How to Properly Write a Business Email

by Gabe Arnold


“What are you doing?” 

“I’m checking my emails.” 

You have probably heard that one before. You asked your friend what they were doing on their phone, or your coworker what they have been doing for the last hour.  

Spending time on your professional email account is a vital part of your work life.  

To compose an email to your pal or family member, you can send almost anything you want. How to properly write an email with professionalism takes more time and effort.  

This could be to your boss, customers or peers. We have an exclusive guide on how to properly write an email. Today, we will include how to start an email, how to send an email, how to address someone in an email and all the nitty-gritty details along the way. 

What is a Business EmailWhat is a Business Email?

A business email has two separate components. In general, it is a professional email address. Your business’s domain name comes after the “@” sign. 

For example, say that your name is Roger Smith and you work for a company called “All Solutions.” Your company’s website name might be allsolutions.com. There are various circumstances, but as a rule your business email might look like: [email protected] 

It is how your name and your organization’s name stand out when someone receives an email from you. But how can you stand out if the written portion, or copy, of your message does not have the proper email format? 

That is where the second component comes into play: email copywriting. These are the words (or, again, copy) that make up your subject line and the body of your message. They have to get an idea across to your audience so you can turn prospects into customers. 

The answer to “how to properly write an email” is the key that unlocks your brand’s success. 

Why Proper Business Email is Crucial for Any Business?

There are many reasons that show you why you need to know how to properly write an email: 

  • It is budget-friendly – For every $1 you put into email marketing, you generate $44 in terms of ROI. 
  • You increase brand value for your customers – The right email copy is a simple way to show your customers you value them. You give them something worth talking about via your email marketing and they provide more lifetime value in return. 
  • Professional email copy highlights communication – Email is a familiar way for your leads to stay in touch with you. It is a personalized communication tactic that leads to effective client conversation in the future. 

The list goes on. But the best way to discover the power of email copy for your company is to learn how to properly write an email. Then, you can watch its benefits take hold in real-time. 

Key Questions for a Proper Business Email

Let’s jump into our simple guide for how to properly write an email. You have a one-of-a-kind business with particular needs that drive your growth. But these key questions work across the board to bring you an effective business email every time. 

Answer them as you go, and you will find yourself with a wealth of prospects who want to become your customers above anyone else’s. 

Is the Right Purpose Driving You?

You might have a complex idea. Maybe you are selling a complicated product or service. Your company might have a new policy rollout or rebranding campaign about to go into effect. The policy could have a lot of moving parts to address with your audience. 

All of that is beside the point. 

First of all, what is your purpose as you draft your email? It needs to be clear and specific. This is your first (and most important!) aspect of how to properly write an email. 

Next, make that purpose clear and specific to your audience. You have to communicate it right off the bat in the body of your email. This will save your audience time, which they appreciate from a business. It shows them that you care about them as individual people with individual goals, not just sources of revenue. 

You could have any number of purposes, so you might need a newsletter series to send to your clientele over time. Maybe you have a new product or service to promote, or changes to your staffing. 

In any case, you should start your the body of your email with something like:

“I am contacting you about…” or “I am writing to you to talk about…” or “I am sending you this email so that…” 

To Whom Are You Writing Your Business Email? (Formal or Informal)

You already know that you are writing a professional, business-related email. In this sense, we mean that you are not sending an email to your friend to share old throwback photos. You are not crafting one to send to your brother to schedule a surprise party for your mom. 

But there are still more layers. The tone you write your email copy in should be natural and depend on your professional relationship with the recipient(s). You might have to say the same thing (A.K.A. have the same purpose). But your message changes depending on whether you use formal or informal words. 

For example: 

  • Informal: “Do you mind doing…?” 
  • Formal: “I am inquiring as to whether you can…” 
  • Informal: “Sorry, but I have plans that day. I can’t make it.”
  • Formal: “Unfortunately, I have no availability that day. I will not be able to attend.” 

Is Your Email and the Words You Use to Write it Necessary

Is Your Email and the Words You Use to Write it Necessary?

Saying too much, or saying something that you do not need to say in the first place, are popular issues. 

Imagine that you need to create some email copy about a new product. You want to connect with your target market through storytelling in your business email. 

While storytelling is an excellent technique, do not tell an irrelevant or lengthy story. You know what we mean if you have ever gone online to find a recipe for pumpkin-spice cookies. You click on the recipe and read about the author’s entire family vacation last summer. The copy goes on for what feels like hours of your time before you reach the recipe for the fall treat. 

So do not write about your extensive skincare routine every morning unless you are selling a skincare line. Do not drone on and on about how smelly your shoes are unless you are selling a product that eliminates shoe odor. 

In other words, always relate your anecdotes to your purpose, or what you are marketing. 

How Effective Are Your Subject Lines?

Your subject line is what makes or breaks whether a recipient opens your email at all. It is their first point of contact with your business email. 

Always follow these four steps when writing your subject line: 

  • Keep it simple. 
  • Make sure it is specific. 
  • Use words that offer a brief summary of the body of your email. 
  • Make it catchy and engaging. 

Are You Using the Correct Email Style?

Email style is a broad category. But in this instance, let’s talk about three areas in particular. 

One: does your company follow a certain style guide? If you favor AP Style in your copy, adhere to that. 

Two: what style do you use for greetings? Keep it consistent according to who you are sending your email to, and personalize it. The most common examples here include: 

  • “Dear Mr./Ms./Mrs./Dr. Last Name…” 
  • “Dear First Name/Last Name…” 
  • “To whom it may concern…” 

Three: all around, you want to add a simple “thank you” to your email content. It could be a “thank you for getting back to me so quickly” or “thank you for your time.” But never doubt the importance of “thank you,” no matter what you are thanking someone for. 

Is Your Email Specific and ConciseIs Your Email Specific and Concise?

Your audience’s time matters. They know it, and it’s time you do too. 

Show it with specific, concise emails. 

Make your purpose clear and keep it specific. But do not drag on your email copy. Split up the body into topic-specific paragraphs. Consider using bullet points. Above all, stay on topic!

What About Your Sign-Off and Closing Techniques?

Go out with a bang to leave your audience wanting more. 

Again, say “thank you” when you sign off. Be bold and say something like “Thank you for your time and I look forward to hearing from you!” 

Think about your relationship with who you are writing to. Add your recipient’s name in your closing statement if you can, and close with your name. Here are some ideas of what to say before you input your name: 

  • “Kindly…” 
  • “Your friend…” 
  • “Take care…” 
  • “Yours sincerely…” 
  • “Enjoy your weekend…” 

Do You Proofread Your Emails Once You Finish Writing Them?

Always proofread your business email before clicking send. Reading it aloud is the best way to proofread and catch embarrassing mistakes. You could have grammatical errors, typos or the wrong punctuation. Keep your words tight and on-brand, avoiding any that are not appropriate for your content. 

Also take advantage of a peer or mentor whom you trust to proofread. 

Conclusion

We are the go-to for email how-to, but we are more than that. 

At Copywriter Today, we are your experts with all the copywriting intel you need to succeed as a business. Each copywriter on our team knows how to take the pain out of content creation for you to beat your competition. 

Email copy, sales copy, blog copy; we exist to help you reach your business goals. Copywriter Today puts our relationship with you first. We get to know your unique company needs, no matter what industry you are in. 

Are you ready to move past the hassle of how to properly write an email on your own? To hurdle over the obstacle of writing your first blog post? To overcome the stress of writing product reviews and sales training guides? 

Then get ready for us to take your copywriting needs off your hands. Your source of stress is our passion. 

Check out our blog for more helpful tips and guides. To see just how much we can boost your long-term growth, book your free consultation with Copywriter Today.

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