8/24/2020

Top 7 Email Rules for Business

Business reality has radically changed recently due to the COVID quarantine. The development of business relationships depends on the skills, experience, and ability to find common ground without meeting a client in person.

Email is the most practical tool that helps you connect with your clients or employer’s partners. But the truth is that it may be hard to take online communications to another level because sometimes it’s challenging to express your emotions, empathy, and intentions through text. You can’t see the recipient’s reaction and read the body language. So, how to create a clear message? In our article, you’ll find all the important rules every email assistant should know.

Top Email Rules 

According to the studies performed by Nicholas Bloom, a professor from Stanford University in California, working from home boosts productivity by 13%. However, remote positions weren’t so popular before COVID-19 started establishing its rules. Businesses had to accept the new reality and shift to the online world. As a result, the effectiveness of this decision didn’t disappoint anybody. For example, companies like Twitter, Google, and Facebook announced that employees could work remotely forever or to the end of the year, which means that their productivity didn’t get lower.

Anyway, the effectiveness of remote work depends on the quality of online communications. Since you’re working remotely and don’t have an opportunity to meet your clients in person, it’s necessary to learn how to build lasting business relationships through email. Use the following tips to increase the efficiency of emailing:

1. Know your client

The first thing you have to do before you start sending emails is to determine the client’s preferences. Do they want to receive information about several subjects in a letter? Or do they prefer receiving an email covering one topic?

It’s hard to find all the necessary information at the very beginning of communication, but you have to get to know at least their age to pick appropriate writing style. You can’t send the same letters to Millennials and older people, for example. If you’re in doubt about their age, pick the formal style that won’t confuse anybody. Or you can hire a professional essay writer who will help you compose a letter appropriately.

2. Be concise

People don’t like to read lengthy letters, especially if they combine different topics. It’s hard to concentrate on something particular. That’s why it’s better to send your messages separately. But if it’s necessary to combine topics, divide them with paragraphs and use bullet points to compose a readable email.

3. Write subject lines

We receive dozens of emails every day, and we don’t even open most of them. If you don’t want a client to miss your letter, write a catchy yet relevant subject line. It should explain the core thought of your email.

The worst thing you can do is leaving a subject line empty. A recipient will never open this message, and it will be sent to a spam folder. Write a few words concerning your email topic, and your client will definitely read your letter.

4. Add attachments

A professional email assistant doesn’t forget to add important documents when writing emails. However, you can simply forget to do it, and the client gets disappointed if they were waiting for these materials. Attach the documents before you even start composing a letter. Remember that it’s important to send all the necessary attachments in time if your employer prefers virtual offices and managing a business online.

5. Be polite

The business world isn’t a place for impatience and offense. Avoid writing phrases you wouldn’t dare to say to someone’s face. Even if you don’t like a client, or they’ve sent you a rude letter, don’t reply in the same way. You have to try to solve the problem and make friends with this person by staying calm.

6. Check whether a client has received your email

So, you’ve sent your message, and you’re sure that your client has got it. Sometimes emails don’t reach the destination, and that’s why it’s necessary to make a phone call or send an email once again if the recipient doesn’t respond. It’s important to control the situation with messages since many people are working from coworking spaces, and they expect to get all the letters.

7. Proofread your letters

As an outsource email assistant, you have to compose error-free letters. Your reputation and the reputation of the company depends on your grammatical competence in many senses. Business people don’t like to communicate with people who write incorrectly. Check your email for grammar mistakes, punctuation errors, and miswording’s before sending it.

Read your message aloud to figure out whether it sounds natural and covers all the necessary points. Is there anything you can add? Will the client get it right? It’s necessary to answer these questions before sending an email.

Final Thoughts

The quality of online communications is essential. It's easier if you know basic email rules, including researching your audience, writing brief texts, adding paragraphs and bullet-points in lengthy letters, and staying polite. These tools will help you build stable relationships with clients and the employer’s partners. 

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