Are you a professional? Then why don’t your emails look like it? This is one of the biggest issues of professionalism that I’ve seen with business owners today.
The reason why so many people don’t look professional through their emails is that the Internet has made us lazy. When I was young, I remember using a service called MSN to chat with my friends and I was barely even ten years old. All of us had no idea how to write and so from that point on people developed their own way to write certain words or their own way to abbreviate words over the Internet.
TTYL, LMAO, BRB, LOL.
I wasn’t one of those people, however, and I’m not saying it’s wrong, because it isn’t in a business environment so it really doesn’t matter. However, from a young age, it literally gave me pain to my stomach to send a message to someone without going through each word and making sure it was spelled properly and well written and that is what I want you to feel when writing professional emails.
“Why on earth would you want me to feel sick to my stomach??”
Well, because you’ll do something about it. Most business transactions happen over email today and you hardly ever even have to pick up a phone anymore. If you want to be successful you need to display yourself in a professional matter.
Do you know what I think of when I see an unprofessional email? I think of those guys who wear their jeans below their underwear in public and that’s about as unprofessional as it comes so if you want your business associates or your prospects to see you as a serious and good choice to make, you’d better listen to the key bullet points below.
How to Write Professional Emails:
Number 1 – Email address
You have a website, right? So why are you still using Gmail or Hotmail? It’s time for you to get yourself set up with an email using your domain name. You can use “firstname.lastname@example.org” or “email@example.com”. If you think people haven’t noticed that you’re using a Gmail or Hotmail as a business email, you’re mistaken.
Your email address is the first thing that people see when you email them. Your email address is not only an email, it is supposed to be a seal of trust to show people that you are real and that they can trust this email.
“Yes I really am emailing you from “domain.com”, I am not another spam email from firstname.lastname@example.org.”
Not only does not using your domain name as your email cause people to doubt your business, it is also a sign that you may be cheap. Not wanting to invest a mere $5 a month or less on an email address could cost you more in the long-run. What happens when you get the deal of a lifetime and you lose it because the investor or client doesn’t find you professional enough to take on the project? By the way, you can read my article that shows you how to set yourself up with a free professional email over here: How To: Setup a professional email with your domain name for free within 10 minutes. There’s no reason not to do it now since it’s free.
Number 2 – Your signature
Every email is an opportunity for business, whether you’re emailing a prospect or not. So why not include important information in all of your emails?
Here is the information that should be stated in all of your emails.
- An appreciative sentence like “Thank you for your time,”
- Your name
- Your contact information
- Your website
- Your social media links via icons (optional)
- A small description of a few lines about what you do or a testimonial (optional)
Here’s a screenshot of my email signature for my business.
You can use a service like WiseStamp.com to build yourself a nice professional email signature.
Every email is a like giving a business card, so why not leave your information for easy access. You would be surprised at how many times I’ve gone through my emails just to get to someone’s contact information.
Not only does this help others get easy access to your contact information, it also gives another trust factor that you are real and that you are professional.
Number 3 – Short and to the point subject line
Your subject line should give the recipient an idea of what they’ll find inside the email. This is important because many times, the subject line is the only reason the recipient opens their emails.
For example, if you write “URGENT: Our business deal is happening now” to your partner versus “January 20th, 2016 – email”, which one do you believe he will open right away? He might open the second one 3 weeks later. That is why a good subject line is important.
Number 4 – Proper greeting
Every email should be thought of like a letter to a dear old friend. You need to use a proper greeting. Remember in school when we learned to write letters using “Dear Ms. Robinson”, “To whom this may concern”, etc? Well, I wouldn’t go as far as using dear and their last name, however, if that is something you’d like to do, why not. I however definitely recommend going with “Hi Robin”, the first name is great and a simple hello is fine. Your greeting should be on its own line and after you are ready to write the content within your email.
Number 5 – Email content
It’s time to write your email now. The number one thing to make sure of is to break your content into separate paragraphs. One bulky paragraph with 300 words, doesn’t look good or easy to read. You want your prospects to understand you right? Well then make it easy for them and cut your content into paragraphs.
Number 6 – Always spell check
You may think this one is a no-brainer, however, I’m not only speaking of the content of the email. I’m talking about the subject line, and most importantly the email you’re sending to. Why go through all the trouble of writing a great email, only for it not to even reach your prospect because of a typo in the name? Wouldn’t that be unfortunate? It only takes 15 seconds to make sure it doesn’t happen. Spell check everything!
You can use a service like Grammarly to help you make sure your emails are well written. It’s a great tool that you use for free or you can get the premium version if and when you’re business begins to be more serious. As you are writing, it will check to make sure everything is spelled correctly and that your sentences are formatted properly. So if you’re someone who’s primary/first language isn’t English, this is probably the best free tool you can use to improve your English when speaking to clients. You can easily double your rate if you use a tool like this because you will look tenfolds more professional right off the bat.
I’d have to say that now that you’ve gone through my list, you should be ready to press that send button once again. Congratulations and I hope that this list helps you find more success when emailing clients.
Let me know what you think in the comments section and feel free to share some of the things you do differently that bring you success in your emails.
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