How to Write the Best Work Email

Posted by Viola Eva on September 18, 2018

Writing the best work email is not an easy job, there are many rules to follow, and sometimes the instructions are contradictory to one another. This can put your employees on the spot, especially if they’re not experienced or naturally smooth in B2B communication. In this article, we are going to give you five basic recommendations when it comes to constructing a proper business email! There is much more to B2B communication than just choosing the best email server.

 

For all free or low-cost business email providers there, Mailbird is also a great low-cost option for desktop email clients as this is one of the main reasons why existing businesses choose Mailbird over the competition!

 

The subject – The subject line can be the difference between a client and a missed opportunity. We live in a world where B2B communication is in the fast lane, and everyone is busy with their work tasks and daily lives, which is why you need to make your subject line important enough for potential customers to even open your email. You need to make it accurate and compelling! Don’t focus on making it short, but rather try to make it simple, so people will understand right away what your email is about, and they can proceed to the content with a clear notion.

 

The audience – This is the most important advice of all. You need to know whom you’re addressing, so you can do so adequately. A corporate lawyer and an art director don’t use the same language. Furthermore, you can’t send the same emails to the people that are your colleagues, superiors or the clients you haven’t meet. Each of these groups requires a different level of professionalism. When you’re addressing your project leader, with whom you have spent the last six months working side by side, you can allow yourself to be more casual, but when you’re talking to a client, you have to maintain your professional aptitude.

 

The professional tone of the content – The same rule for the audience applies here, too. You have to be aware of the preferences and proficiency of the other person before you start writing the content. A large, unedited email can have a negative impact on the reader, even if the material itself contains high-quality information. The language and abbreviations used in the text should be familiar to the client. The data you want to present should be simple and clear, and the content should be edited with bullet points and sections if it’s larger than usual. You should always address everyone with the proper email etiquette!

 

Another note of importance is to expect every client to have a different email preference and to act accordingly. Some people don’t have a problem reading large email texts, while others prefer to work with documents (attachments) instead.

 

The size of the text – The size of the content should be kept short, but that rule doesn’t always apply to every B2B communication you will establish. As we said above, some clients prefer email communication, and they won’t find it encumbering to read and reply to large amounts of text. Most people, however, prefer to have the crucial details in the email, but they like to discuss essential topics via Skype, phone calls or, if possible, in person.

 

So, knowing your audience is the best bet for making the right assumption when it comes to the text size. However, if you’re establishing contact for the first time with a customer or a client, then your email should be simple, short and concise.

 

Call to action – The best part about email communication is that you can take the time to formulate your ideas and thoughts about a project into calls for action. What does that mean? That means that you can assign tasks and inform people about the next step of the project in a summarising way, and give them a list of specific instructions. You can write brief abstracts about project development, and ask for thoughts and ideas from your colleagues and clients, which will give them time to come up with quality answers. Additionally, you can let the employees on your team know about upcoming deadlines and responsibilities.

 

How can desktop email clients help you write the best emails for work?

 

In the previous section of this article, we talked about the right way to construct the best work email. In this segment, we’re going to discuss how desktop email clients can help you write the best emails for work.

 

In the busy B2B communication you experience every day, some emails are forgotten or accidentally deleted, or simply not important enough at the moment, which is how deadlines are missed, and projects fail. The end goal of every company is to minimise the risk, and the potential for damage by implementing a rigorous email management policy. Desktop email clients are one of the pillars in that policy because they feature a unified inbox and many enhancement productivity tools.

 

If we take Mailbird, for example, the unified inbox feature comes with colour indicators that will help you tell which email comes from which account. Furthermore, with the right email client, you should be getting all kinds of different tools like attachment search, in-line reply, snooze, quick action bar and many others. Airmail, which is a Mac desktop email client, is popular among users for its elegant and intuitive design. Evolution, on the other hand, is a Linux email client with great integration features.

 

Once you commit to a business email provider, you can focus on finding a proper email client. The inline reply feature itself will help you write the best work emails because it will keep all threads super clean and easy to follow, which is one of the most critical issues in B2B communication. Furthermore, if you want the best experience, focus on finding an email client that can integrate all of your business apps like Slack or Asana in one place!  

 

For all free or low-cost business email providers there, Mailbird is also a great low-cost option for desktop email clients as this is one of the main reasons why existing businesses choose Mailbird over the competition!


Viola Eva

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