How to Write an Effective Business Email

Use proper etiquette when sending email for business.

Email has become the preferred form of business communication. In the business and professional world, the ability to write appropriate, effective email is critically important to represent yourself and your organization well. Remember that most business people get more email than they can handle, so work to make your message stand out: It should be precise and free of errors. Before clicking "Send," read your email message as though you are the recipient to make sure it is clear and effective.

Things You'll Need

• Internet Access
• A Worthy Subject
• An Interested Recipient

Instructions

1. Keep your audience's identity and job function in mind as you compose a business email. Address what the person needs to know. Recall whether you have corresponded with each other before, and be mindful of the reader's approach to email communication, such as being all business or more informal.

2. Know what you are talking about before you start writing. Get help or do research first if necessary to ensure your statements make sense.

3. Focus on your purpose. If you are simply supplying information, make sure it is clear, complete, accurate and brief. If you want to send a persuasive communication, present your case clearly and keep the focus on what's in it for your reader.

4. Use the subject line smartly. Help your recipient see at a glance what your email is all about. Be specific.

5. Get to the point immediately. The first paragraph of your business email should give the recipient a clear picture of what your communication is all about and whether you expect any action of her. Don't waste words skirting the issue, but avoid being too abrupt. Always use "please" and "thank you" as appropriate.

6. Use formal salutations if you are addressing someone you don't know -- for example: Dear Mr. Smith. Less formal greetings are acceptable, but It is important to use the recipient's name in the salutation.

7. Include an email signature that notes your full name and complete contact information: address, city and state, ZIP code, phone number, fax number and email address.

Tips & Warnings

• Always be polite in business email.

• Do not use all-caps or amusing abbreviations such as "lol." Business or industry acronyms are OK if you explain them or if everyone on the recipient list knows them.

• Fill in the "To" address field last. Too many incomplete or error-ridden business email messages get sent before they are ready, but this can't happen if there is no addressee. After you have thoroughly checked, edited and corrected your message and attached any documents should you fill in the recipients' addressees.

• Don't forward other people's email without their permission.

• Never write a demanding, impolite or suggestive business email.

References

• MindTools: Writing Effective Emails