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Guide to Writing Professional Business Emails

It’s 2021 and many of us now use email as our primary business communication tool. It's important that we understand how to write professional business emails. This guide will outline what to include and what not to include in your business emails, as well as provide some tips and examples.

A Professional Salutation

When writing a business email, it’s important to start with a professional salutation. This is a greeting that should include the recipient’s name, such as “Dear [Name],” or “Dear [Title] [Name].” Avoid using informal greetings such as “Hi [Name]” or “What’s up [Name]?”

Include a Subject Line

Always include a subject line in your business emails. It’s important to make it as specific as possible so the recipient knows what the email is about. Avoid using vague subject lines such as “Question” or “Inquiry.”

Be Concise and Clear

When writing your business email, it’s important to be as concise and clear as possible. Get straight to the point and avoid using overly flowery language. Also, use clear, concise sentence structure.

Use a Professional Tone

It’s important to use a professional tone when writing business emails. Avoid using slang or overly casual language. Also, avoid using exclamation points, as they can come across as unprofessional.

Proofread Your Email

Always proofread your business emails before sending them. This will help ensure that your message is clear and free of any spelling or grammar mistakes. If possible, it’s also a good idea to have someone else read your email before sending it.

Include a Signature Block

It’s important to include a signature block in your business emails. This should include your name, title, company name, phone number, and website address. This will help ensure that the recipient has all of your contact information.

End with a Professional Closing

When ending your business email, it’s important to use a professional closing. This could be something such as “Sincerely,” “Best regards,” or “Thank you.” Avoid using informal closings such as “Cheers,” “Take care,” or “Peace out.”

Examples

Here are some examples of business emails with a professional salutation, subject line, and closing.

Example 1:

Subject: Request for Meeting

Dear [Name],

I hope this email finds you well. I wanted to request a meeting to discuss [topic]. Would you be available to meet on [date], at [time]?

Thank you for your time and I look forward to hearing from you.

Sincerely,
[Name]

Example 2:

Subject: Request for Proposal

Dear [Name],

I am writing to inquire about your company’s services. I am looking for a [service] to help with [project]. Could you please provide me with a proposal outlining your services and pricing?

I look forward to hearing from you.

Best regards,
[Name]