How to Write a Formal Email That Benefits for Your Business

Posted by Viola Eva on August 19, 2020

Benefits of having a business email address
Viola Eva

Viola Eva

SEO Consultant from Flow SEO

Published on August 19, 2020

We at Mailbird believe that the best way to explain the importance of email in business is through the power of numbers — particularly when it comes to the significance of a formal email address, and  once we’ve reviewed the compelling statistics, we’ll show you how to write a formal email.

Email Use Statistics

  • There are 4.6 billion email accounts worldwide.  
  • There are 2.7 billion email users.
  • Over 212 billion emails are sent and received on a daily basis.
  • The average person sends and receives 131 emails per day as regular business communication.
  • 54 percent of B2B emails contain marketing messages.
  • 91 percent of users check their emails daily, and 66 percent of them make purchases through email.
  • The average click-through rate of B2B marketing emails is 1.7 percent.
  • The list goes on, but you get the idea!

Additionally, 72 percent of consumers prefer email communication, which is more than understandable in an era of instant messaging. Now, imagine having the possibility of reaching just a small percentage of those potential clients and consumers and how much that would grow your business and recognition on the market. Imagine getting in touch by using a generic, unprofessional email address. Would anyone even open that mail?

How a Formal Email Address Would Benefit Your Business

If you’re launching a marketing email campaign or sending out promotional offers and newsletters, your email address will be the first thing to make an impression on the recipients, so you should make sure it’s a good one. A formal email address increases your credibility.

Here are some of the benefits of using a professional email address:

  • Customers and clients will perceive your business as a serious company.
  • Customers are more likely to remember your email and brand when you use a professional email address.
  • The only business you’re promoting is yours.

Today, it’s almost impossible for a startup to be competitive in the market without a strong online presence. With a corporate, presentable email address, you will be developing a high-quality marketing and management strategy for your long-term goals.

The email address itself is an integral part of your company’s image  because it shows your future customers the level of professionalism they can expect. For example, a professional email address is a key ingredient in launching a successful email marketing campaign or trying to build a brand and make the company easily recognizable on the market.

To manage your new address properly, we recommend a supported email client that can save you and your team time and money. Mailbird is continuously updated, and its integration features provide everything you need right at your fingertips in one elegant dashboard.

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The importance of email communication for business

How to Create a Formal Email Address

Creating a formal email address is relatively straightforward and simple. You need a domain name that is brief and corresponds to the name of your company, then find the right provider. The most popular providers on the market are:

  • Google G Suite
  • Microsoft Outlook
  • iCloud
  • Yahoo Mail
  • AOL Mail
  • Zoho Mail
  • GMX Mail
  • Yandex Mail
  • Mail.com
  • Lycos Mail

All of these offer a free version; however, if you want the premium features, they usually require having a monthly subscription. For example, the basic business packages for Google G Suite (Google Apps) and Microsoft Outlook cost $5 per month.

How to Write a Formal Email: 7 Basic Rules

Learn How to Write a Formal Email

In this section, we focus on teaching you how to write a formal email, and you will learn the elementary principles of email etiquette. But before that, let’s recount what elements an email in business should include:

  • Subject line — the first thing the reader sees in their inbox.
  • Greeting — a salutation personalized to your reader.
  • Intro — telling the purpose of the email.
  • Body — the email text.
  • Closing — a “best wishes” type phrase and your signature.

While the structure is important, there are also certain rules and recommendations for writing a formal email:

  1. Be reserved about what you write – You should never write in an email something you are not willing to say in public. More often than not, the wrong person in the cc section can turn your business communication into a full-blown scandal. So, double-check the content and the people you’re sending it to.
  2. Always introduce yourself when you are talking to strangers – Every formal email format includes an introduction. Don’t assume that people know who you are or what your company is about when you’re reaching out to them for the first time. Instead, take the time to write a brief introduction about yourself and your company. Make it simple and elegant and provide only the necessary information.
  3. Be timely – There is nothing worse than waiting for a response. If you want to grow your client list and have satisfied customers, then responding in a timely fashion is crucial. In fact, 24 to 48 hours is acceptable, and anything over two days can be considered careless. 
  4. Refrain from sending one-liners – Formal emails avoid using extra-short sentences, and one-liners will not advance the communication. Using informal words such as good and okay will not make a good impression on your peers.
  5. Don’t use textspeak, emoticons, jargon, or slang – Because email communication is not instant messaging, it shouldn’t be treated as such. That’s why we have different channels for the two types of communication. It’s not acceptable for professionals to use inappropriate language such as 4u or Gr8 in a business email. You risk looking unprofessional to your colleagues and clients. 
  6.  Simplicity and clarity are your best friends in business communication.
  7.  Always include a signature (also simple and elegant).

Here’s a formal email example:

Formal email example to offer a business collaboration

Raise Brand Awareness with Your Formal Email ID

Now that you know how to write a formal email, it is important to point out one more benefit of email in business.

An email ID is an electronic identification allocated by the server to you. For example, in the elon.musk@tesla.com email address, elon.musk is the email ID. When you use a formal email id to promote your business, you take on a professional responsibility that conveys an image of trustworthiness and competence. If customers think your company is proficient and has an excellent product/service to offer, they will reply.  

However, their first impression can also be their last if you’re not branding your business properly with a formal email address and the right email content. If you are a one-person business, a professional email for freelancers is recommended. The presentation of your services to the business community should appear reputable,and the email address should reflect your professionalism. Remember, your email is a reflection of you and your company!

Wrap Up

Having a professional email address for communicating with customers and clients comes with many benefits. People will take you seriously, and your brand will become recognizable. A personalized email can also help you promote your business.

Knowing how to write a formal email goes hand in hand with having a professional email address. Writing a formal email is very simple; just follow the seven straightforward steps above. 

Proper formal communication with your clients will not only make you appear professional, but it can also contribute to a marketing strategy that will fulfil your long-term goals! So, what are you waiting for? Follow the seven steps to writing a professional email and start connecting with your clients and customers!

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How do you start a formal email?

It may seem unimportant, but the way you start a formal email can provide benefits and even have consequences. For example, the wrong greeting could make your company seem incompetent and cost you a customer.
Here are six good ways to start a formal email:
– Hi [Name],
– Dear [Name],
– Greetings,
– Hi there,
– Hello, or Hello [Name],
– Hi everyone.

How do you write a polite email?

Knowing how to write a formal email is important for all business owners. Mailbird has developed seven steps for  composing a perfect email every time.
– Be reserved;
– Always introduce yourself when you are talking to strangers;
– Be timelys;
– Refrain from sending one-liners;
– Don’t use textspeak, emoticons, jargon or slang;
– Simplicity and clarity are your best friends in business communication;
– Always include a signature (also simple and elegant).

How do you start an email to someone you don’t know?

When sending an email to someone they don’t know, people often go for an overly formal phrase such as “To Whom it May Concern” or “Dear Mister/Miss.” Such phrases should be avoided, as well as greetings that are too casual, such as “Hi.” Start your email with a simple, “Hello.”

How do you close a formal email?

Knowing how to close a formal email is just as important as knowing how to start one. Here are some common ways to end an email.Your signature should follow:
– Best,
– Sincerely,
– Regards,
– Kind regards,
– Thank you,
– Warm wishes,
– With gratitude,
– Many thanks.

What can I write instead of “best wishes”?

If you want to develop a close, personal connection with your customers and clients, your emails don’t need to be too formal.You can enclose them with warm greetings and endings. “Best wishes,” is overused, so here are some alternatives:
– Very truly yours,
– Respectfully,
– Yours truly,
– Sincerely yours,
– Sincerely,
– Best regards,
– Kind regards,
– With thanks.


Viola Eva

Viola Eva

SEO Consultant from Flow SEO

Published on August 19, 2020

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