How to Write a Good Business Email (with Sample) Use this sample business email as a template for your formal business email. Last updated on February 9th, 2019
Everything is digital and automated in life and business processes are taking advantage of these more efficient ways to communicate. When it comes to business, things move quickly and people want to communicate effectively and get responses faster.
With the use of computers and the internet in most company settings, people are putting down the pens and picking up tablets and other computer devices. Rather than sending a formal letter, businesses often communicate through email and can connect quicker and have less hassle by using this method.
People often forget that a business email is not as formal as a letter written on company stationery. It is important to remember that business emails are not like the email that you send to your friends; they have a bit more of a proper tone. However, the tone should not be too formal; but there is a fine line that must be kept between social and business.
Business communication is usually done with a specific purpose, like an acquisition or a contract that needs signed. While speaking to friends and family members can be done easily, a business email needs to be done proper and with appropriate content and a bit of thought behind it. Though the business email is less formal than a written letter, it still should have some of the basics of a written letter.
Some people forget business ethics and try to short cut an email with language that would be used in text messages. Never use the cute sayings, like lol or brb, or any of the other abbreviations that are becoming increasingly popular in communication.
Also, be sure to never use abbreviated verbs like he’s, simply write out the word he is. An email can be seen as less business and more friendly if the verbiage is too casual.
The worst mistake a person can make is to reply to quickly and not pay attention to what they are saying. Always check for spelling and grammar errors within the email. A company can look pretty bad if an email from their corporate office is full of errors.
Other Things That Are Important
Other things that are important is to get to the point quickly and to use short sentences. Run on sentences can be annoying and can be the cause of someone missing the point of part or all of the email.
While a long and formal set-up is not required for the opening of the email, always be sure to close the letter with a greeting and a signature, even if it is a typed signature. Keep the entire email short and sweet, avoiding writing a book.
The fact is most people are only going to read the key words and scan through all the other fluff. Technically, a page is more than sufficient for a typical email. If you need a reply to your email, be specific and say exactly what you need too and nothing more.
Be polite and courteous but always be direct and to the point. Business emails should never ask about the family, the weather or anything else that has nothing to do with business. Keep the email on task and proper.
I was inquiring on the contracts that were sent to you by courier on February 2, 2019. As you know, the deadline is fast approaching to have these contracts signed and returned for processing. In order for this deal to go through without any problems, we need to ensure that the contracts and signed and returned to my office no later than February 27, 2019.
Here at Sunny Financing, we are also considering a new deal on the Elm Park Plaza building that would involve the need for a new construction team. Since we have used your company in numerous jobs, we would like to give you the opportunity to bid on this job. We appreciate your work over the years and look forward to conducting more work with your company in the future.
Can you please respond to me immediately regarding the pending contracts? I will alert the department who is expecting them. I await your quick response. If you have any questions, please feel free to call me at the office at 555-980-0988 or on my cell phone at 555-569-0983.