How to Write a Business Email

Nowadays, business email writing is a popular and effective tool that directs and asks some specific business questions. Business emails are not as formal as business letters. However, composing a business email leaves a room for questions. For instance, is it necessary to write an email in formal tone or in a more casual tone? Read our guide if you want to know how to write a business email.

Business Email Writing Tips

  1. Construct a brief and clear subject line. The subject title is important as it reflects the explanation of what your email about, so be sure you write an understandable line that summarizes the main goal of your letter. For instance, “Re: Company’s Conference Details.”
  2. Think about your reader. Is your reader your boss, customer or colleague? Choose the salutation and farewell according to your recipient. Remember that business emails have a neutral tone. However, your emails to colleagues may have an informal tone if they are your friends. Nevertheless, if your email contains grammatical mistakes or is composed in an overly-friendly tone, it is not acceptable for sending to costumers, bosses, or senior colleagues.
  3. Make your business email brief and write a concise text that explains your goal. Long emails are always difficult to read, so use short and simple sentences.
  4. Carefully use capital letters, spelling, grammar, and punctuation. A Business letter is an important part of the image you have created. Therefore, do not hurry while writing, and give yourself time to edit your note before you push the “send” button.
  5. Try to limit yourself in your emotions. Emotions can make your email sound unprofessional. For instance, it is not acceptable to display emotions when you are emailing your boss.
  6. Choose your words intelligently as they reflect your attitude to the problem. If you want your task or problem to be solved, be positive and use pleasant words. t makes people think in the positive way.
  7. Make sure that the recipient understood what you are asking for. If you want a response to your email, write about this as well.

8 Steps to Write a Business Email

  1. Create a clear and specific subject.
  2. Begin with a salutation. “Dear Mr. Smith,” “Dear Colleagues.”
  3. State the main message. Get to the point.
  4. Mention the attachments you are sending with email.
  5. Proofread. Check for grammatical and spelling mistakes.
  6. End with an appropriate closing. “Thank You,” “Sincerely,” “Best.”
  7. Add an business email signature. Full name, title, company and contact information.
  8. Add attachments you refer to in the message.

How to Write a Business Email

Mistakes to Avoid in Business Email Writing

  • Do not be too informal. Keep an appropriate tone.
  • Use strict and standard language when you are starting and ending your business email.
  • Do not forget to check your spelling, grammar and punctuation.
  • Do not write short types of pronouns like you’re, he’s, and we’re.
  • Do not forget to include your telephone number in the email signature if recipient want to telephone you immediately.
  • Do not choose an email title that means nothing to your recipient.
  • Do not write your goal-sentence in the middle of your text. No one wants to search for the main point of the email.
  • Do not forget to be polite. Use such words as “please” and “thank you.”
  • Do not use all CAPITALS letters or, conversely, all lower-case letters.
  • Do not forget to be specific. Never start the message with words like “this” or “here”. Itemize what you are talking about.

To sum up, business emails are the fastest and the most efficient way to communicate in business environments. When writing a business email, do not let your language be too informal, as your customer or boss may feel not so comfortable about it. If you still do not completely understand how to write a professional business email, read some business email examples. You can use some formal phrases from there, as they are standard in every email.

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