What Is Business Email Writing? Importance, Skills, Benefits, Strategies and More...

Soft Skills

iSkillBox Learning

Tue, 04-Oct-2022





In today’s world, email plays a vital role in communicating with your business associates. Right from occasional updates to sharing information, writing flawless business emails are skills that you need today in any modern company. 


Unlike regular emails, business emails are crisp, polite, and always written with a clear purpose. When you compose engaging and informative emails, business emails can be effective. 


In this article, we are here to walk you through everything you need to know about business email writing. From benefits to the best strategies, we have it all right here. 


What is business email writing?


Today, almost every company uses email as their main mode of communication, for both internal and external correspondence. Writing a business email must be crisp and to the point. While the tone can vary from informal to formal, it should be clear and easy to read. The bottom line with business email writing is to keep the content professional. 


What Is Considered a Business Email


A business email is the one exchanged between clients, employees, stakeholders and more. It is used for updates or for sharing information pertaining to the company. 


Why Business Email Writing Is Important


Business email writing helps effectively and efficiently spread information-related products and services within the team and even to existing customers. It helps you express yourself professionally and take part in meaningful communication. 


What Are Strategies for Writing an Effective Business Email


With practice and the right set of strategies, you can easily curate flawless emails. 


Make Sure You Include Keywords in the Subject Line 


One of the amateur mistakes people end up making is writing a proper subject line.  Some people also neglect writing a subject line when connecting with new consumers. The subject line is exceptionally important. It helps you connect with the reader immediately. 


Greeting The Recipient 


At the beginning of an email, always make sure to greet the reader. If you know the reader, make sure you include their name to personalize it more. For example, 

Hi, Alex, 

Greetings of the day!”


Don’t Simply Go on and On


Remember, this is a professional email and not a personal one. Nor is it a handwritten letter. So, just stick to the point and say what needs to be said. 


Take Care of Your Tone 


When you are writing a professional email, you don’t have room for a lengthy conversation. And the reader can neither see you nor understand your body language. Hence, you must ensure that you don’t come across as pushy or rude. 


Ensure No Spelling or Grammatical Errors 


Always check your email before you send it. Ensure there are no spelling or grammatical errors. Also, follow all necessary email hygiene checks, such as don’t use all caps and make sure the attachments are present. Once everything looks good, only then hit send.


Closing Of the Email 


Finally, make sure you bid goodbye before sending the email. For instance, you can add ‘thank you’ ‘warm regards’ or ‘best.’ You can also include a closing line, before your signature, such as ‘looking forward to hearing from you soon.’ Examples of email goodbyes are;

  1. Looking forward to hearing from you soon!

Thank you,

Abraham 


  1. Eagerly awaiting your response. 

Warm regards, 

Abraham 


How Can I Improve My Business Email Writing Skills


Now that you know all the ingredients necessary to write a good email, let’s look at the tips that can help you out.


Keep The Email Clear and Concise 


Before you start writing the email, make sure the agenda is clear. Keep it well-structured and don’t waver from the topic. For instance, if you are replying to an email, this is how you can structure it. Make sure the email body is not very long and you can also divide it into multiple paragraphs. 


Hi Alex, 


Greetings of the day! 


Further to your email, ………


………………………………………….


Thank you!

Abraham 


Make Sure You Use the Best Subject Lines 


Subject lines are present to help you make the most of the email. They help you convey your message even before the email is opened. The subject line must be between 5-10 words. For instance,


Bad Subject Lines 

  1. Meeting 

  2. Need This Today 

  3. Resume 


Good Subject Lines 

  1. X Project Meeting: Sept 28. 2028 5:00 - 6:00 PM

  2. Please Fill Out the Necessary Forms Attached By EOD 

  3. Resume of Alex Gomes for the Role of Graphic Designer 


Keep Your Tone Professional 


Email communication doesn’t convey the nuances and tone of voice you want it to. Therefore, it is important to be polite. 


Bad Email Tone


Abraham! 

I want the reports now or else I won’t be able to finish my work in time!

Alex 


Good Email Tone 


Dear Abraham,


Greetings of the day! 

Thanks for all your work on the report. Is it possible to please send it before 4 PM so I don’t miss the deadline?

Thank you!

Alex 


Making Use of the Necessary Tools 


There are several tools today that can help you write excellent emails. Some of the tools you can use include; 

Predictive Writing Software: It is a predictive software tool, which you can use. So, if your writing skills are not very strong, this tool can help you out.

Grammar Software: You can use Grammarly to check the spelling and grammar of the email content.


How To Learn Business Email Writing


The best way to learn business email writing is to join a course as it will walk you through all nuances required to write a good email. Knowing how to write a proper email is a skill everyone must realise. Right from connecting with a potential client to requesting leave, everything is done via email. 


And if you are looking for the best business email writing course, join us today. Our comprehensive Business Email Writing course will help you become an expert in writing effective emails for workplace success.