Last updated on March 20th, 2020 by Vinita Menon

Have you ever stared at the blank compose window of a new email, or written and rewritten one countless times before firing it off to a customer? Writing a good professional email can feel like high stakes for a small business owner – because it is! When you’re just getting your business off the ground with limited capital, email is often the simplest, fastest, and cheapest tool you can use to create an online presence. But writing an effective professional email isn’t always as simple as it sounds.

Writing emails to your current and prospective customers can take up a lot of your time, but there is a way to simplify the process and ensure that you send out a perfect email every time. Here’s a helpful checklist you can use while writing all your professional email. After all, you only get one chance to make good e-impression.

Use a professional email address

For starters, you can undo a great email simply by sending it from the wrong email address. As a small business that is probably cash-strapped, paying for a professional email service can seem like a luxury or an unnecessary expense. But did you know that 58% of customers said they would not be comfortable sharing credit card information with a business that was not using a real business email address?

Looking for a professional email service for your business? Try Titan!

Write a convincing intro

When you scan your inbox every morning, how do you choose which email to read first? Chances are, you don’t open your emails in the order they were received; you open them based on what you see in the subject line. These small-but-mighty snippets of information should be enticing, informative and succinct. Appeal to emotions rather than facts and logic, tell a story and use a numbered list to make it more likely that the receiver will open your email.

Along with a strong subject line, invest time in perfecting the intro line of your email as well – the part that is visible in the preview of your email on a receiver’s email app or webmail. Personalize your salutation with the receiver’s name if possible and get to the point of the email in the first two lines, so they know what you’re writing to them about.

Add a value proposition

It is important to hook the reader and highlight why they need to read your email. Whether it is a newsletter or a promotional email, get to the point in the very first paragraph so you have a higher chance of your email being read to the very end. 

Your email should also include one CTA – do you want them to buy a product, subscribe to your newsletter or write a review? Highlight that in the body of your email and don’t crowd it with multiple links or questions. Keep it short and simple, and you will increase your chances of getting clicks and replies significantly.

Always sign off

In professional emails to clients, a simple ‘Cheers’ at the end of your email just won’t cut it. If your email address is the first touchpoint that a potential customer, partner, or client has with your business, then the signature of your email is often the last. You put a lot of thought and time into crafting a winning subject line and email – why risk the reader thinking, at the very end, that they shouldn’t take you seriously?

Set a signature that has details like your name, the name of your business, links to social media accounts and even a professional headshot. Read what you should include in your email signature here.

Typo Check

Proofread each and every email before sending it out to a customer, even if you’re using a template you’ve used several times before. Have you got their name and salutation right? Are you missing a comma or a full stop? A cursory glance is enough to ensure that there aren’t any easily avoidable gaffes in your email, not just to make your communication look more professional, but to also ensure that your emails stay out spam folders. If doing this manually is taking up a lot of your time, then free apps like Grammarly are your best friend.

Regardless of what type of email you’re sending and who you’re sending it to, always remember rule #1 – use a professional email address! If you don’t have one yet, try Titan. You can get your business email up and running even if you don’t have a website domain yet.

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Originally published 6th March 2020 08:48:09am, last updated on March 20th, 2020

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