How to Write a Business Email: 10 Proven Techniques

When we engage in face-to-face conversations, it's usually easy to grasp the tone, mood, and emotions of those involved. Our brains quickly process facial expressions like smiles or frowns so we can steer the conversation as needed. However, when someone reads an email or a chat message, they can't see your smile, hear your voice, or observe your gestures. And once you hit "send," your words have no take-backs. This is why it's crucial to draft a business letter with care.

In this article, we’ll review proven tactics from our team to craft emails that convey your message and help you avoid misunderstandings.

1. Choose Timing Appropriately

Emails are like Swiss Army knives of business communication – useful for many things but not always the right tool. Knowing when to send an email (and when not to) is vital to keeping things professional and efficient.

Emails shine when you need a written record of something important. It's helpful to send an email following a meeting to summarize key takeaways and confirm decision-making. Plus, it’s great for avoiding those “Wait, didn’t we agree on X?” moments later. Email is also perfect for non-urgent messages, giving the recipient time to think and respond –ideal for general updates, non-critical requests, or anything that doesn’t require immediate action.

However, some situations call for real-time communication. A meeting or call is more effective if a topic involves multiple questions that could lead to a long chain of clarifications, or if several stakeholders need to provide input. The same goes for demos or presentations – visuals and discussions work best live.

Delivering bad news? A conversation helps soften the message while maintaining good relationships. In case of a complaint, direct dialogue ensures their concerns are heard and addressed promptly.

2. Opt for a Direct and Concise Subject Line

A well-crafted subject line must be specific and direct, clearly conveying the core message of your email. Vague or irrelevant subject lines increase the risk of your email being overlooked or mistakenly marked as spam. When referring to a project or product, always include the relevant title or code to provide context and ensure your message is properly categorized and addressed.

Good example:

• Project Update: Q3 Marketing Campaign (Project Code: ABC-2024)
• Recap & next steps on our meeting – Feb 10
• Your concern: quick resolution plan by Feb 15

Bad example:

• Hey Sam, a quick question
• Update on that thing we talked about
• Need your help

3. Keep Your Emails Short: The MVP Principle

A rule of thumb is to place around 70% of your key info in the first two lines. Your recipient might feel frustrated or ignore your message if the details are scattered. Start with what’s important – what you need or want them to know – and save extra context for later. Clear, concise communication ensures your email gets read and acted on quickly.

4. Develop Empathy for Recipients

When you’re writing to someone, think about their day. Are they swamped with work? Probably. Do they want to read a five-paragraph email to get to the point? Absolutely not. Start by clarifying why you’re writing from the first paragraph, and avoid jargon that could confuse or frustrate them. Imagine how they’ll feel reading your message – will they feel valued, or will they feel like just another task on your list? Use polite language, but don’t overcomplicate it with long-winded phrases.

If you’re refusing anything, say it kindly. Empathy is about respecting recipients’ time and showing you care about their perspective. A little thoughtfulness goes a long way.

5. Consider Cultural Differences

Cultural awareness is a vital skill for effective communication, as every culture has its norms, values, and rules. For example, a straightforward approach and direct feedback are valued in many Western cultures. However, in many East Asian cultures, indirect communication and maintaining harmony are preferred, making direct criticism uncommon. The Cultural Map, by Erin Meyer has been my guide to understanding cultural differences and building awareness, enhancing my confidence, and elevating my communication skills to a higher level.

6. Keep Professional Boundaries

A balance of a friendly yet professional tone shows you’re not just sending a canned message. Avoid diving into overly personal topics, like asking about family or sharing personal affairs. Nobody wants to read an email that feels like it came from a long-lost pen pal. Keep your tone friendly but focused on the topic. Share enough to build rapport but not so much that it feels awkward or out of place. A little personal touch can make your message stand out – just keep it balanced.

7. Provide Your Recipients with Alternatives

There’s a joke that says: “Writing an email isn’t like choosing lunch for everyone – don’t make all the decisions for your reader. Provide the options, then let them decide what works best for them.”

A key aspect of business communication is allowing recipients to make decisions on their own. Rather than dictating what should be done, present clear options or alternatives. Instead of: “Review this article by Thursday,” think about options like: “It would be great to get your review by Thursday, or point me to your colleagues who can help with that.” You see how the tone is changing – from direct and dictating to a non-pushy, soft call to action.

8. Leave a Clear Call to Action

A clear call to action helps you reduce confusion and ensure a timely reply. Limiting your email to no more than two action requests is essential. This approach allows the recipient to focus on specific tasks, making communication more efficient and productive. Additionally, setting a clear deadline helps maintain timelines and keeps projects on track.

For example, instead of saying, “Let me know your thoughts and send over the final report,” try separating the two requests: “Kindly review the attached document and provide your feedback by Friday. Once we have your input, we’ll finalize the report.”

9. Double-check Email Attachments

Have you ever sent an email saying, “Please find the attached file,” only to realize you didn’t attach it? We know. We’ve all been there. Before hitting “Send”, double-check that your file is added, properly named, and in a format the recipient can open. Also, key numbers or details should be duplicated in the email body – just in case the attachment gets unnoticed.

10. Seal It with Signature

Your email signature is like a fingerprint – it leaves a unique impression and tells people who you are. Keep it clear, professional, and not a story of your life. Include your name, role, company, and key contact info. Avoid unnecessary quotes (especially anything too deep for a Monday morning). Avoid whimsical fonts like Comic Sans – unless you want to be remembered for all the wrong reasons.

Wrapping up

Email writing isn't rocket science, but it does require thought and care. From knowing when to hit "send" to mastering empathy, clarity, and cultural awareness, minor adjustments can make a big difference.

A well-written email can build trust, solve problems, and even make a frustrated client happy.

When you’re trying to sound professional, double-check your autocorrect mode – it has a way of turning “attached files” into “attacked flies” at the worst moments. In the end, the best emails are clear, concise, and thoughtful.

Keep these principles in mind, and you’ll leave a positive impression every time you hit “Send.”