17 Sep 09 Writing A Business Email

Written by: SamElli

Knowing how to properly format a professional business email is very important.  Not knowing how to do so could result in you appearing unprofessional, or under qualified, or unfortunately just unintelligent.  The business email format follows a fairly strict set of rules, to stay professional, and to flow so that your point is made immediately.  Oftentimes you have to write and answer dozens of these every day, so the importance of getting ideas across quickly is invaluable.

Start of by knowing your audience.  The format of an email to a colleague, opposed to one directed at your boss, you’ll find are written a different way.  Think about how well you know the person, as well as how they fit into the company ladder, as each point will affect your tone throughout the email.  But no matter how well you think you know a person, never get too informal.  Don’t compromise your professionalism for anything.

Know what you’re writing about, before you compose the email.  If it’s an answer to a question, make sure that you know the answer forwards and backwards.  The worst thing you can do is give an incorrect answer when someone has come to you for help.  So do your research!

Keep the purpose of the email in mind, and stay on topic with that purpose.  You want the email to just be a quick question or answer.  Something that a person can read with ease, take what they need, and then move on to getting more work done afterward.   You don’t want your email to serve as a distraction, not at work.

Address everyone formally, and never make the email about your personal issues.  The last thing you want to do is drone on about something that’s making you angry at work.  Just stay on topic, keep it short, and remain professional and courteous.

Tags: Boss, Business Email, Colleague, Company Ladder, Compromise, Distraction, Dozens, Drone, Email Format, Incorrect Answer, Knowing Your Audience, Personal Issues, Professional Business, Professionalism, Work Address, Writing Email