Good communication is the heartbeat of any business, whether you’re talking to clients or looping in another team member. With about 60% of consumers preferring to be contacted via email, it should be a priority for any organization to use this platform the right way. Business email etiquette is all about that: building a reputation in your enterprise by minding your manners and ensuring you send messages that are well-written, clear, and compelling.
To put it simply, email etiquette comprises a set of guidelines and structures that dictate your communication as a business professional, and it can cover different aspects, from grammar and language to whatever is deemed acceptable behavior when using this type of written communication. Just as you would never build a house without a strong foundation, you don’t want to build communications with people without setting up email correctly right from the beginning. Below, we walk you through the rules for proper business email etiquette, so continue reading to learn more.
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Use a Professional Email Address
Think of your email address like your digital business card. You naturally want it to showcase professionalism, which is why you should ditch any quirky nicknames and opt for an email that matches your domain name. This builds credibility instantly and signals that your company is established, trustworthy, and organized, which is especially important if you’re reaching out to potential clients for the first time.
Besides, using a professional business email reinforces your brand name whenever you send a message, helping ensure people remember you and instilling confidence to engage with your business.
Incorporate a Direct Subject Line
You need to remember that your emails aren’t the only ones reaching your consumers’ inboxes. They receive emails daily, and one of the things that will help ensure yours stands out in a sea of unopened correspondence is a strong subject line. After all, this is the first thing they will see in their inbox, so it should be descriptive yet direct, so customers can easily understand what the email is about (if they don’t, there’s a good chance they will never interact with it).
Whether you decide to use trendy email subject lines or go for something simple instead, what matters is to always give context about the email’s topic without being either too vague or going overboard. Also, don’t use misleading subject lines. If you trick people into thinking the email is about one topic when it’s actually about something else completely, they will likely never want to hear from you again. Some straightforward subject lines you can use include: “Your order has shipped” or “50% off storewide and Free shipping.”
Introduce Yourself
First impressions are everything in business, and when you communicate with prospects via email, you want to be perceived in a positive light. Believe it or not, this is easier than you think!
It only takes a simple introduction to the email recipient to build a connection and create a friendly reputation in your organization. If it’s your first time contacting them, make sure to introduce yourself immediately and refer to them by their pronouns and name. Also, get straight to the point in your email and be sure to include contact information so they know how to reach you further.
Keep The Tone Professional
You know those emails with clever phrases and jokes you send to your friends? They’re fun, but definitely not in a professional setting. When sending business emails, you should never use inappropriate language, make religious references, talk about personal hobbies, or mention any other information that’s not at all related to the profession. If you do so, your reputation could be easily damaged and people won’t likely take you seriously.
Whenever sending an email, use a tone that conveys the exact attitude and feeling the subject conveys. Don’t use abbreviations, slang words, or emojis, because this can come off as confusing and unprofessional at the same time. If you’re writing an apology email, for example, you should include phrases like ‘Thank you for your patience’ and then let them know what measures will be taken to fix the mistake.
Always Proofread Your Emails
Proofreading can save your business from embarrassment, so you definitely don’t want to avoid this step. When considering what to proofread, there are a few things you should look at, such as spelling, tone, pronouns, names, sentence structure, and facts.
Read the email multiple times ( and out loud), and if you want to really make sure that your email sounds professional and has no errors, ask someone else to read it as well before you hit send. This will help you catch mistakes in time, double-check your CTA, and ensure your subject line looks good.
Incorporate a Sign-Off
Sign-offs add a personal touch to your business emails and help recipients feel valued, which is essential for building meaningful relationships. They are located at the bottom of the email and may differ depending on the email’s tone.
For instance, if you’re sending an introductory email to a client, you could say “Looking forward to hearing from you”, or “Best regards”, if you want a more professional touch. The sign-off is a good way to reinforce to recipients that they are talking to someone who’s trustworthy and means business.
The Bottom Line
Email is one of the main ways you will reach customers, and sticking to these tried-and-true etiquette rules will give your messages the polish they need to stand out in a sea of competitors. When your emails exude professionalism and high email etiquette standards, your customers are more likely to perceive you as a reliable brand with which they’d be more than happy to hear (and buy) from.
You don’t need a big marketing team to make your emails brand-building moments and ensure they feel thoughtful and consistent. It all comes down to paying attention to all the smallest details and doing everything with respect and care for your customers. So, elevate your email game today and craft messages that resonate, engage, and inspire action.