Check-list to get better results from your business emails:

1. Use a clear subject

   • Tip: Summarize the email's message in 2-5 words.​

   • Reason: A specific subject line helps recipients understand the email's importance and urgency, encouraging timely responses.​

   • Avoid: Vague or generic subjects like "Hello" or leaving the subject line blank, as they can lead to your email being down prioritized.

     
     

2. Start with a professional greeting

   • Tip: Always use formal greetings such as "Dear [Name]" or "Hello [Name]."​ 

   • Tip: Mirror the greeting phrase that the other person is using towards you.

   • Tip: Never use more informal greetings to someone above you in the organization/hierarchy. (Even if they are more informal it is, at least before you have indications of something else.)

   • Tip: Raise the bar – when someone is annoyed and write short and snappy towards you, and without a greeting, take the time to show curtesy.

   • Reason: A proper greeting sets a respectful tone and acknowledges the recipient appropriately. It also gives a signal that you are a person with manners.

   • Avoid: Overly casual greetings like "Hey" or omitting the greeting, which can appear unprofessional in particular when sending emails higher up in the organization. ​prowritingaid.com

3. Be Clear and Concise:

   • Tip: Present your main points early and keep the content focused.​

   • Reason: Concise emails respect the recipient's time and reduce the likelihood of miscommunication.​

   • Avoid: Lengthy, rambling messages that may cause the reader to miss key information. ​

4. Dont be to concise

   • Tip: Make sure to not omit important information and what your overall position is. So take a step back before you send.

   • Reason: Emails can function as prof and backdrop in legal and business negotiations, so keeping it vague or not being clear of your position can put you in a less strong position

   • Avoid: Lengthy, rambling messages that may cause the reader to miss key information. ​

5. Use Proper Grammar and Spelling:

   • Tip: Proofread your email or use tools like spell check before sending.​popl.co

   • Reason: Correct language usage reflects attention to detail and professionalism.​

   • Avoid: Typos and grammatical errors, which can undermine your credibility. ​

6. Maintain a Professional Tone:

   • Tip: Keep the language formal and avoid slang or overly casual expressions.​

   • Tip: Do mimic the style of the one you are communicating with in cases where you want to build trust on an equal level and when you want to build trust as the more knowledgeable trusted party (such as an expert, doctor, advisor, seller) use professional language even if the other party does not.

   • Reason: A professional tone ensures your message is taken seriously and maintains workplace decorum.​

   • Avoid: Emotional language or humor that could be misinterpreted. ​

7. Use Bullet Points or Numbered Lists:

   • Tip: Organize complex information into lists.​

   • Reason: Lists make content easier to read and understand, especially when conveying multiple points or steps.​

   • Avoid: Dense paragraphs that can overwhelm the reader. ​

8. Include a Clear Call to Action:

   • Tip: Specify the desired outcome or next steps at the end of your email.​

   • Tip: Use underlyning or to make the question/suggested time for a meeting so its not overlooked.

   • Reason: Clearly stating actions helps prevent confusion and ensures both parties understand expectations.​

   • Avoid: Leaving the recipient uncertain about how to proceed. ​

9. Be Cautious with "Reply All" and CC:

   • Tip: Only include individuals who need to be part of the conversation.​

   • Tip: if the email includes criticism, only direct it to the person it concerns unless you absolutely must include someone else.

   • Reason: Limiting recipients respects others' time and keeps communications streamlined.​

   • Avoid: Unnecessary inclusions that can lead to information overload and get people annoyed. ​

10. Dont think its private

    • TIP: Always think; could this email stand the test of ending up on the front page news?

    • Reason: Emails more often than not are forwarded, shared or used as evidence in later disputes. So don’t be to shortsighted when you write it.

    • Avoid: To much information , to hostile language, omissions or admitting things you don’t really mean just because you write in a hurry or feel a certain way when you hit the reply button.

11. Use Professional Signatures:

    • Tip: End with a standard closing (e.g., "Best regards") followed by your full name, position, and contact information.​

    • Reason: A signature provides the recipient with context about your role and how to contact you.​

    • Avoid: Omitting contact details, making follow-up more difficult. ​

12. Respond Promptly:

    • Tip: Aim to reply to business emails within 24 hours.

    • Reason: Timely responses demonstrate professionalism and keep projects moving forward.

    • Avoid: Delays that can cause frustration or project setbacks.

By following these guidelines, you can enhance the effectiveness of your business communications, fostering better relationships and achieving desired outcomes.