How to Send the Perfect Business Email Every Time

Originally Published Aug. 18, 2016

People often view email as a less formal means of communication.

This can be true when emailing family members and friends, but in my experience as a public relations professional, it is always better to veer more toward the formal side when reaching out to someone concerning business. Here are a few things to remember when communicating via email:

Pay Attention to Spelling and Grammar 

We are accustomed to using abbreviations and shorthand when texting or communicating within the office; however this is not appropriate when emailing for business purposes. No matter who you’re dealing with, you should always check your spelling, grammar, and punctuation. Shorthands like “SRY” or “PLS” are often not taken seriously in an office setting. Present yourself via email in a way that lets the receiver know you are intelligent, professional, and to be taken seriously.

Include a Subject Line

Always include a straightforward subject line that will clearly indicate to the receiver what the email entails. With an inbox overflowing with incoming messages, it is easy to overlook a vague email with no subject. By including a subject line, you will make it much easier for the receiver to get to your message, and there is a greater chance it will be read and replied to.

Address the Receiver by His or Her Name 

I appreciate when businesses that reach out to me take the time to find out who I am and address me by name in their emails. Emails that just say “Hi” and continue with a message or start with “To Whom it May Concern” are impersonal and show a lack of initiative by the sender to do a little research. I am always more inclined to answer an email when it is addressed to me.

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