Making It Look Right: How To Conduct Business Via Email

In today's fast-paced business environment, email communication has become an essential component. It's a quick and easy way to communicate with colleagues, clients, and vendors. If you ensure that your messages are clear, concise, and professional, you'll be able to promote your brand successfully. In this article, we'll provide guidance on how to conduct business by email.

Use The Right Hosting Company

The hosting company will oversee your business website and the emails associated with it. Slow server speeds will negatively impact your website's performance, and deter potential customers from visiting it. An uptime guarantee ensures that it'll always be available to users, without any interruptions or downtimes. Your chosen hosting company should maintain strong security measures for your website and emails. These will help protect against cyber-attacks and data breaches that could compromise sensitive information about your business or clients.

It's worth considering a host with scalable options, should you need more resources as your business grows. They should also provide excellent customer support in case of any technical difficulties. An online search for email hosting plans will reveal information regarding money-back guarantees, storage options, and integration with popular platforms. You'll need a personalized email address with your domain name, whether you use cloud mail or cloud business mail.

Use Clear And Concise Subject Lines

This allows the recipient to quickly understand the purpose of the email, and prioritize it accordingly. A vague or confusing subject line may lead to the email being ignored, or deleted without being read. Keep your subject lines short and to the point so they don't get cut off when people use their mobile devices. 

Use keywords that accurately reflect the content of your message, such as "Action Required" or "Meeting Request." Update your subject line if the topic of your email changes during a conversation thread. This will avoid confusion and help keep communication organized.

Mind Your Tone And Language

Your words can easily be misinterpreted without the benefit of face-to-face communication. Keep in mind that emails lack the context of body language, facial expressions, and tone of voice. You should therefore keep your messages clear and straightforward. Remember that every word you type represents both yourself and your company, so choose them wisely. Avoid using slang or jargon that may not be understood by everyone receiving the email. 

It's also best to avoid using 'all caps' or excessive exclamation marks, as they can come across as unprofessional or even rude. For instance, an all-capital message could be perceived as shouting. Your tone should remain professional yet friendly. Being too formal can come across as cold and distant, whilst over-friendliness can appear presumptuous.

Use Formatting And Grammar Correctly

When composing your email, use proper salutations and include a brief introduction to provide context for the recipient. Use short paragraphs with headings or bullet points, to break up large blocks of text. This will make it more possible for the reader to follow along. One online tool you can use is Grammarly. This software checks your writing for grammar and spelling errors. It also offers suggestions for improving sentence structure and word choice. Another useful tool is Hemingway Editor. This software analyzes your writing and suggests ways to make it more concise and easy to read. It also highlights complex sentences or phrases that may be difficult for the reader to understand. 

A thesaurus is especially useful when you need to find synonyms for words that you tend to overuse. In addition, a dictionary can be helpful when you come across words or phrases that you're not familiar with - or if English isn't your first language. Thanks to these tools, there's no excuse for sending an email riddled with errors.

Harness The Power Of Pictures, Infographics, And Videos

Sending emails that are too wordy or lacking in visuals can lead to a loss of interest from the recipient. Including relevant images or infographics can help break up text, and provide visual aids to support your message. This not only makes your email more visually appealing but also helps to convey information more effectively.

Videos can be particularly effective for demonstrating complex processes or showcasing products. However, it's important to use these elements strategically and sparingly. Overloading an email with too many visuals can distract from the main message, and overwhelm the reader.

Proofread Before You Send

Simple typos and grammar/punctuation mistakes can undermine your credibility in the eyes of clients or colleagues. Therefore, it's crucial to proofread before you send any important emails. Pay close attention to attachments as well. Double-check that you've enclosed the correct documents or files and that they're properly formatted. As we said earlier, your email etiquette should be appropriate for the context of your message.

If you've checked and re-checked your email several times, you may be unable to detect any remaining errors. If possible, ask someone else to give it a quick read-through. They can check for mistakes and discuss the tone and content of your message. Overall, it's worth taking a few extra minutes to proofread before hitting "send". This can save you time and embarrassment in the long run, especially if you have multiple recipients.

Respond In A Prompt And Timely Manner

In this hi-tech world, people often expect quick replies. They show that you're professional, reliable, and respect other people. When an email comes through, respond as soon as possible (ideally within 24 hours). 

If you need more time to provide a comprehensive response, send a quick reply acknowledging receipt of their email. Let them know you'll get back to them sometime soon. This lets them know that their message has been received and that their inquiry will be addressed soon. Also, consider setting up an automatic acknowledgment message for when you're away from your desk or out of the office for an extended period.

All the things we've discussed today can help you improve your business emails. They'll be prompt, clear, nicely worded, and accurate. In turn, you can inspire custom and repeat custom, and be seen as a safe company to deal with.

Updated July 24, 2023