a day. As such, it’s important for you to catch your receiver’s attention with a well-written message. Whether it’s for marketing or networking purposes, you can’t delete what you’ve written on your online letter once you’ve sent it. As such, it’s important to learn proper etiquette when sending them to avoid losing any clients or customers because of offensive or confusing language.
Apart from engaging your customers, keeping your communications clean is important for archiving. Here are email etiquette tips to help you send the perfect messages.
Use a Proper Email Address
When sending a business email, it’s essential that you don’t use your personal account to do it. Create a new account specifically for your business. If possible, link it to your website’s domain name to make it look more professional. For example, “[email protected].”
If you don’t have the budget for it yet, just add your name and your company’s name to the username part of the address, like “[email protected].” This way, your receiver will know that your message didn’t just come from a random spambot.
Greet Them Professionally
As much as you want to have a good relationship with your potential clients or customers, you shouldn’t greet them like your friends on email. Greet them as you would in a physical letter. You can’t go wrong with the classic “Dear [name],” or just a simple “Hi [name].” If you’re unsure of whom to address, use “Greetings,” or just “Hi.” Barbara Patcher, a business etiquette expert, said that people often have strong feelings about how you address them. They may not read the rest of your message if your greeting is off, she stated in her interview with Business Insider. She also recommended against using “To whom it may concern” and “Dear [job title]” because they’re way too formal.
Brief Introduction, Extensive Research
Start your introduction paragraph with a brief background of your company. Limit it to one to two paragraphs. Next, show your email recipient that you’ve done your homework by citing work they’ve done and why you’re impressed with it. Then, lead to your body by stating your proposition or request.
Keep the Body Short and Sweet
Whether you’re working with businesses or customers, you can’t expect them to have all the time in the world to read your email. People often read messages for only 11 seconds before going to the next one. Make sure to explain your points in the shortest way possible, and use bullets to separate different thoughts to make it more readable. Conclude the letter with a phrase that leads them into taking action such as, “We look forward to working with you.” If you want something neutral, a simple “thank you” will do.
Close it Properly
No email is complete without a closing remark. Career website The Balance suggests closings like “Best” and “Regards,” as they’re simple and repeatable for every type of client. After you’ve signed your name, provide contact details like your phone number, your business website, or even your company’s social media pages. This will help them reach you in a way that’s convenient for them.
These tips work perfectly with any business or marketing email. While this may be a safe way of doing things, it may also help to match your style with your recipient’s industry. Just stay respectful and you’re bound to get proper responses.