According to a study, a staggering 293.6 billion emails were sent and received daily worldwide in 2019. This figure increased to 347.3 billion in 2023. It’s estimated that a corporate employee receives and sends approximately 121 emails per day. All these statistics present a serious competition in capturing the recipient’s attention. Among dozens of emails, many can easily slip through our busy daily lives. These statistics underscore the fierce competition among brands to capture the attention of their target audience and potential customers through emails. Therefore, crafting a corporate email with a serious, reliable, and reputable tone can make it more clickable. A corporate email is, above all, a professional form of communication. Hence, accurately entering the subject line and recipients, and using appropriate salutations and spellings are crucial aspects in preparing an email.
What is Corporate Email?
Corporate email can be defined as professional, formal emails exchanged between corporations. It’s a type of email consisting of professional correspondences. While we may act more subjectively in regular emails, here we must remember that it’s an integral part of our business life.
Corporate emails are electronic communication tools used to meet the professional communication needs of businesses, corporations, or organizations. They are typically sent on behalf of the company and encompass internal or inter-company correspondences. These emails address business-related matters and are utilized in both internal and external communications of a business. They establish a communication platform for various collaborations, campaigns, informational messages, partnerships, and projects.
How to Prepare Corporate Emails?
Corporate emails, being professional correspondences, require attention to every detail. A well-crafted corporate email will highlight the brand’s reliability and competence, strengthening its image. If we think of the email as a composition, the ‘subject line’ at the beginning of emails serves as the headline. The subject line, also known as the subject field, is a preview of what the email is about. It should be highly descriptive and clear, summarizing your email in a few words. It’s the part where you briefly mention what your message is about, increasing the likelihood of engagement from your recipients. Making your subject line attention-grabbing is essential. According to research, one in every three recipients opens emails because they find the subject line interesting. 70% of people make decisions based on the subject line. Therefore, you should select short and impactful subject lines for your emails.
You should determine the most appropriate form of address for the individuals you are addressing. If the recipient doesn’t know you, you should introduce yourself. If there’s a possibility that the person you’re sending the email to doesn’t know or remember you, you must mention details about yourself, your job, your position, how you met, who introduced you, or other relevant details. If you’re sending the email to someone who knows you, you can skip this part. Similarly, when emailing colleagues, you can omit this part.
When writing the body text, one point to pay attention to is not to make the email too long. Remember, the longer the email, the longer it might take to receive a response. You should present the message you want to convey in a general introduction, development, and conclusion format. You need to eliminate unnecessary details and write the email in a clear and understandable language.
After the body text, when closing your email, don’t forget to include a phrase or sentence that will prompt the recipient to take action. You can underline the points that need to be responded to or not overlooked. In corporate emails, the email signature is an important element that you shouldn’t overlook.
What Language Should be Used When Preparing Corporate Emails?
Corporate emails are a reflection of your identity in the business world. Therefore, the mistakes you make in emails can directly affect your professionalism. Hence, there are certain points to avoid that won’t portray you as an amateur. For instance, when preparing a corporate email, it’s advisable to refrain from using an overly familiar tone. While such familiarity might be appropriate for family and close circles, maintaining boundaries in corporate emails will add to your credibility. Using abbreviations can give off an impression of carelessness, implying that you haven’t taken or don’t want to take the time for the email. Thus, it’s best to avoid abbreviations as much as possible. Phrases like ‘Best regards’ can be too formal. You can reserve these for official correspondence with governmental bodies or banks. However, for your brand to establish a certain level of empathy, you can opt for softer closing words. Make sure your email concludes with a signature. An email signature adds a professional touch to your email. Also, remember to remove automatic messages like ‘Sent from my iPhone’ at the end, as they may appear as a typo and contribute to an amateurish look, implying a lack of attention to detail.
How Should Corporate Email Subjects be Selected?
When selecting a subject for a corporate email, one of the most important considerations is for it to be short and attention-grabbing. Research indicates that people tend to open emails with engaging subject lines. Short and concise subject lines tend to receive the most attention during busy work hours. Corporate emails can be project-based or involve internal communication regarding the completion of a task. The subject line should clearly indicate the topic of the email using clear and precise language.
What Should Be Considered When Preparing Corporate Emails?
One of the most crucial aspects to consider when preparing a corporate email is its professional appearance. This involves using appropriate subject lines, maintaining the correct flow of information in the content, addressing recipients appropriately, and including compelling closing statements to prompt action. Don’t forget to add your email signature as a professional sign-off at the end of the email.
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