Emails are still the most important communication tool in business. Nevertheless, professional emails are still rare.
Every e-mail is always an advertising and image maker. That’s why we have summarized the five elements of a professional email for you.
* Source: Statista.com
Table of contents
How to write professional e-mails and the advantages of doing so.
What characterizes a professional e-mail?
A professional e-mail …
- … can be recognized by the company domain in the sender.
- … is polite, comprehensible and correctly formulated.
- … is well structured and concise.
- … radiates seriousness.
- … strengthens the image of your company.
5 elements of a professional e-mail
1. the ideal subject
The subject line is the first impression you leave with the recipient.
He will therefore be pleased if you take the following aspects into account:
- Keep it short and simple. The subject line should not be cut off on mobile devices.
- Do not write complete sentences.
- Avoid using filler words.
- Abbreviate words such as and, or, regarding, etc.
- Get to the heart of your request.
2. the apt salutation
The salutation expresses appreciation for the recipient.
However, it can also be a sign of hierarchical thinking. This is why companies today often use the neutral form “ Hello Mr. Mayr,”. However, this can be interpreted by some recipients as a sign of a lack of respect (and not general equality).
When in doubt, you can’t go wrong with the classic “Dear Mr. Mayr”. A less formal, but still polite variant is “Good day Mr. Mayr”.
Finally, the phrase “Dear Mr. Mayr,” creates a friendly atmosphereamong colleagues and business partners.
3. the crisp content
Write as little as possible and as much as necessary.
- Always formulate complete sentences. Even for short messages.
- Summarize complex issues in a concise introduction.
- Organize individual aspects into paragraphs, possibly with headings.
- If possible, use bulleted lists.
- Write essential information in bold.
- Refer to files in the attachment.
- Avoid filler words and empty phrases.
4. the correct language
Correct spelling and grammar are not optional. After all, they are part of good manners. Correct language also conveys respect and appreciation.
- Proofread e-mails before sending them.
- Keep it simple and avoid foreign words.
- Explain technical terms that cannot be avoided.
- Formulate your concerns clearly.
- Do not use the subjunctive.
5. the crowning finale
- Briefly refer to your request again
- Formulate clearly,
- what you want from the recipient,
- until when you want it and
- in what form.
- End your message with a suitable greeting.
- Place your signature including contact details and logo.
Common greetings at the end today are “Best regards,” “Kind regards,” or “Yours sincerely,”. Individual variations such as “Best wishes from your print shop” or “Kind regards from Linz” are also popular.
The form “Sincerely yours” is rarely used nowadays.
Providing additional incentives
Business emails are used to exchange concerns and facts. Nevertheless, you can discreetly draw attention to offers, services and news.
Here are a few examples for inspiration:
- Advertise a special offer discreetly in the post Scriptum:
“PS: Until 25.04. we grant you 30% on all garden furniture in stock.”. - Are you celebrating a 10th anniversary? Replace the logo in the signature with a corresponding anniversary version.
- Link your blog or the registration page for your newsletter in the signature.
- Place and link your social media profiles in the signature
Conclusion: Advantages of a professional e-mail
Writing professional emails is not rocket science.
A certain amount of additional work is to be expected initially. However, this quickly pays for itself:
- Structured content allows the recipient to better understand the situation,
- which prevents misunderstandings,
- queries are reduced and
- processes accelerated.
- Appreciative and respectful wording creates sympathy,
- has a positive effect on the brand and
- thus generally improves the customer dialog.
- Professional correspondence looks serious,
- underlines your competence and
- creates trust in your expertise.
- You can also create added value with subtle incentives.
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