Writing Perfect Business Emails that Clients actually read…



Are you writing the best possible emails that reflect well on your business and help you build meaningful relationships with your clients?

Keeping your clients happy is one of the most important responsibility that you have to take care of, for the upgrowth of your business. Satisfied and happier customers will buy from you again and again, and spread the good word about your organization to their family and friends.

1. General guidelines on emailing a client.

Purpose — let a client know details of a business offering.

  • Evaluate – Do you really need to send a business email? If yes, then the purpose behind it. Mention the purpose of sending email. State clear whether the purpose is to let a client know details of a business offering or to provide information in response to a customer’s questions or asking to reschedule a client meeting.

Subject line — Information on [business, product or service name] [as requested]

  • State exactly what you’re emailing about in the subject line—don’t make the client think. Use a clear, concise subject line to let them know what to expect when opening the email.

Content — Balance your business email content to be 90% information-oriented and 10% promotion-oriented.

  • Start with using the proper greeting—depending on your relationship with the client, get your salutation right. Never use a generic greeting and don’t just start an email with “hey.” Always be a Professional email writer.
  • Get to the point quickly but don’t be impersonal or abrupt. Keep your sentences short and clear—make your email as easy to read, process, and respond to as possible.
  • Make sure images have alt text.  Alt text is the alternative text that appears when images aren’t loaded in an email. So make sure your images have one essential component: alt text, because most of the time people won’t have images enabled.
  • Thank your client—finish off your email with a thank you, it shows you respect their time.Wrap up the email with a line like:Thanks, and I hope to hear from you soon.                                                                                                                 [your name].”

2. Things that Professionalise your Business Emails

Writing  an Eye-Catching business email is important but it is more required for your business mail to have a Professional image.

  • Have a Secure and protected business address on the web. The domain name of your company reflects the level of professionalism to your clients. So, have a registered and claimed domain name like informativ.com
  • Communicate with your Clients from branded email IDs.  Like john@informativ.com or Appear bigger than you are with group email ids like sales or support@informativ.com
  • Be found on the internet with your Contact info and Social Links. Provide a link at your own domain, with product or service showcase & get sales enquiries on your sales email Id. Also provide Social Links of your company which shows that your company is enlisted and active in Social Media.

3. Test before you click Send.

  • Nothing is more embarrassing than having typos or grammatical errors in your professional Business Mails. So, ensure the Spellcheck and read out loud!
  • Send a demo or test mail first before publishing the campaign to be send to your list. Click on all test mails to check whether they are operational and not 404s.

And there you have it — a well-constructed message with thoughtful strategy at every turn.

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