Emails: The 7 Dos and Don’ts of Business Writing

Email is an essential part of business communication. It's fast, efficient, and can be used to communicate with people all over the world. However, there are a few things you need to remember when writing business emails. In this blog post, we will discuss the 7 dos and don'ts of email etiquette for business purposes. Follow these tips, and you'll be on your way to writing effective emails that get results!

Do use a professional tone

When it comes to dos and don'ts of email then this is a must thing to do. Email is a formal medium, so it's important to use a professional tone in your writing. This doesn't mean you need to be stiff or formal, but you should avoid using slang or overly casual language. Remember, professional emails are very much different from text messages. You should choose professional words and sentence structure. Your tone can also be predicted from caps and italics. Let's see how the reader perceives them.

Caps

When you write in all caps, it comes across as shouting. This is not the tone you want to use in a business email. Stick to using normal capitalization for an appropriate tone.

Italics

If you need to emphasize something, try using bold or italics instead of all caps. This will make your email easier to read and won't come across as aggressive.

Do use a clear subject line and add required recipients

Subject lines matter a lot. Your subject line should be clear and descriptive, so your recipient knows what the email is about. A good subject line can make all the difference in whether or not your email gets read. So make sure to keep it short and to the point. Use keywords that will be easy to search for and be specific. Also, avoid using "RE:" or "FW:" unless absolutely necessary.

When it comes to recipients, only add those who absolutely need to be included on the email. There's nothing worse than getting an email that's not relevant to you. So, before hitting "send," double-check your recipient list to make sure everyone on it needs to be there. There are cc and bcc options available to send a copy or hide the email addresses from others, use them accordingly.

Do keep your emails concise and to the point

No one wants to read a long, rambling email. Get straight to the point and be as concise as possible. Your recipients will appreciate it. The normal attention span is about eight seconds. So, make sure your email can be read and understood in that time frame. If it's too long, chances are your recipients will skim over it or not bother reading it at all. There are chances that they will miss your important information. So it's good to use short paragraphs, clear headings, and bullet points to make your email easy to read.

Don't use a generic greeting

When you're writing a business email, it's important to use a specific greeting. "Hi" or "Hello" are too informal for most business correspondence. Instead, try using "Dear [Name]" or "Good morning/afternoon." This shows that you've taken the time to personalize your email and makes it more likely to get a response.

Don't use excessive punctuation

Using too much punctuation in your email comes across as unprofessional. Stick to using one exclamation point, if at all. Also, avoid using more than two question marks in a row. This is just annoying and makes it difficult to read your email. Using exclamation mark and words such as "free" should be avoided because they increase the chance of your email being marked as spam.

Don’t copy and paste content from other sources without attribution

It's important to give credit where credit is due. If you're copying and pasting content from another source, make sure to attribute it properly. This shows that you're not plagiarizing and helps your recipients understand where the information is coming from.

Don't forget to sign off, include a signature and say thank you!

When you're finished writing your email, don't forget to sign off with a courteous closing. "Sincerely," "Best regards," and "Thank you" are all appropriate ways to end a business email. Ending your email with a courteous thank-you shows your appreciation for your recipient's time.

Every business email should include a signature with your name, title, company, and contact information. This makes it easy for recipients to get in touch with you if they need to. It's also a good idea to include links to your website or social media accounts. This makes it easy for recipients to learn more about you and your company.

Do proofread your email before sending

This may seem like a no-brainer, but you'd be surprised how many people don't proofread their emails before hitting send. Always take the time to read over your email before sending it off. This will help ensure that there are no errors or typos. It will also give you a chance to make sure that your email is clear and concise. If it's not, now is the time to edit it.

Emails are a necessary part of business communication, but they can be tricky. It’s important to remember the dos and don’ts of email writing so your message is clear and professional. This was a guide to help you if you ever get confused by an email. Miscommunication can happen easily in this format, so make sure to follow these tips!