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How to Write Professional Business Emails

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Did you know that the first electronic message was sent way back in 1970? Since then, emails have been gradually replacing other modes (i.e. fax machines) and have completely revolutionized how we send letters. Today, emails remain the most important and widely used channel for business communication. From email messages to your closest partners all the way to cold emails that help widen your network, writing business emails is an essential skill that should be mastered by anyone who wants to keep their business growing.

So, what exactly is a business email? Well, the main difference between business and personal correspondence can be observed in the structure, tone and purpose. Business emails adhere to the rules of composition, grammatical correctness, and a respect for the etiquette if business culture. But while business emails can sound super formal, there’s no need to use extremely complex sentences with rare vocabulary. On the flip side, you also can’t sound disrespectful or lazy. It’s a balance of being straightforward but not rude, positive but not too cheerful, polite but not too dry and well organized but not pedantic.

Business Emails: Format and Address

Your average business email may seem straightforward, but the devil is in the details. The accepted format for business emails should start with your address, recipients address, and a professional subject line. Next, you’ve got your greeting phrase, opening line and body. After which you’ll want to add a closing line and sign off with your full name, company job title, and contact information.

Now for the email address. While you can’t do much about the address of your recipients, you can definitely make yours professional looking. It also can’t give away too much information about you. For instance, an address like gives us a hint that Jane uses free email service, is about 30 years old and possibly lives in Japan. If you didn’t know it, many HR professionals and business leaders consider certain email addresses an instant giveaway that the sender doesn’t pay attention to details. It’s the same as receiving a tacky business card decorated with low quality clipart.

How to Compose Your Business Email

For a business email to be effective, it needs to be personalized and match the specific situation perfectly. This especially applies to the main body of messages. Of course, it’s impossible to provide ready-made templates for every single occasion. However, the most successful emails follow one of the common patterns in a similar structure.

3 Strategies for Writing Persuasive Business Emails

1. Apply before/after contrasts in your business emails

As with most emails, you need to start by describing a current state of affairs. You paint a somewhat worrying or bleak picture, then you describe a bright future waiting ahead for your recipients. The important goal here is to create two contrasting elements where one oi negative or lukewarm while the other is bright and optimistic.

All you need to do now is introduce or plug your products and services that will serve as the bridge towards the two states. Make sure the recipients understand that what you bring to the table will enable a smooth transition from the negative element to the promised land of milk, honey and sales. Just be careful not to spook the prospects too much.

2. Write business emails that create desire

One of the most effective strategies for selling is to appeal to people’s positive emotions and arousing their enthusiasm. Of course, this type of approach calls for earning more personal engagement with the recipients. Try to grab the attention of your readers and express excitement in including them in your scheme.

You can’t stress enough how much the recipients’ involvement is required. Ask questions, provide answers and use calls to action. What you want is to induce a kind of gold fever for the products and services you’re providing. Although the other examples here show a more or less passive recipient, this strategy calls for making everyone feel like they are a part of your team from early on.

3. Write business emails that point out specific problems along with solid solutions

In this formula, you simply take a similar approach to the one above. Only difference is, you’ll be focusing on the negative outcomes. As opposed to painting a picture of a bright future, you try to create a strong sense of dissatisfaction, endangerment, or urgency to take action. Pick out a potential problem and agitate it. However, don’t go overboard and blow it out of proportion – a strong argument will work wonders.

Be detailed and elaborate on different scenarios that might turn detrimental to your recipients business. In the precious structure example, you created a positive impression and introduced something to help achieve it. In this case, you want to employ negative emotions such as fear or anxiety and offer a remedy. The main objective is to build up a ton of tension, and then release it.

Signing Off and Email Signatures

As we wind up, remember to sign off with common, professional phrases customarily used in writing business emails. The following sign offs are all acceptable:



Best Wises

Thank you,

Warm Wishes

-Yours Faithfully

Try to avoid informal sign offs such as cheers, Thx, Blessings, e.t.c.

As for the email signature, it presents a professional way for you to present your business to everyone. A simple signature will do, but you can get a bit creative with it as well. Checkout our previous article on how to write email signatures that boost response rates to find out more.

Conclusion on Writing Professional Business Emails

There you have it folks, that wraps up our topic today on how to write professional business emails. As things stand, email is not going anywhere anytime soon. It still remains the safest and most preferred mode of communication for businesses all over the world. To help you write even more compelling emails, make sure you grab the right tools for the job.

Veloxy Engage is probably the best email template builder in the world. Not only does it save you loads of time with ready templates, it also boasts an array of added benefits. These include mail-merge, email tracking, engagement analytics, and most importantly, CAN-SPAM compliant bulk email. Engage will help you write incredibly professional emails without much effort on your part.

There must be many good reasons users keep giving Veloxy 5 star ratings on:

Give Veloxy a try and join the long list of satisfied customers today.

Peter Daniels

Peter Daniels

Peter Daniels has written 100+ blog posts on sales. From Salesforce adoption to email marketing, and fields sales strategies to cold calling tips—Peter's is committed to helping sales professionals all across the world.

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