Writing Effective Business Emails

Writing emails can be a fun especially when writing for some purpose Do you think that you are not getting the desired response for your emails than this article is for you.

When you are going to architect an email there are some rules that need to be followed to get positive response along with your good impression. I will demonstrate these rules along with good and bad examples so that you can understand it fully.

Subject lines are Headlines

At first glance everyone looks at headline to know what the article is about. A clear, specific and concise subject will help the reader to understand the importance of your. Without the proper subject there are chances that your emails will not be read...

Bad Example

Subject: Meeting

Hi Ali,

I just wanted to remind you about the meeting we have scheduled next week. Do let me know if you have any questions!

Best Regards,

Ahmad

From this example the reader can’t guess about which meeting Ahmad is talking about, there can be many meeting that Ali has to attend and no information about the venue of meeting. Now see 

Good Example

Subject: Reminder of 10 am Meeting Sched. 11/05 on PASS Process.

Hi Ali,

I just wanted to remind you about the meeting we have scheduled for Monday, October 5, at 10:00am. It's being held in conference room A, and we'll be discussing the new PASS Process.

 If you have any questions, feel free to get in touch (6579457).

Best Regards,

Ahmad

So the importance of subject is clear to you.

Make one Point per email

Make one point in each email it will help the reader to understand and remember the issue raised and if there are several points about the same subject than divide them in paragraphs and address one issue in one paragraph.

Bad Example

Subject: Revisions for Sales Report

Hi Imran,

Thanks for sending in that report last week. I read through it yesterday and feel that you need more specific information regarding our sales figures in Chapter 2. I also felt that the tone could be a bit more formal. The report is going to be read by our Executive Team, and needs to reflect our professionalism.

Also, I wanted to let you know that I've scheduled a meeting with the PR department for this Friday, regarding the new ad campaign. It's at 11:00, and will be in the small conference room.

Please let me know if you can make that time.

Thanks!

Farhan

Good Example

Subject: Revisions for Sales Report

Hi Imran,

Thanks for sending in that report last week. I read through it yesterday and feel that you need more specific information regarding our sales figures in Chapter 2. I also felt that the tone could be a bit more formal. The report is going to be read by our Executive Team, and needs to reflect our professionalism.

Thanks for your hard work on this!

 Farhan

 AND

Subject: Friday 10/9, 11am Meeting w/PR Dept

Hi Imran,

I wanted to let you know that I've scheduled a meeting with the PR department for this Friday, 10/9, regarding the new ad campaign.

It's at 11:00am, and will be in the small conference room. Please let me know if you can make that time.

Thanks!

Farhan

It is costless to send multiple emails but it helps to remember the receiver about the information you convey.

Specify the response you want

Make sure to include any call to action you want, such as a phone call or follow-up appointment. Then, make sure you include your contact information, including your name, title, and phone numbers. Do this even with internal messages. Remember, the easier you make it for someone else to respond, the more likely they are to do so

Bad example

From: reliablelandscapes@domain.com

Subject: Proposal

 Gul,

Did you get my proposal last week? I haven't heard back and wanted to make sure.

Can you please call me so we can discuss?

 Thanks!

Nouman

Good example

Subject: Checking On Reliable Landscapes Proposal

Dear Gul,

I just wanted to check that you have received the landscaping proposal I emailed to you last week. I haven't heard back and wanted to make sure it went through.

Can you please call me by Thursday so we can discuss? This is when our discount offer expires, and I want to make sure you don't miss it!

The quickest way to contact me is by cell phone.

Thanks!

Nauman , Owner

 Reliable Landscaping, Inc.

4598 (office)

 2929 (cell)

Email Catastrophe 

One of my friend got a job offer while studying in Sweden and those who are living there knows that this is a very big deal. While reply for the email form the company he wrote hell sir instead of hello……you you can imagine the outcome so be very careful while writing. Make sure to cross check grammar and spell check. Happy Writing professional emails