The Basics Of An Effective Business Email

Writing an effective business email is a skill which is crucial in today’s professional landscape. An email that is clear, concise and well constructed with no grammatical errors can facilitate communication, enhance professional relationships and of course, ensure that your message is fully understood and therefore appropriately acted upon.

You should start with a clear subject line which should convey the essence of your email in a few words. Unfortunately many people still leave this blank and I am guilty of this myself on occasions, wrongly assuming that when the recipient sees the sender’s details that they will know what the email is about! Absolutely not the case! The wording should be specific enough to be able to inform the recipient about the content which will encourage them to open it. A good example is ‘Monthly Meeting Rescheduled Until 12/6’ instead of simply ‘Meeting’, which does not give any detail or sense of urgency.

Always use a professional greeting at the start of your email but tailor it to how well you know the recipient or their position within the organisation as there's a big difference between ‘Good Morning Mr Smith’ and ‘Hi Tom’, so make sure your greeting is appropriate. There’s a fine balance between being friendly, being professional and being polite! If addressing a department or a specific group of people, it is fine to start it with ‘Dear Team’ as this involves everyone.

Your initial sentence should state the purpose of the email as busy professionals will appreciate when the main point is addressed upfront. This immediately allows the reader to become aware of the email’s intent.

All business emails should be as straightforward and precise as possible.Use short paragraphs and bullet points to break down any complex information and avoid jargon or slang words. The aim is to effectively communicate your message in as few words as you can without sacrificing clarity. The tone of the email needs to be both courteous and respectful so ensure it reflects professionalism throughout.

Summarise the action items or key points towards the end of the email and it is here that you can provide a clear call to action if needed. Conclude with a well mannered and professional closing followed by your name and contact information.

Always proofread your email to check for any mistakes. Additionally, check that all attachments are included and that names and titles are correctly spelled as this reflects attention to detail and shows the email has been well constructed and carefully thought out.