Guidelines for writing e-mail messages

How to write business email, Guidelines for writing e-mail messagesEven though sending an email is a pretty easy and simple task from a technical point of view, we should still pay attention to what and how we send it, especially in business/work correspondence. Generally, we all want our email messages to be taken seriously, but sometimes we don’t pay too much attention to the format and the email etiquette rules. Here are some email writing guidelines that will make your business email look professional.

Keep the subject line short and clear. Ideally, keeping the subject line up to 5-6 words is the best way to provide a brief and straight to the point topic. Providing long subject lines is a bad approach and is not a way how to write business email. Moreover, such a subject may easily be ignored by the recipient. When correspondence takes a lot of writing back and forth, then try to follow the topic and discussion with a new subject instead of just leaving the original one throughout the whole correspondence.

Address the other side by a proper greeting. It is advisable to start an email with “Dear {title} {last name}”, though this may be slightly adjusted. If the other side signs with their first name, then it is considered that you can address them in your reply by their first name as well.

Keep the body of an email brief. People have a tendency just to skim over too long emails, so email messages should be kept to a reasonable length. If there is really a need to write more than a couple of paragraphs, then a conference call or a meeting could be a better idea than sending an email of such a length.

Limit the number of topics per email message. Try to keep one email message limited to just one topic. If needed, try to set an expectation for the recipient that there are multiple topics discussed through that particular message. The best way to do that would be through the subject line, for example: “Please see my three questions” or “Please take a look at these issues”.

Check the grammar and spelling of your message. People tend to make some silly spelling or grammar mistakes because they type in a rush so, whenever possible, try to correct or check for errors before sending. Nowadays, most modern email clients have spell checkers built in, so get used to using them.

Do not use emoticons in business correspondence. Although this is quite an often practice in private email messages, it is not advisable to use emoticons in any kind of work/business related email correspondence. Keep the serious tone of your message if you want to be taken seriously and leave smiley faces for fun messages. Be polite throughout the whole email and always show some professional courtesy.

Limit the number of recipients to a reasonable number. If you are sending an email to a large group of people, there is a possibility they won’t read it completely or take it seriously if you included too many recipients. They may also be slightly confused thinking that someone else should respond to that email instead of them and your email could end up without any response. Hence, limit the number to a reasonable amount and, as already mentioned above, try to address those people by a greeting so they are always certain you intended all of them to receive that message.

Include a friendly closing. Let the other side know that you intended to end your message the way you did by adding your signature and possibly some closing like “Best Regards” or “Best wishes”. Otherwise, if you leave out the closing lines, the other party may think that the email was not complete or that you sent it by mistake. It is polite to end it by signing your name, especially if you do not have frequent correspondence with that person.

By following these email writing guidelines you will ensure your recipients have received the right information and, as a result, you will get the responses you want.

Karin Jakovljevic

About the author

Karin Jakovljevic

Karin Jakovljevic is the head of marketing at Ximble, a powerful, cloud-based workforce management system, simplifying employee scheduling and time tracking for retailers, restaurants and small businesses.

Success Stories

Menchie’s

It was hard to keep Menchie’s young and mostly part-time staff informed about shift changes, until Menchie’s discovered Ximble’s easy-to-use smartphone app.

Fast Fix

Ximble’s easy-to-use scheduling tool allows Fast Fix employees to remotely access shift information, and integrates with their Point of Sale and Payroll systems.

Spry Health

When spreadsheets became too complicated, Spry Health sought simple, cost-effective timekeeping software so they could concentrate on growing their business.

Spirited Gifts

Since switching to Ximble, Spirited Gift no longer struggle with employees turning up at the wrong time, for the wrong shifts.

Re-bath of South Florida

Re-bath required timekeeping software that was simple, flexible, and that could grow with their business.

Vastrm

When they outgrew their own internal system, Vastrm chose Ximble to track their part-time and contracted employees, both in and out of the office.

Excellence Martial Arts

All that Excellence Martial Arts were looking for was basic employee timetracking, with payroll reporting. Ximble’s cost-effective software was the ideal solution.

Collab Inc

Manual timesheets were a poor fit for Collab, and with no easy to feed the data into Gusto they began looking for a viable solution to their scheduling and time tracking headaches.

Carolina Moves

Follow Carolina Moves’ journey as they transitioned from using an archaic time tracking and data entry methods to using something that could optimize their processes and integrate with Gusto.

Bearings Bike Shop

Read how inaccurate time keeping methods forced Bearing Bike Shop to approximate working hours leading to significant losses over the year, until implementing Ximble.

Mermaid Life Chameleon

Needing a simplistic solution to their scheduling and time tracking needs, Mermaid Life didn’t want a solution that would over deliver and overcharge for what they required.

Krein Knives

Outgrowing spreadsheets, Krein Knives now needed a time tracking solution that could accurately track irregular working hours and automate as much of the administrative process as possible.

Garmentory

Looking for automation and simplicity, Garmentory turned towards Ximble in hopes of resolving their time tracking woes.

Novvia

With their eyes set on rapid growth, Novvia needed to implement a scheduling solution that could effectively scale as the business grew while integrating with the existing payroll system.

Story2

Discover how Story2 resolved their time tracking and payroll problems by implementing Ximble into their arsenal of tools and integrating it with their payroll platform, Gusto.

CareCentric Pty Ltd

Spreadsheets lacked the scalability and flexibility that CareCentric Pty Ltd needed as they grew and needed something that would be responsive to their changing needs.

Bou Cou Dancewear

Struggling with varying availability of staff, scheduling for multiple store fronts and managing payroll, Bou Cou Danceware needed a solution to their scheduling and time tracking needs.

Best Pets Veterinary Hospital

Constantly fighting wasted time from data entry errors, outdated methods of scheduling and time tracking were taking their toll. Discover how Ximble helps them overcome their challenges.

Hook SEO

Read how Ximble helped Hook SEO with their time tracking and scheduling problem when they noticed too much time was being wasted on data entry.

National Strategic

After a rapid increase of employees, National Strategic’s dependence on spreadsheets for time tracking was no longer viable. Find out how Ximble solved their problems.

miR Diagnostics

Find out how miR Diagnostics implemented Ximble’s time tracking features for their employees and how it improved their payroll operations through the Gusto integration.

Followell Fotography

Effective time tracking in and out of the office and Gusto integration was important for this photography company. Find out how Ximble stepped up to meet the challenge.

CARP

Ximble provided an inexpensive and user friendly solution to CARP’s time tracking and Gusto integration needs. Find what won them over and how it bettered their operations.

iLoveKickboxing

Discover how the time tracking and extensive feature of Ximble helped improve ILKB’s operations with the Gusto integrations and ximbleChat platform without breaking the bank.

Techpoint1

A tech savvy company that integrates technology into your offices and homes. With their skill and knowledge, they turn your ideas into reality.

Wise Owl Animal Hospital

An animal hospital that combines traditional and modern medicine to provide superior animal care. They raise awareness and provide advice on excellent pet care.

Armstrong Property Management

A property management consulting that specializes in home real-estate. They offer an abundance of services to property owners.

Parsaco

A restaurant consulting company that helps you take your business to the next level. With the best advisors, they can help you expand your business.

Liquid Consulting

A consulting company that strives to become your food processing partner. Comprised of skilled technicians and employees to improve your business.

Alta Animal Hospital

Find out how Alta Animal Hospital do away with printed shift calendars and move to a 100% mobile platform.

Montefiore

Read how Ximble helps Montefiore eliminate the need for multiple spreadsheets and calendars.

Rudy’s Pub & Grill

By utilizing Ximble, Rudy’s Pub & Grill has seen a 60% decrease in missed shift from schedule confusion.

TouchSupport

Learn how TouchSupport was able to manage employees at multiple locations with ease and save 8 hours a week by using Ximble.

Try Ximble for 14 days free

No credit card required. Cancel any time.