Nowadays, business emails serve as our digital handshakes, virtual meeting rooms, and communication lifelines! A good business email format can be the only difference between engagement and ‘just another email’ in the spam folder.
Amidst the constant influx and outflow of messages, professional email formatting is one crucial element that often gets overlooked. Seems like a minor detail, doesn’t it?
However, the structure of your email can significantly impact its effectiveness and the impression you create on the recipient. Emails are often the first impression you make on a potential client, colleague, or business partner. Therefore, taking the time to curate a professional email is relevant.
This demonstrates your attention to detail, respect for the recipient, and, ultimately, professionalism.
Table of Contents
Why Curate a Professional Email?
Imagine sending a proposal riddled with typos and written in all caps. Or a follow-up email with a subject line so vague that it could be about anything. Or worse yet, a professional email without a proper email format makes it hard to read.
Doesn’t really grab the recipient’s attention, does it?
Now, let’s imagine a well-formatted email with a clear subject line, concise content, and a professional tone sent through a professional email address. Such an email will instantly convey competence and respect and will also capture the reader’s attention. Crisp emails indicate that you value the recipient’s time and that you take your communication seriously.
Professional business emails are about strategic communication. Using a professional email format, you can ensure your message is clear, easy to understand, and readily accessible across various devices. In a world where information overload seems to be the norm, professional emails stand out and get acted upon.
What to be Mindful of in a Professional Email
An email is an extension of you in the digital world. You have to make sure the formal email is as ideal as possible. If you want your emails to leave a lasting impression on the reader, prioritize these takeaways:
- Clarity: Avoid jargon and complex sentences. Ensure that your emails are clear and concise. The recipient should instantly grasp the message without decoding it.
- Conciseness: Your emails must communicate that you value the recipient’s time. Respect the reader’s time by keeping your email brief and highly focused. Do not ramble or include unnecessary details. Always remember—less is often more!
- Professionalism: As goes by default, a professional tone throughout your email is of paramount importance. Avoid using slang, emojis, and excessive exclamation points. Make sure to proofread your email before sending it out.
- Structure: The format of your email is one of the first things that will capture the reader’s attention. So, structure your email with clear sections and bullet points for easy scanning and readability. You can use headings and bold and italicized text to highlight relevant points. Most people check emails on their phones, so ensure that your email has a mobile-friendly format.
- Standardization: To make your emails look highly professional, you can adopt a company-wide email format standard. This standard will ensure that your professional emails are consistent and follow a similar format across all communication within and outside the company, making them easily recognizable.
Read also: 15 Introduction Email Templates That Work Like A Charm
Essential Components of a Business Email
Following the correct email format ensures that your message is conveyed to the reader effectively. Therefore, unpolished emails can be deal-breakers in business communication.
Of course, curating a professional business email goes beyond just hitting “send”. Each element in this short and crisp email plays a significant role in shaping the message.
So, let’s take a look at the components of a business email that you should consider adding to your email!
Subject line to introduce the agenda
The subject line is the first impression you’ll make on the reader, who may be a potential client. Therefore, it has to be clear and concise and accurately reflect the email’s content.
Include relevant keywords in the subject that creatively capture the essence of your email. This will make it easier for recipients to search for your email if they choose to revisit it.
Salutation to set the tone
Choosing an appropriate salutation is all about finding the right balance between professionalism and familiarity. If you are sending a business email to your superiors, your salutation should include “Dear Mr./Ms. Doe” or “Dear Dr. Doe.”
If the email is an ongoing communication thread with colleagues or those you are familiar with, you can say “Hello, John” or “Hi, Anna.”
Introduction to build a rapport
The introduction of your email has to be crisp and concise, clearly stating the purpose of your email. This part of the email will set the context and help the recipient understand what to expect. If you are following up on a previous conversation or email thread, you can briefly mention the reference point for continuity.
You can say something like, “In pursuance to our last conversation on Thursday, I am writing to follow up on…”.
Read also: How to End an Email Appropriately: Tips & Examples
Body to convey your message
While writing the body of a business email, you must ensure that you use concise language. This will make it easy for the reader to understand the email quickly. You must also organize your email into well-defined paragraphs or bullet points.
Avoid going into detail and briefly convey the key points. Do not include unrequired details. Instead, use links if you think they should be included in the email.
Closing to wrap things up
When you come to the end of your email, conclude with a polite and professional closing. Use closing phrases such as “Sincerely” or “Regards”. If your business email requires the reader to provide a specific response to the email, you can include a call to action in the closing statement before you sign off on the email.
Pick a sign-off that aligns with the level of formality and your relationship with the recipient of your email.
Signature to stay remembered
The professional signature on your email is your digital business card. At the end of your email, you must include a professional signature block with your name, job title, company name, and contact information. You can also add links to your social media profiles in your signature.
However, make sure that your signature is not overly cluttered, as that may detract from the professionalism of the email.
Read also: Business Introduction Letter 101: Tips and Examples for Beginners
Formatting Tips You Can Use for the Right Business Email Format
While the content of your email is of the utmost importance, the presentation also plays a huge role in grabbing the recipient’s attention. After all, there is a reason why everyone following the same format doesn’t have the same conversation rates, right?
You might land an email open through enticing subject lines. But what about making sure that the formal email is read and worked upon?
Take a look at these formatting tips to ensure that your emails exude professionalism and readability –
Font choice
Studies have indicated that the average email attention span is 11.1 seconds per email. Shocking, isn’t it? If you’ve only got approximately 11 seconds to make your pitch through a business email, then you must make the most out of these few seconds.
You can do so by ensuring that your emails are aesthetically pleasing and easily readable. Many fonts influence how people feel about the content they read. In a study, using the Baskerville font increased the number of people agreeing with a statement by 1.5%.
It is also true that most people experience no change in speed or retention when reading serif vs sans serif fonts. That being said, take a look at these widely recognized email-friendly fonts.
- Arial
- Calibri
- Courier New
- Georgia
- Helvetica
- Lucida Sans
- Tahoma
- Times New Roman
- Trebuchet MS
- Verdana
Font size and color
You must use the right font size to maintain optimal readability for your emails. A study by the Software Usability and Research Laboratory concluded that at 10-point size, people preferred Verdana. At 12-point size, Arial was preferred the most. Keeping this in mind, you can use fonts like Arial at 12-point size for optimal readability. If you’re going smaller, then Verdana or Georgia at 10 points are your go-to!
To make your business emails look highly professional, use black for the email’s body text. It offers the best contrast and ensures accessibility for individuals with visual impairments. You can use different colors for headings or to highlight key points. However, you must ensure that these colors complement the overall color scheme and maintain legibility.
Other formatting elements
You can use bold or italicized text to emphasize important points or titles to make your business email look more appealing. Excessive use of these formatting elements can be highly distracting and visually overwhelming.
Additionally, you can break up large blocks of text with line breaks and use whitespace strategically to enhance the readability of the email. You can also use bullet points or numbered lists to clearly present steps, instructions, or list items.
Read also: Email Etiquette 101: Proper Use of Email CC and BCC
The Art of Business Email Etiquette
The unspoken rules that govern effective and respectful communication lie beyond the technical aspects of formatting in business emails. Once you master these nuances, you will have fostered positive relationships, and your emails will convey the intended message. Look at these Do’s and Don’ts that will improve your business emails.
Do’s
- Respond promptly: Aim to respond to emails within a reasonable timeframe, demonstrating respect and creating a sense of urgency.
- Maintain a professional tone: utilize a courteous and respectful tone throughout the communication.
- Proofread meticulously: Before you hit send on your emails, thoroughly proofread them for any typos, grammatical errors, and factual inaccuracies.
Don’ts
- Hit ‘Reply All’ unnecessarily: Do not reply all if the situation does not call for it, as this can lead to inbox cluttering. Include only those recipients who are directly involved in the conversation.
- Respond in anger: If you receive a response that brings out negative emotions, take a step back and compose your response calmly and professionally. Send the response a little while later.
- Neglect confidentiality: Do not share confidential information about colleagues, clients, or the company through email without proper authorization.
- Use slang or informal language: Never use slang, emojis, or overly casual language, as this can undermine the professionalism of your message and create an informal tone.
Read also: Email Anatomy 101: Essential Email Parts You Shouldn’t Ignore
Some Bonus Tips to Master Business Emails
While the fundamentals of business emails mentioned above will provide you with a solid foundation, mastering the following considerations will take your email game to another level.
Handling attachments
- Document name: Clearly name your attachments using descriptive filenames that accurately reflect the content. This will help the recipients save time searching for the file and avoid confusion.
- Document compatibility: You can also ensure that your attachments are in widely compatible formats like PDF, DOCX, or XLSX. This will help prevent any accessibility issues from arising.
- Document size: Be mindful of the file size of your attachments, especially when sending to individuals with limited storage or bandwidth. Consider alternative methods like cloud storage links (Google Drive, SharePoint, Dropbox) for large files.
- Document relevance: Only attach files that are essential to the message. Avoid sending unnecessary attachments that clutter the recipient’s inbox and hinder readability.
CC/BCC Usage
- Transparency: Use the “Cc” field to include individuals who need to be informed of the conversation but are not expected to respond directly.
- Privacy: Utilize the “Bcc” field cautiously and only when necessary to protect the privacy of recipients who don’t know each other or shouldn’t be aware of the entire recipient list.
Read also: Email Footer Examples To Inspire Your Design
Mistakes to Avoid in Business Email
Even the most seasoned professionals can fall prey to common email pitfalls. Here are some mistakes to watch out for and avoid to ensure your emails deliver the intended impact.
- Vague Subject Lines: Craft clear, concise subject lines that accurately reflect the email’s content. Avoid using overly generic phrases like “Just wanted to touch base” or “Following up.” Instead, be specific and informative, allowing the recipient to understand your email’s purpose quickly.
- Information Overload: Brevity is your best friend when drafting professional business emails. Resist the urge to cram your entire message into a single email. Aim to keep your words concise and highlight the relevant points only. You can break down complex information into smaller, readable chunks using bullet points or numbered lists.
- Missing Call-to-Action: Make sure that your communication is purposeful. Clearly state your desired outcome or next steps in your email. Do you require a response, approval, or action from the recipient? Clearly communicate your expectations to ensure they understand how to proceed.
- Incompatible Content: If you want your business email to be taken seriously, you should only include key information. Ensure you address the recipient’s pain points and provide value for them.
Also read: How to Write Professional Emails that Convert
Sample Business Email Formats: Putting Theory into Practice
Understanding the principles of business email writing is necessary, but seeing these principles applied in real-world instances will help you grasp how to create professional business email. Take a look at these examples of professional business email formats tailored to different contexts:
Making a request
Subject: Request for Information [Project SkyHigh]
Dear Ms. Rego,
I hope this email finds you well.
This email is to request some information regarding [briefly explain the information you need and its relevance to your work]. Your expertise in [mention their relevant area of expertise] would be invaluable in helping me understand [explain how the information will be used].
If possible, could you please share [specify the format of the information, e.g., a document, link, or brief explanation]? I am available to meet at your convenience to discuss this further.
Thank you for your time and assistance.
Sincerely,
John Doe
[Designation]
[Contact Number / email]
Read also: Best Email Salutations to Start Your Emails on the Right Note
Providing information
Subject line: Update on Project Fight for Rights
Dear Mr. Doe,
This email serves as an update on the progress of Fight for Rights. We have successfully completed [mention key milestones achieved] and are currently focusing on the following tasks:
-
- Task A
- Task B
- Task C
[Provide a concise summary of the information you are sharing, using bullet points or numbered lists for clarity.]
We anticipate [mention next steps and timeline]. Please do not hesitate to reach out if you have any questions or require further details.
Thank you for your continued support.
Sincerely,
Alicia Rego
[Designation]
[Contact Number/email]
Scheduling a meeting
Subject line: Meeting Request – Quarter Plan Discussion
Dear Mr. Doe,
I hope this email finds you well.
This email is to request a meeting to discuss [briefly explain the purpose of the meeting]. I believe your insights on [mention their relevant expertise] would be instrumental in [explain the desired outcome of the meeting].
Please see my calendar for my availability [list your available days and times]. Do let me know what time works best for you.
Thank you for your time and consideration.
Sincerely,
John Wick
[Designation]
[Contact Number/email]
Take a look at these examples of business emails that are strictly professional and polite at the same time!
This business email provides a very concise response to the sender’s request. It provides relevant information about the request and also provides links to the services that the recipient might need.
Look at this other example of respectfully thanking a client after they’ve used a company’s service. This email is concise and direct and provides the necessary steps for any client’s requirements.
Look at this business email, which captures the reader’s interest in the first line. Additionally, this email is a good example of using links to direct readers towards larger documents that will eventually be required. Furthermore, this business email is highly effective as it uses a call-to-action button at the bottom.
The business email format given below exemplifies the strategic use of bullet points to convey the message while being short and sweet.
Read also: 10 Best Email Fonts for Your Next Campaign
Conclusion
In a fast-evolving business environment, curating well-structured and professional business emails is not just an option; it’s a necessity.
A proper business email format will help you effectively convey your message to the reader. And it will also highlight that you pay attention to detail.
By adhering to the rules we have outlined above, you can transform your messages from mere emails to powerful communication tools and help your company in one way or another, especially when communicating with clients.
Remember, mastering the art of professional email communication is an ongoing feat. Practice makes perfect, so you must continue applying these principles to real life.
While the samples given above provide a good start, you can redefine your approach as and when required. You can use these business email formats for introduction emails, promo code announcements, and even follow-ups with clients.
