How to write an effective business email ?
If you want to know how to write a business email, understand that it is simple but not always easy. The business email, by the way, is one of the most common channels of communication in the workplace. In many cases, it is the only way managers and executives communicate with a large number of people. In other cases, colleagues use it to collaborate, and if you're in business, you probably write them to communicate with clients and suppliers. Here are some easy steps and tips to keep in mind for business emails.
Your email will have at least four headers:
From: (your email@example.com)
Subject: (The main point of your email)
To: (Your firstname.lastname@example.org)
Sent: (Today's date)
You already know this. One problem I see students have is with the subject line. This part of the email announces briefly (very briefly) what the reader will read so he/she can pay attention to it, or read it later. Ensure the subject of the email is no longer than 6 words long (it's a lot like a headline in a newspaper). Also, avoid starting the email in the subject line, and try to avoid active verbs.
Sample subject lines: more research for project; new vacation policy; blended learning training next Tuesday.
Decide who your email is going to. It's important to visualize your audience clearly. This will set the tone for your writing. Certainly, there will be a difference in the writing voice and information of your email if, for example, it is going to a CEO, than if it is going to a colleague.
Decide what the purpose of your email is. Most business messages are fairly informational and routine. In many cases. they convey news, information relevant for a project or even instructions.
Decide what the main point of your message is. In an informational message, it can be an update, an announcement, or something your readers need to pay attention to. The main point of your message will be the locus for the rest of your email. Note: only have one main point for each email you send.
Some email writing tips
Keep your email brief, no more than screen full. Most readers have a very short attention span these days.
As mentioned earlier,focus your email around one central point. Avoid introducing any new information or topics. If you want to do that, write a separate email.
Ensure your wording is concise. Watch out for rambling too much. Did I mention most readers have a short on-screen attention span?
Use in-text formatting if you can (some email programs are better than this than others) including short paragraphs, bulleted lists, and underlining or bolding. (Be aware, your receiver's email program may not accept all the formatting you've included at your end).
Avoid chatroom lingo in a business email - Stay away from using "u", and "r" "b4" etc. Business email is not the same as using skype, texting or any other IM channel.
Consider drafting your email a text file first, then revising it and editing it. It's easy miss your mistakes when you write on screen.
Also.edit your work on-screen (some programs do have on-screen editors). Check and double check. s
Be sure you are 100% comfortable with the message before you hit send. If you are not, save your email in the drafts section and come back to it later.