8 Powerful Tips for Writing Professional Emails
If you think that an email can't make or break whether your blog becomes profitable or not, you are extremely wrong.
Here are just a few things that are handled through email that you would be missing out on if your email leaves a horrible impression on the recipient:
- working with brands
- collaborating with other bloggers
- partnering with brands/business
- networking with other bloggers
- connecting with your audience
If you take your blog serious, you need to be able to write a solid, professional email. There is nothing that stops a blogger/business/brand from working with you more than being sent a poorly written, unprofessional email.
Here are some simple, yet powerful ways that you can start writing much more professional business emails:
1. Informative subject line
People get tons of emails a day. Most people decide on when or if they'll open certain emails by the subject line. Make reading and replying to your email an easy task, not a hassle.
For example, if you are sending an email to collaborate with them on a social media webinar, you wouldn't just title the subject "Webinar Collaboration."
This person doesn't know if you are someone they have previously collaborated with on a webinar, if you are looking to collaborate them, or if you are a reader who has a questions or concern about a person they collaborated with on a previous webinar. Make it easy on them. You want to be as specific as possible so that the recipient knows a little snippet of what your email will include.
A better title would be something like "Social Media Webinar Collaboration Inquiry."
With this subject line, the reader can assume that you are inquiring about a possible collaboration with them on a webinar centered around social media.
Starting an email off without actually greeting the recipient is a big no, no.
It's just the polite thing to do. It's sort of like having a stranger walk into your house, walk right past you, and go straight to your fridge without even greeting you. Yeah, doesn't feel very nice.
Always greet the recipient of your email.
The only exception to this would be if you and a person are emailing back and forth very swiftly throughout an entire day. You wouldn't have to tell them "Hello!" every single time.
At any other instance, you should stick to any of the following:
- Good morning/Good afternoon/Good evening
- Hi there
- Dear (person's name),
Whether you're emailing someone for the first time, first time in a long time, or for the first time about a matter that was briefly spoken about outside of email, you need an introduction in your email.
- First time email
You need to introduce who you are, what you're all about, and what exactly it is that you do before even getting the email started.
- First time in a long time email
Although you and this person may already be acquainted, if you haven't talked to them in a while, you want to refresh their memory of who you are before you start your email.
Don't assume that this person will automatically remember you. If they get to the middle of your email and are still wondering, "Who is this again?" they most likely won't reply or even finish reading.
- First time email on previously discussed matter
Although you may have discussed something previous to the email (maybe on social media or in-person), it's still nice to take the extra initiative and send a formal email.
In your email, you should briefly reintroduce yourself and the reason for your email just to refresh their memory on the previous conversation.
"My name is Roniece Wright of TheIntrocreative.com and we spoke briefly on Facebook about your contribution to my new (name of course) e-course, but I wanted to send you an official email with further details on the matter."
There is nothing that turns someone away from working with you more than receiving an email that you didn't even bother to proofread before sending.
It gives the impression of:
- Not taking the situation seriously
Not to mention that an email filled with errors is extremely hard to read.
Make sure to always read over your email once or twice before actually sending it out. If you are pressed for time, make sure to skim thoroughly.
5. Separate ideas into paragraphs
This is also a good tip for blog posts. Being a creative, our minds can start moving faster than our fingers. We sometimes get so caught up in what we're saying that we unconsciously clump everything into huge paragraphs.
The best way to make any email easier to read is to separate the thoughts into different paragraphs.
This helps to:
- Keep the content organized
- Keep the email looking clean and crisp
- Assist the recipient in better processing the information
This is especially important if you have multiple different pieces of information.
6. Keep it as "short and sweet" as possible
Stick to the main idea of your email. Try to keep only the important details in the content of your email. If you start to detour away from the key points of focus, the recipient is likely to:
- Start skimming your email and skip over important info
- Skip to the end of your email
- Stop reading your email altogether
Also, don't say what you need to say in six words if it's possible to say it in three. For example, "Because" is a lot easier to read than "Due to the fact that ...."
7. Warm closing
You never want to leave an email open ended.
Here are a few ways you can end your email:
- "If you have any further questions, please do not hesitate to ask."
- "I look forward to hearing from you soon!"
- "I can't wait to get started with this partnership/collaboration."
- "I look forward to hearing your thoughts and ideas on this matter."
8. Sign off
To officially sign off from the email, you can do a simple ending such as:
(Title) of (Blog.com)"
Here are a few other options other than "Thank you":
- Warm regards
- Have a great evening/afternoon/day
- Talk soon
BONUS TIP - Do NOT direct message someone you would like to do business with on social media. Its unprofessional, rude, and quite insulting. It gives off the impression that you don't take the business you are trying to handle seriously.