10 Tips for Writing an AWESOME BUSINESS EMAIL

10 Tips for Writing an AWESOME BUSINESS EMAIL


Do you write in English? do you write emails
in English? do you write business emails in English.? You do! Great because today we’re
going to look at the top ten tips for writing an awesome, killer business
email. Emails that will get you that interview, clinch that sale, or establish a better business
relationship with a client a contact or a work colleague. Emails that will kick arse
So stay tuned. Hello and welcome to LetThemTalk the channel
that goes deeper in explaining everything about the English language. And today we’ve
got the top 10 tips for writing an awesome business email plus a bonus tip at the end so stay
tuned for that. Now when it comes to writing business emails you need to get it right on
many different levels. The English language, the grammar of course but also the style of
writing and then there is the structure of the message itself the words you choose and
this even touches on psychology too. There are also some cultural considerations about
the way that we write emails in the English speaking world that may be different to the
way they are written elsewhere. And finally the formatting of a business email. It’s got
to look great as well as sound great. So we’re going to cover all of these today so that
you really get that email perfect. When emails first started being used for mass
business communication they were seen as an informal sometimes inferior alternative to
written letters. At the beginning if you wanted to send something important you sent it by
letter with a stamp. It started with “Dear sir ” or “Dear madam” or whatever and ended
with “yours faithfully” or “yours sincerely”. Emails were just a geek thing a useful tool
for sending around the office but not much more. Today however, email is used for everything
formal and informal. Everything has changed but email has kept this informality to this day.
Now there are exceptions such as if you’re applying for a job or you’re writing something
that might be used in a court of law so be careful about that but generally emails are structured
informally compared to a letter. Let’s get on to the tips. In most cases (I stress most cases) it’s ok
to use the first name in business communication. If someone has sent you an email which includes
his or her first name at the bottom then you should use it. It’s polite to do so. Avoid
using the surname, it sounds too formal and it makes a distance between the writer and
the reader. It’s ok to use the first name. Likewise at the end of your message sign off
with your first name. If your writing to one person then start the
message with “hello John”, “hello Jane”, “good afternoon Jenny” not just “hello” – . If you
have their name and you don’t write it after “hello” it seems a bit rude unless you have
multiple recipients. If you’ve already exchanged emails then it’s ok to write without any “hello”
just get straight into it. That’s ok. But don’t leave a blank “hello”. It’s rude. tip number 3 is. Keep it short. People are
busy the average office worker can receive dozens of emails every day. Don’t say “how
are you?” People often don’t have time to answer this question. Just say “I hope you’re
fine” and then just get the point politely and in a friendly way and leave. Don’t linger. tip number 4. The subject line should be short,
clear and catch the attention. Don’t just write “hello” make sure it gives the reader
a taste of what to expect in the email. For example if you’re applying for a job then
the subject line could be “Job application: Senior software engineer with 5 years’ experience.”
if you you’re writing a more marketing based email then a good thing to do is to write
a subject line that touches the curiosity or the reader. For example: “This new app
will turn the property market on its head. “If you work in the property field you’ll
probably read that one. Now we’ll move on to some tips about the English
language. And these tips can equally apply to native speakers of English who also make
these kind of mistakes. Go through your email and remove the word
“very”. And you’ll see it makes no difference in fact it enhances the text. If you use “very” too much
the email loses its emphasis for example “It was a very nice day and I was very happy to meet you
last week and I enjoyed the talk very much.”. ok a better way would be to write. “It was
a nice day and I was happy to meet you last week and I enjoyed your talk a great deal”. Much better isn’t it? If you want an email which is easier to read
and sounds more confident and more convincing then use the active voice.
So instead of saying. “The package was delivered by John” say “John delivered the package”,
instead of saying “The meeting has been scheduled for next week” say “We’ve scheduled the meeting
for next week”. Instead of saying “the work is produced to the highest quality”, say “We
produce the highest quality of work”. Ok sounds much easier, much more friendly doesn’t it?
So by using the active voice it sounds more friendly and more persuasive. Try to avoid using negative sentences. It
always sound more convincing to use positive language. So for example. “Don’t hesitate
to let me know if you have any questions”. Why would you say that? it contains the phrase
“hesitate if you have any questions” and that’s what your subconscious is understanding. “Don’t
bother me with any questions” A better sentence would be “do let me know if you have any questions”.
Another example of that would be. “Don’t forget to read our sales brochure” I read that and
the sales brochure goes straight in the bin. Instead say “do have a look at our sales brochure”.
I remember once I got an email from someone I helped out and in the email he said “don’t
think I don’t appreciate it”. What does that mean? Now for some formatting tips. Some of these
tips might be obvious and if they are then you can skip them of go out for a cup of
tea but I’m including them because I’ve seen these mistakes so many times. tip number 8 is svoid attachments. Avoid putting attachments in your email. A lot of communication
these days is done through mobile and downloading attachments is frustrating and time consuming.
Instead either put the message in the body of an email or put it on a web page and just include
the link to the web page in the email and your recipient will certainly appreciate it. use a sans serif or a serif font that’s fine but
don’t use a cursive font (I’m sure know what a cursive font is) and don’t use comic sans. Wingdings maybe yes, maybe no. Tip number 10 is NEVER use emoji. I repeat
that NEVER use emoji in a business email. Unless you’re 11 years. old.. “I’d love to
meet you for an interview” – smiley face. That’s going straight in the bin. Yes, I have
seen it. With your friends that’s fine but keep emojis out of business communication. And now for that bonus tip I promised you.
be original with your sign off You don’t have to say “kind regards” or “kindest
regards” or “best regards”. Of course it’s ok to do so but studies show that statistically
original and personalized sign offs get more responses. I have a friend who signs off “peace
and love”, ok if that’s going too far then just find something else which is original
and fits in with your personality. “Good vibes”, “stay mellow”, “with appreciation”, OK so
that’s the bonus tip show your personality with an original sign-off. Ok there you are I hope you found those tips
useful and if you have any business email tips of your own then leave them in the comments. I’d
love to hear them. Thank you for watching more English language videos coming soon.

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About the Author: Oren Garnes

29 Comments

  1. Thank you, great tips! Im my case, about 95% of the emails I send my clients have an attachment, usually an Excel spreadsheet, a report in Word or both. So, the email body is very simple, something like Dear John, I’m sending you an Excel spreadsheet with the results of our studies. Generally I end with Have a nice day, not very creative….The attached files are usually less than 3 MB, so I think there’s no problem attaching then to the emal.
    I’ve noticed Americans usually end their emails with Take care. So far, I haven’t realized what this means exactly. Take care of what? I guess this is not common in British English.
    I think it’s interesting that the word mail rhymes with sail, but although we just add an e to form email, the mail in email is pronounced like the mel in caramel. Not quite logical… I thought this was an American thing.

    Could you please make a video about how to write a good “curriculum vitae”? I think the common English word for this is bio data. You describe your graduation and professional experience.

  2. Another nice one. And comes in handy cause I just started working in a office. And it's even handier cause In fact, the company which I work for encourages writing in what they call "plain English campaign" which has many to do with what you just have taught. Much appreciated.

  3. I made changes to my way of sending email to my clients, became more profisisonal, I still have to create my signature. I will be creative, your tips will make the business more trustworthy. I really enjoyed it. You're great.

  4. For the well being of my email readers, I distance myself from showing my personality in my sign-off. Great tips, thank you!

  5. I have heard your advise, but what makes many emails not to be responded?? how can someone improve his emails?

  6. Loved your episode a lot.Specially the "personalized sign-off " is really appreciating one.Hope to see another episode on " Persuasive e-mail" .

  7. Dear Sir !
    What does it mean the phrase that you say evertime,"so stay tuned"?
    It will be your great kind to answer me.

  8. You are a great teacher and most importantly, your videos are informative and interesting at the same time. I am a dentist practising in India and currently preparing for IELTS exam. I follow you hoping that it could help me in my exam to score good. I would request you to make a video related to the IELTS exam it will help many students like me.Thank you

  9. I adore your pronunciation, many times I catch myself watching your videos only to hear this great speech. Tons of thanks !!!

  10. It is impolite to address somebody as "John" or "Mike" without them having suggested you could use the first name. Lessons in politeness should be provided by linguists who work in the discipline of pragmatics.

  11. Yes, I have seen the Emoji emails too!…with a person who was working with a legitimate investment company. I emailed them and told them not to use the emoji in the business emails. In the subject line of the email, mind you, they were using these emojis. I almost deleted it thinking the email was spam. The investment company did it again, needless to say, I no longer do business with that company. I have taken my investments elsewhere. It sounds shallow, but it is important to be professional especially when a client has already emailed you and let you know that was not proper business "netiquette".

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