How to Enhance Your Business Email Writing Skills

The world has not given up on emails. Even though we can chat on social media or instant messaging apps, one thing is certain—email is here to stay.

This medium has proved useful for business owners, employees, marketers and regular people. They leverage it for various reasons and it doesn’t let them down. The power of email is obvious in the number of people using it.

According to Statista, 4 billion people use emails worldwide. This number is set to grow to 4.6 billion by 2025. As years pass, emails will remain the go-to tool in business communication globally.

Given how important this medium is, most employers expect that their employees have great business email writing skills.

Do you think you can improve your skills? Interested to know how you should approach each email? In this article, you will learn how to enhance your business email writing skills so you can improve your communication.

Tips to enhance your business email writing skills

Almost 320 billion emails were sent in 2021. Email is the main means of written communication for most people in the business world.

If you are expected to send business emails, you must make sure they are professional and well-written.

Tudor Armand Ciuleanu, the founder of RebelDot, always points out that business emails should be flawless. “Nothing puts people off than seeing that someone addressed them with a wrong name or title. This shows them you’re careless,” he said.

When you send emails to family and friends, you probably let a few grammatical errors slip in. You should, however, avoid this practice when communicating with your colleagues and clients. Leaving a good impression on them is paramount.

Unfortunately, you won’t do that if you come across as unprofessional.

What can you do? Learn how to enhance your business email writing skills by following these tips:

  • Optimize your subject line
  • Get straight to the point
  • Use professional etiquette
  • Always proofread your emails
  • Double-check before sending

Let’s go over each point below.

Optimize your subject line

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mage Source: Berklee Online

For some reason, people overlook the importance of a good subject line. They believe that they should focus on the email’s content more than on its “title.” The truth is—you should focus on every aspect of a business email.

The subject line should state the purpose of your message clearly. Consider these two subject lines:

  1. “Meeting”
  2. “Meeting With the Content Department on February 15th”

Which one gives out more details? The second one. Even if you don’t read the entire message, you gather, from the subject line, when the meeting will be held and with whom.

Let this be the rule you should follow when you write the subject line: Make the purpose of your email as clear as possible.

Get straight to the point

The business world is dynamic. According to a survey, an average person receives around 100 emails for work per day. With a huge number of emails that arrive in a person’s inbox, you should get straight to the point.

No one has time to read through a long email. This means you should be clear and concise. Don’t go into irrelevant details that have no value for the reader. Using a sentence rewriter tool can come in handy when reviewing and editing your emails.

We know it’s tempting to write a longer message to your recipients. You want to cover every information and brief your colleagues. The best business emails, however, aren’t two pages long. They are actually short.

According to Boomerang, the ideal email length is between 50 and 125 words. Keep this in mind when you write your next email.

Use professional etiquette

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Image Source: Freepik

Professional etiquette extends to business emails as well. Whether you’re messaging your colleagues, boss or clients, keeping this etiquette in mind is imperative.

How can you adhere to the rules of professional etiquette? By following these rules:

  1. Be conscious of your recipients
  2. Use “BCC” when messaging a lot of people at the same time
  3. Include a signature at the end of your message
  4. Know when to use emojis

You should always know who the intended recipient of your email is. If you’re reminding colleagues about a meeting, you shouldn’t send a message to those who won’t be attending it. Only send an email to the right recipients.

Then, ensure you protect other people’s privacy. When you send an email to a lot of recipients, use the “BCC” field.

Your professionalism will show if you have a signature at the end of your email. If you’re unsure how that signature should look, there are many professional email signature examples online.

The last rule pertains to the use of emojis. In everyday communication, most people send emojis. Should you do this during business communication?

According to Lucie Chavez, CMO at Radaris, you should know when emojis are appropriate. “Analyze your audience before you include an emoji. If it’s a colleague or client you know well, you can let an emoji slip in. however, you shouldn’t use emojis with recipients you don’t know that well,” she says.

Always proofread your emails

Sometimes you need to inform your recipients of an urgent matter. You’re rushing to write an email and cover everything. As it’s urgent, you forget about going over your message.

Once the message leaves your email client, it’s too late. You can’t edit it or fix any mistakes. That’s why you should always proofread your emails.

Regardless of how urgent the situation is, you must always appear professional. If there are too many spelling or grammatical mistakes, who will take you seriously?

Leave a good impression and proofread your emails before hitting “send.”

Double-check before sending

Proofreading your email isn’t enough. You should also double-check the “technical” parts of it. In other words, make sure:

  • That you are sending an email to the right audience
  • That you have attached the necessary files
  • That you haven’t messed up the dates or times of your next meeting
  • That you are addressing a person by their right name because personalized emails are well received 

Business emails represent who you are as a professional. If you make repeated mistakes, people will think you’re sloppy and careless.

Conclusion

Now you know what to consider if you want to enhance your business email writing skills. All of our tips are easy to implement—you just need to be as focused as possible.

So, the next time you’re writing an email, consider the points we mentioned in our article. It won’t take you long to adopt them. After that? Your emails will be as professional as possible.

About the author

Helga Zabalkanska leads MySignature team. Believes that product and growth marketing are driving forces to succeed in your 6 figures goals.

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