We all write thousands of business emails but how many of these really pop and are decisive for your results? Check out the following tips before you send out your next email:

• Write a good subject line

The subject line is the first thing the recipient of your email will see. Based on how good your subject line is, your message can be opened immediately, the next day or not at all.

Golden rule: your subject line should summarize the main message of your email. Be exact with the title of your email and not too general.

• Keep it short and simple

Use short words, short sentences (between 10 and 20 words) and even short paragraphs separated by blank space. Don’t use abbreviations (for example: ASAP, FYI, etc.), especially when you write to other non-native speakers to avoid confusion.

Golden rule: use simple verbs instead of noun phrases and always keep in mind your relationship with the reader before using humour.

• Focus on the topic

Golden rule: Try to limit your email to one subject instead of writing about several topics. In case you need to discuss several points, use bullet points so your message has a clear structure and the reader will focus on the information you want to send them.

• Think while you write

Consider the following 4 points while writing your email:

1. Whom am I writing to? 
2. Why am I writing? 
3. What results do I want to have with this email? 
4. What action, if any, do I want from the recipient?

Golden rule: be clear to the information you provide or the way you are asking for something; in both cases present it in a separate paragraph and not hidden in a long block of text.

Style, language (formal or informal) depend always on your relationship with the reader.

• Language counts

In business emails language is important. Your reader can only read your text, so choose your words carefully and pay attention to style. For example, a covering letter for a job application should follow the rules for a formal letter. Emails to friends can be informal (like a conversation). On the other hand, emails to colleagues or customers must have a neutral style (between formal and informal style).

If you feel the need to expand your business vocabulary, consider booking a free consultation for our dedicated Corporate Coaching sessions.