There are around four billion active email users in the world – nearly half of the world’s population! Over the years, the perception of using emails as a formal means of communication has diminished. However, the ground reality is that emails continue to be the best way to contact existing and prospective clients, even in the age of social media and instant messaging. Unfortunately, many professionals are still unaware of the best email practices and communication etiquettes, keeping them from optimally utilizing this medium. Today, we will share five business email best practices that you can follow to improve your email outreach.
When you talk to someone, apart from the words you speak, the tone of your voice, body language and gestures allow you to convey your message precisely. Also, since you can see the way the listener is responding to your statements, you can add things to make your point. However, with email communication, you don’t have that benefit. It is a one-way communication where the reader will assess a lot of things based on what he finds in the email. Hence, it is vital to ensure that you are conveying what you want with clarity and minimal scope for being misunderstood. Here are the five best business email practices for you:
1. Pay attention to the subject line of your email
The subject line is one of the most critical parts of your email. Nearly a third of email users open an email based on the subject line alone. Typically, an email user receives hundreds of emails a week, making it impossible to go through each one of them. Hence, if you are sending an email, it is essential to ensure that the subject line is clear, crisp, concise, and specifies the context of the email (promotion, discount, tips).
2. Use a business email address
Most of us use Gmail, Yahoo, or other free email account services for our personal use. However, when it comes to business, free email accounts fail to create trust with customers and have several limitations. Therefore, if you need an email account for your business, look at Email Hosting providers that offer business email services. You can avail of benefits like better security, more space, and establish trust with your customers. Ensure that you research thoroughly and choose the right Email Hosting for your business.
3. Choose the email recipients carefully
The choice of email recipients is crucial when you are sending an email to multiple recipients. Usually, people tend to hit the ‘Reply All’ button without thinking if all recipients need marking on the email. Hence, if possible, send an email directly to the intended recipient and save people the hassle of deleting irrelevant emails.
4. Don’t use emails for everything
One-line messages can clutter the inbox. You can use instant messaging applications for such messages. The last thing you want to do is clutter inboxes with casual conversations and miss out on critical emails.
5. Check for grammatical errors and spelling mistakes
Not to sound like a grammar geek, but people expect businesses to send grammatically correct and error-free emails. It’s not about the language, but the effort that you put in ensuring the same speaks volumes about how much your brand cares about its customers.
Remember, an email is an opportunity to establish a positive brand identity and a professional approach. Ensure that you follow the tips mentioned above and make the impression that lasts a long time. Good Luck!