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Laptop keyboard and pastel flowers with text overlay – Writing tips – 5 email essentials for business professionals
Want delighted clients, impressive reviews and repeat business? A simple email strategy will do it.

How to write effective emails.

Effective email communication is an essential part of business whether you’re working to close a deal, increase engagement, win over subscribers or gain respect at work.

Last week after sending an email, I wondered when I’d hear back and when I’d receive the work I’d commissioned.

After a few days of silence, I wondered whether the email had been received.

I hadn’t had a “thanks for the email. I’ll get back to you in two weeks”.

Was it because I hadn’t asked for acknowledgement of my email? Or was it floating in cyberspace?

As a client I expect to be in the know. I shouldn’t be wondering what comes next.

Laptop keyboard with orange block and text overlay – Writing tips – 5 email essentials for business professionals

A quick email outlining the process is all it takes to keep me in the loop – and happy.

And if I receive quality output early, I’ll be even happier – which makes me more likely to commission more work in the future and recommend the service.

Exceeding expectations is easy – even if you really don’t know how long the work will take. Just add a few extra days and surprise your client when you deliver before deadline.

It’s a simple email communication strategy that consistently results in happy clients, more reviews and repeat business.

5 more essentials for professional emails

1. Information overload

Who has the time or energy to trawl through walls of text? Don’t bombard your reader with unnecessary or off-topic information.

If you can’t avoid the background info or an in-depth explanation, split your email into easy-to-read paragraphs. And consider using sub-headings or bullet points. Your email needs to be desirable.

Keyboard letters with text overlay – Writer’s block? Click to download the cheat sheet


2. Re-read before you send

We all make mistakes – sometimes after a thorough proofread. But keeping typos and full-blown errors to a minimum ensures you maintain credibility and a professional image. Readers can be judgmental!

Why not keep a list of confusing words nearby? Here’s a link to mine.

3. Limit emojis

A smiley face can be useful to ensure your reader understands you’re joking – if a joke and a smiley face are suited to your reader. But overdoing them can look desperate – and unprofessional. Like the language you use, it all comes down to your audience.

4. Think twice before forwarding

Tempted to forward that crude but hilarious email to clients or the people you work with? Think again. It may have had you in stitches, but before you hit forward, consider how each one of your recipients will react – particularly if you’re sending to colleagues, clients or someone who may be a future boss.

5. Call-to-action

Why are you writing the email? What do you want to achieve? If you need a response or action taken, spell it out.

Your call-to-action tells your reader what to do next – and how. You need to make this easy, so include your email address, phone number or link, even if you’ve done this elsewhere in the email.

Do you write for a blog? Discover the 7 essential ingredients – and get the free template

But… to reply or not reply?

The trickiest one of all: will a simple ‘thank you for the document’ add to the never-ending stream of new emails clogging your recipient’s inbox, or will it put their mind at ease and show you really do appreciate their work?

Yet again, it depends on your audience. If it’s a client or service provider, chances are that small token will go a long way in keeping them happy – and coming back for more.

On the other hand, if you’re one of several recipients on an in-depth email that requires further discussion, there may be no need to reply immediately.

Has a particular professional email given you the jitters? Or what do you fear most when sending an important email? Let me know below!

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