Writing a professional email: tips and mistakes to avoid

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Professional email is the preferred means of communication in business. It is used both internally and between potential partners from different companies. We can send dozens, even hundreds of emails daily, and receive many more.

But too often, your email falls through the cracks. In this case, your recipient doesn't read it to the end, or even opens it. And if there's no response, you don't know what could have caused the problem.

In reality, writing an effective professional email is an exercise, an art. You can always do better to reach your future clients and collaborators. So here are our tips and mistakes to avoid when writing your emails!

Summary

12 tips for writing a professional email
7 mistakes to avoid when writing a successful professional email

Summary

12 tips for writing a professional email
#1 Prepare your approach
To write a professional email, you need a reason. To start, clearly list your needs, requests and offers on a draft. Often, our exchanges are of a give-and-take nature. Try to identify a common objective to share between you and the person to contact. If your needs are important, establish an exchange report between collaborators: compare your needs and ivory coast whatsapp lead your proposals to the prospect. For example, your low-cost marketing solution against a customer contact file.

#2 Put yourself in the recipient’s shoes
An email can say a lot about the person sending it. It is first and foremost an expression of a personality. Like any human message, your email is subject to interpretation. So you want to elicit a positive response from your recipient. So put yourself in their shoes. What reaction do you have when you read what you write?

Check out 15 examples of high-quality prospecting emails .

#3 Be clear and concise
There is nothing more unpleasant for your interlocutor than seeing a block of text jump out at them. Keep it short, whether in your words, sentences or paragraphs. A text that breathes is a sign of respect for your interlocutor's time. To write your professional email well, get to the point, and remember to space out your text. The reason for your request will be more readable and therefore more acceptable.

write professional email hands

#4 Limit fonts
You don't want to distract your recipient from your request. Using too many different fonts will make it seem like you're trying to trick or entertain your recipient. Include no more than two different fonts, and in a similar style.

#5 Bold words
You can also bold important information. This is very useful for the readability of your email and it gives it strength. It is particularly useful to highlight numbers. But always use this trick sparingly. Finally, ban capital letters: they give the impression that you are angry or shouting.

#6 Choose your object carefully
The subject line is the first thing your prospect will see. It is decisive in deciding whether your email will hit the mark or fall back into the limbo of the internet. It is the crux of the e-mailing war! Choose a clear and concise subject line. Adapt to your prospect. Mention the name of your company or department as well as a clear element summarizing your approach. Use the "you" to address your recipient. Don't hesitate to use their first name. Example: "[Name of your company or department] Jérôme, here is a solution for your cash flow management". Or "Jean, our mailing application will change your daily life." In this way, you try to connect your offer with the potential needs of your prospect.