How to Write a Better Business email

Make business emails short, concise, clear and compelling. Pay attention to the following areas:

Content:

  • Create a meaningful subject line.
  • Make your purpose immediately clear using the first sentence. For instance,  “ I have included information on  . . .”
  • Front-load your first paragraph. Place all priority information in the first paragraph.
  • Tone: Communicate in a compatible tone. Does this client prefer off-the-cuff or formal interaction?

Style:

  • Engage with sentences: Use active rather than passive voice.  Use strong nouns preceding strong verbs.
  • Vary sentence length: Vary length, but shorter sentences are better than long ones. Don’t write any sentence that must be reread for meaning.
  • Keep flashy vocabulary tucked away. No one wants to grab a dictionary when reading an email.
  • Review: Spell check – please. Read it aloud; you will catch errors.

Form:

  • Brevity is key: The longer your email is, the more likely it is to be deleted.
  • CC with moderation: Only cc parties directly involved.
  • Include your signature. Your signature should include your contact, and any other relevant information. Spotlight your services.

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