Mar 02, 2021 03:54 PM EST By Ernest Hamilton, UniversityHerald Reporter

Check Grammar for Free Before Clicking 'Send' Button. For the last twenty years, email marketing has turned out the art of writing a letter in a set of cliches and templates with no real heart in the context. No wonder why such emails don't complete their initial role to be a negotiation tool and bring success to the business. Some senders are too lazy even to run their email through the free online software to check the grammar and spelling errors, not to mention following the special structure, rules and bringing individuality to the letter. The business world is especially picky and there is no chance to make a second impression, therefore a little handout on proper email writing below will not hurt. 

Greet Your Opponent 

Time is money, so many transmit this statement into the writing process by skipping greetings, introduction, and the subject. These are three pillars your business email should stand on. 

The purpose of a good business letter, besides the matter itself, is to show respect to the reader and make the message as smooth as possible. 

Start with a clear subject line. It should state the main clause of the whole message. If you are talking about a certain event or mentioning the deadline, put the date in the subject line as well. However, keep it short. The reader should get an understanding of the necessity of your email right away and decide whether it should be opened immediately or not. 

The greeting is not a weightless formality. It is a reflection of manner and respect. Start with the proper title. It can be common 'Mr.' or 'Mrs.' followed by the last name or professional title like 'Dr.' or 'Professor'. If you have long relationships and communication history with the party and allow non-formality, then simply use 'Dear' followed by the first name. Be careful to spell the name properly, otherwise, it will crash all your intentions. No one likes to be called a false name. It is better to double-check and to be careful when using the templates. If this is your first time writing to a potential business partner and you are not sure how his or her name should be spelled, then simply ask. 

Structure your business letter and format it before sending. Paragraphs, marks,  punctuations are very important. It shows that we care about the reader and turn the reading process for our opponent into pleasure instead of the additional work.

Thanks But No Thanks

Phrases like 'Thank you for your email', 'Hope this email is finding you well' have already become memes, but people still persistently use it in every single email. Try to avoid such cliches. It brings no sense and can only irritate the reader. However, it's worth mentioning where you met or what common business you had with the person if this is your first outreach. In case it is a regular communication, find a minute to express the gratitude for the real things your opponent did for you. It can be a cooperation on a certain deal, help with a very specific matter, or fast decision on a case. These things will matter and show the real value of the business relationships. Otherwise, it looks inappropriate and overdoses the letter with unnecessary information. 

One Email Is One Purpose

A proper business email should have a very defined case matter. One letter should be concentrated on one subject. Usually, it is more simple for people to solve all the related tasks in one cluster. 

• The goal of a top-notch email to address the questions related to one project. There can be several questions, but all of them are aimed to solve a single problem. 

• The purpose statement should be described in the first paragraph, otherwise, the reader will get tired and close your email before getting to the point. If you refer to some additional information or to a previous communication thread, do your best to describe the details shortly in the email body. Don't add the business partners extra work by making them look for that information, you have mentioned. 

• One paragraph should reflect one thought. Don't make them too long, use bullets to emphasize certain points. Structured emails are easier for perception. 

• Attachment should be added right away. Don't make a receiver search for the information in different sources. This is your job to pick the relevant materials and include them not overloading the letter at the same time. 

Overall precise structure and separation of the clause from the question make a good impression. Such an email has more chances to be answered in a positive way. 

Closing Remarks: The Last But Not Least 

If you followed all the previous tips, don't think that you are done and your perfect business email is ready. The closing remarks are as important as the statement. Or maybe even more important as this is the part, where you actually ask  or urge something. Try to be polite and don't push pressure on the receiver. Avoid words such as 'urgent', 'deadline', etc. It is better to give an option and suggest one or a few ways for convenience. 

Suggest the following way of communication. If the matter is urgent or open for further discussion suggest a call or a meeting. 

Don't forget to put a signature with your position, first and last name. 

Provide all the communication means, including phone number and email. To speed up the communication, you may offer messengers. Add a link to a business page on social media if it is a cold outreach and you are presenting your business for the first time. 

Remember, that the core value of the email is sincerity. The artifice or neglect can be easily read through the letter, no matter how many good words you place in there. Try to avoid templates. A few sentences coming with the individual approach are more likely to touch when a long read, written by a marketing team. 

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