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How to Write a Professional Email that Wins Customers

Professional Email

Well written communications will win you customers. Writing professional business emails especially, are the crux of smart business acumen. How? Today’s digital era uses email to connect you, the entrepreneur, to your target customer anywhere across the globe in seconds. So, a prosaic email that lacks intent and clarity is a surefire way to turn your customers off and for good. Email also leaves a written trail. It projects the progress made between you and your clients, investor, and/or business partner. This asset can help you mitigate any potential legal or civil disputes, too.

As a business owner, you scour through a full inbox of communications daily, so we suggest you become an expert on writing good emails. Doing so will help your customers feel over-the-moon about your services. Here are a few golden tips to help:

Know Your Audience and Show Respect

Who are you writing your e-mail to? Think of your recipient at all times. Remember: you are no longer speaking to your friends and family. You are expected to show a formal demeaner when  communicating with potential customers and/or business partners, so avoid being overly casual or inserting monkey dancing emojis.   

If you are writing an email to an investor or sponsor, ensure that your writing is up to par by sending an email message that is easy to understand at the very least. Make it a habit to align your writing tone and style to who it is you’re writing to. Also, add appropriate titles and formalities.

Respect your recipient. Treat them like you want them to treat you. Customers will value this and want to work with you long-term.

Technicalities are important too—always remember to zip your attachments if the files are large, scan your content to make sure that it is virus-free, respect your recipient’s privacy, and never pass on any spam.

Write Relevant and Engaging Subject Lines

Along with content, the subject line is an extremely important element of any professional email. It must be attention-grabbing and concise. If you write it correctly, the subject line should prompt your reader to open your email, because it will reflect the content inside. However, stray away from using clickbait titles like this one, “You Won’t Believe This! Click Here to See,” because it can be perceived as spam.

The replacement should look something like this: “<Insert Your Company Name> Is Offering A Special Discount To Our Esteemed Customers.” This latter option features authenticity and relevance, which are key in building good relationships with your clients!

Make Your Content Digestible

Not every professional has the time and energy to read long blocks of text. We recommend that you write concisely in the digital space, because it can be more difficult to read from a computer screen than a printed document.

Be sure to gather all of your key points, write short paragraphs, and use bullet points to deliver messages your consumers can easily reference.

Insert a Clear Signature

A proper signature should feature more than just your name but also include the following elements (in no particular order):

  1. Your Name
  2. Website address
  3. Company address
  4. Telephone number
  5. Job title.

The right signature will allow clients to find your business easily and refer you to their networks. This gives you more happy clients and more money.

Additionally, keep your contact information and signature layout simple, consistent, and professional. Bonus points for matching your layout, topography, and colors to your professional brand.

Don’t forget! Keep elaborate graphics, fancy colors, and fonts at bay, because these can tend to make your emails look unprofessional and harder to read.

Proofread Every Time

Attention to detail will distinguish you from your competitors. You should never send emails that contain poor punctuation, careless grammar, or misspellings. Before you hit that Send button, spend 1-2 minutes proofreading your email. Reread the message by placing yourself in the recipients’ shoes. If spelling and grammar is not your cup of tea, there are a wide variety of applications available to help you clean up your emails, like Grammarly. Are you looking to take your business to the next level? An Anti-PR firm can help you maximize the best strategies and tools to help you achieve your communication goals. Whether you need to approach the media and get back in touch with old customers, we’ve got you covered.


Advice Disclaimer. This information is not intended to be a substitute for professional public relations or legal advice. Do not disregard professional legal advice or delay seeking professional PR or legal advice because of something you have read here. Contact an attorney to obtain advice on any particular legal issue or problem. Use of this Web site or any of its e-mail links do not create an agency-client relationship between JoTo PR and the user.