You may think it’s just a note or a simple response to a client request, but all your communication, especially emails, should look and feel professional. The one thing that most business people have come to understand at some point in their business journey has been that once it has been written and sent, it can very rarely be retracted. It is thus key to make sure that it’s written right the first time.
Emails are the main means of business and personal communication; they are immediate, and there is no need for a stamp. With specific regard to business communication via email, there needs to be a certain formality or professionalism that is part and parcel of each and every business communication that leaves your office.
Professional Emails Keep Company Consistency
By ensuring that your business has a standardization policy with emails will ensure that they stay professional. All staff must follow the guidelines provided as to the manner in which company/business emails are written. If they come from a company email address, then they must be written professionally.
Develops the Brand
A professional email serves to develop the business brand and make customers aware of the fact that you are a professional enterprise. It may be a Gmail address, but if it includes some branding, then every time you communicate, the brand is shared with others.
How to Keep your Emails Professional
This is a process that you must promote throughout the business. Be it for ordering, invoicing and billing, contracts and promotions, and much more, all company emails must have the following in order to remain professional and promote your business.
They Must Have a Business Signature
All emails should have a professional feel; using a gmail signature generator will ensure that all the emails that leave your company server have a professional look and feel. The signature can also be used as a marketing banner, just don’t include too much information.
The Greeting Suits the Customer Demographic and Gender
Ensure that you make use of available data so that emails are sent to specific people with the correct greeting. If it’s generic, it’s ending up unread and in the recycle bin. If it is a repeat customer, then you will have their details and will be able to address it directly to them.
Proofread Before You Send
As aforementioned, once it’s been sent, then anyone can read it. Make sure that all your emails are proofread and grammatically correct before you send them.
Respond Within the Acceptable Timeframe
It is generally accepted that a business email deserves a response within 24 hours, but 48 hours should be the absolute maximum that a client has to wait for a response.
Be Clear from the Outset
Use the subject line of your email so that the recipient knows exactly what the email is about and is able to read yours before any of the other more cryptic emails that are sent.
All emails sent from the office and among office staff within the company must be kept professional. It is a simple process to implement and will yield proven results.