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Email is a staple in business communication and is not going away anytime soon. In fact, The Radicati Group predicts continued email adoption well into the future, with the worldwide daily total of sent and received emails growing from 293.6 billion in 2019 to 347.3 billion in 2023.
That’s a lot of emails going around.
As for individual users, according to additional email stats compiled by Campaign Monitor, the average business user sends and receives approximately 121 emails per day. That’s some serious competition for the recipient’s attention, which makes getting your emails to stand out all the more important.
But how exactly do you do that?
Start by following a professional email format.
Business email is, in many ways, different from informal email. Aside from the tone and language being more professional than the emails you and your friends from college occasionally send each other, business emails follow a certain format. A good email format provides structure and makes you look like a polished, trustworthy professional.
To get you started, below are some pointers on how to observe the correct email format.
A good email format starts with the subject line: It's a preview of what the email is about. Using just a few, select words, you want to communicate the value your message brings. So, make your subject line eye-catching enough to elicit a click. According to stats compiled by OptinMonster:
If you treat email subject lines as something you add to your emails just because; think again. They are an important part of a proper business email format. You don’t want all your hard work reduced to nothing because your subject line doesn’t deliver.
Imagine getting an email from someone for the first time and they spelled your name wrong. Not the best feeling, right?
Your greeting is one of the first things people see when they read your email, so getting it right is critical. It sets the tone of the email, and you don’t want recruiters, potential clients, or business colleagues to perceive you as incompetent, overly familiar, or even disrespectful.
Email salutation examples and when to use them:
Greetings to use sparingly (or not at all) in a business email format:
While a friendly and approachable tone is better than a cold and distant one, business emails are not the place to talk about the weather or your favorite hobbies. Instead, convey your message in a clear and direct manner, all while maintaining professionalism in your email format.
How to end an email is just as important as starting it. You don’t want to give your recipient the wrong impression. For example, using “Love, ” when you don’t even know the person well is ill-advised. “Love” is not an appropriate business email format closing.
Also, depending on your goal, email conclusions are an opportunity to get the recipient to respond favorably to your message through an appropriate call to action.
Examples of email sign-offs to use:
Examples of sign-offs to avoid in a proper business email format:
An email signature is an opportunity to clarify who you are, how people can reach you, and how people can know more about you, your business, or the projects you’re currently working on. A well-formatted business email has a signature that includes the following elements:
Here’s an example email signature format:
Samuel Smith
Marketing Manager
XYZ Company, Inc.
Pasadena, California
(121) 345-6789
[email protected]
www.xyzcompany.com
Once you’ve finished formatting your email, proofread before sending it. It would be a shame to spend so much time and effort on your email copy only to realize later that you’ve made an embarrassing typo.
Now that you know how to format a professional email, let’s take a look at an example.
Email format for inviting an applicant to an interview
Subject Line: Interview for the Communications Manager Position
Dear David,
In connection with your application to ABC Innovations for the position of Communications Manager, we would like to invite you to an interview at our office on 123 Main St., Bangor, ME to further discuss the position with you.
You will be meeting with Diane Lee, ABC’s Director of Strategy. The meeting will last for about 30 minutes, and you will have the opportunity to get to know the company a bit better. Please bring a valid ID, a hard copy of your resume, and a list of references with you to the interview.
Please let me know by phone (512-345-3789) or email ([email protected]) if you’d be available on any of the following times, and I’ll send over a separate confirmation email:
February 25, 9a.m. ET
February 26, 9a.m. ET
February 26, 3p.m. ET
If none of these slots work for you, please let me know right away so we can schedule another appointment.
Best regards,
Jane Smith
Recruitment Manager
ABC Innovations, Inc.
www.abcinnovationsinc.com | [email protected]
What the email got right:
Billions of emails are exchanged around the world every day, which is why it’s vital that you understand how to use a professional email format, keep your email message short and direct, and clearly communicate your intention to your target recipients.
There are many aspects to consider if you want to be effective in a world that's sending billions of emails each day, but one major step in the right direction is getting the business email format right.
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