April 9, 2020 The Key Elements of Business Email Communication

Email is an integral form of communication and as part of your digital footprint should be used wisely.

In 2019 there were about 3.9 billion email users and this number is expected to go up to 4.3 billion by 2023. Based on these numbers, email is undoubtedly an integral form of communication and its relevance continues to grow.

Consequently, it is no surprise that businesses are increasingly using emails for all types of needs ranging from internal communications to sales and marketing campaigns and pitches.

Just like there is an etiquette to business related face to face interactions and phone conversations, there is an etiquette involved with business email communications as well. Whether it is the language or the punctuations you use, business email communication is part of your digital footprint and you should use this space wisely.

Along with etiquette there are a few other things to do like create professional email signatures and more. So, what are the key elements of business email communication? Here is a list to make your business email communication effective and efficient.

Who are you? Choosing a proper email address

Whether you are representing yourself or a company, your business communication impression starts from the name you use in your email address. Do not take your business email address lightly and make sure you choose a name that adequately represents your brands.

For example, if you are an independent freelancer, then you should stick to popular email interfaces like gmail or outlook instead of ISP email like Comcast or Verizon that could change with your preferences over time. This will make sure you do not have to reach out to a client with a different email mid-way through your collaboration.

In case you are managing business communications for a company, it is best to stick with a standardized business email and create emails with your brand name.

For example, if “Red Socks Inc” is your brand choose emails like jill@redsocks.com, business@redsocks.com and so on. Once you choose a proper email address, you set the tone for your business communications and you can begin building your personal or company communications from here.

What do you intend on saying? Descriptive subject line

After creating and choosing a proper email address for your brand you are ready to kickstart your business email communication.

In email communication, the first contact point, after your email address, is the subject line. A descriptive subject line is the gateway to your email content and a well-crafted one will ensure your audiences open your email.

Chances are the inbox of the person you are emailing is flooded with lots of emails, so a descriptive, straightforward, to-the-point, or a witty subject can trigger the magic click to your email.

Regardless of which route you choose to go with the subject line, make sure it highlights the content of your email in the best possible way. If you cannot think of something out of the box, even something simple and straightforward will do the trick.

The point is not to be clever but to entice your readers with effective business email communication.

Where do you think readers will connect? Professional email signature

When you are sending out any message, your sign off is as important as your subject line. Given that your email signature is the last thing the reader reads, you want to leave a lasting impression.

With an increasing use of business email communication, there is an influx of email signature editors as well. The best and most professional email signature is one that complements your business email content at all times and supplements information.

Use your professional email signature wisely and avoid adding redundant information. For example, do not use the vital signature space list 5 different phone numbers, place one or two instead.

Basically, the point is to create a professional email signature that highlights online presence like Linkedin accounts, publications, badges, and contact details. So, stick to this and entice your readers with the best possible supplementary information.

Why are you reaching out? Setting the business text tone

Once you have your business email communications logistics in place, the next step is to create stellar text. If your reader has clicked your email open, congratulations, but that is only half the battle.

Setting the tone of the text begins from the subject line, so, continue with your chosen tone to ensure your readers get what they are looking for. Before you begin drafting, make sure you have a clear purpose and audience in mind. That way your content will have the needed call-to-action, which your readers will appreciate and help you with building brand connection and trust.

After you have decided on the content, it is equally important to package the content well. Avoid passive voice and use active voice, stick to short and succinct sentences with personal pronouns, get your point across and without straying from professional language. Remember the content does not have to be boring, but the content cannot digress from business etiquette.

How will you get your point across? Necessary versus unnecessary visuals

Just like infographics are becoming a popular blogging choice, they are also gaining popularity in business email communications. Sometimes it is more effective to illustrate an idea with images rather than unnecessarily long and complicated sentences.

Your readers will understand this and appreciate this, when visuals are aiding the understanding of the content. But just like everything else in life, it is important to understand the balance between words and visuals.

Use visuals, only if it is a better option to efficiently and effectively explain your idea and do not overdo it. Also, if you think it is a better idea to create a visual, then make sure the dimensions are compatible for proper display on laptops and mobile devices.

This way you will ensure the message of your content is not compromised. Visual content has up to 65% better recall after a few days, so integrate this into your business email communications effectively.

Business email communication is a key form of business communication today. When the space is crowded, it is a challenge to stand out but the least you can do is to make sure your basics are in check.

That way you can focus your energy on the unknowns rather than floundering with things companies and individuals have already cracked and implemented.

Keep these key elements in mind for your successful business email communications.

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