How to Write Business Emails

1. 1
   Use a formal tone. The tone of your email should remain professional and straightforward. Strive for a confident and courteous tone. ^[5] Try to leave emotional or informal language out of the email entirely. Avoid contractions and abbreviations whenever possible. Remember, full-length phrases often seem more formal.

   • For example, the following email is too informal for business: Thanks for the snakes you sent. I’m sorry to say that two were dead. Send more soon, plz. Talk to ya later!
   • A more formal version of the previous email: Thank you for your shipment of the four ball pythons to our store, Pets Alive! on March 2, 2015. Unfortunately, two of the snakes appear to have been hurt during the delivery and were deceased when I opened the snake crate. I would like for you to send two replacement snakes as soon as possible. Please email me or call the store with further questions or to make arrangements for a new shipment.
   • Sometimes a more informal e-mail is appropriate "in house" with co-workers you know well and if it is in line with "work culture". However, do not use text abbreviations, use complete sentences, and do not write anything that you would not want your boss to read.
2. 2
   Proofread your email. Do your best to ensure that your email does not include grammar or spelling mistakes and uses standard punctuation - no ALL CAPS, for example. ^[6] Many email programs include a spell check option; if your email has one, use it! Poor grammar almost certainly will undermine the message that you are sending, so, if possible use an grammar checker.

   • If you are sending an email to a large number of people or if the email is particularly important, you may want to have someone (or several individuals) proofread it before you send it.
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Depending on your relationship with the recipient, you may want use formal openings and closings. The following provide some direction and an array of choices.

1. 1
   Begin your email with a greeting. The greeting should be concise and formal. You may or may not choose to address a person specifically by name, depending on the context of the message. A message to another business or to an unspecified person does not require a name. ^[7]

   • Some examples of greetings are:
     • Good afternoon,
     • Greetings,
     • Dear Dr. Smith,
     • Mrs. Campbell,
2. 2
   End the email with a closing. An appropriate closing is polite and signals that the email has come to an end. While the closing of an email may not bear a common letter closing such as “Best Wishes” or “Sincerely,” it is considered a "best practice" to provide a closing to your email.

   • Some potential closings: ^[8]
     • I look forward to your response,
     • I hope to hear from you soon,
     • Thank you for your time,
     • My best to you,
     • Thanks for your consideration,
   • You may end your Pets Alive! email to the snake distributor by saying, “Thank you for your attention to this matter.”
3. 3
   Sign your name. It is appropriate to write your name at the end of an email. Many email programs allow you to provide an automatic signature that is customized to your liking. Be sure that the formality of your response matches the details of the email. You may want to provide your full name and title in a work email to another business or to someone you have not met, while your first name alone may be appropriate in an email to a coworker you see every day. ^[9]

   • Some signature options are:
     • Dr. Jane Smith (most formal)
     • Dr. Smith (slightly less formal)
     • Jane Smith (somewhat informal)
     • Jane (informal)
4. 4
   Consider providing contact information beneath your signature. Depending upon the details of the email, you may want to provide contact information such as your phone number, fax number, address, or website. If this is information that you wish to include in most or all of your emails, it can be built in to your customized email signature.
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