Tips and Rules of Business Email Writing with Examples

Tips and Rules of Business Email Writing with Examples

The essence of modern business communication is Business Email Writing. Currently, emails are considered as one of the vital pillars of the modern-day business etiquettes. An average office worker receives 121 emails a day and sends around 40 business emails daily! With such an incredibly increasing importance of business email. We thought to well verse our readers from tip to toe about business email writing.

Business Email Writing – Formal Email Writing in English

business email writing

Here we will discuss business email writing rules, etiquettes, styles, formats, and examples that will help you to write effective business emails. This article will highlight best practices and walk you through dos and don’ts of formal Email writing in English, step-by-step. By implementing these methods in your day to day email writing you will gradually write better business emails and improve overall communication.

Rules for Writing Business Emails

So far we have talked about how important are business emails in the day-to-day life of a normal working employee. Hence, an employee must be aware of some basic mandatory rules that they need to abide while sensing an email. So, let us look at some essential checkout points or rules for business writing emails that will make our business emails more professional, more accurate and up to the mark.

Business Email Format and Rules

Here run the most necessary points on structure of email writing that highlights about a perfect business email, including different types of email writing.

business email writing

1. Subject Line- This is the very first thing that receives the recipient’s attention while reading a business email. Hence, it becomes extremely important to take a moment and decide the perfect subject line. Your subject line must accurately describe the content, giving your reader a concrete reason to open your message. A vague or blank subject line is a missed opportunity to inform or persuade your reader.

2. Start email with greetings- It is generally a good practice to start your business mail with greetings. Your email must contain a formal and concise greeting. It is always preferable if you can add the recipient name. Though you can avoid using name and mention designation if the recipient belongs to the higher level of an organization’s hierarchy.

3. Carry formal style- Throughout the article, we are going to talk about business email writing. And in a business email, it is very important to carry a formal tone. Business emails are way too different from those casual emails. Business emails have a very specific style. They are professional but brief. They should be written to be skimmed, but with enough information to allow a complete response.

4. Be clear and precise- While discussing rules for email writing, no matter what source you refer everyone will ask you to clear and precise. The whole business email is written keeping this thing in mind. You don’t write in any circumlocutory manner. You must always be brief, concise and to the point.

5. Closing tag- Many of the people find closing tags unimportant but they are mistaken. A closing tag is something that creates the last impression on the reader’s mind. So this is the last opportunity when you have a chance to motivate the reader to action or provide the recipient with your contact information or serve the purpose for your email.

6. Proofread- This is one last and the most important business email writing rule. Even if all the mentioned above rules are followed but your email is erroneous, everything will go in vain. An email filled with grammatical errors, incorrect punctuations or improper alignment will create a bad impact on receipt. Hence it is worth to effectively proofread the email before hitting the send button.

Being done with rules for business email writing, now let us move ahead with how to start a business email.

How to Start a Business Email

business email writing

A well-known quotation reads- “The first impression is the last impression.” Hence the importance of a good start to a business email is pretty obvious. But before jumping directly into how to start a business email it is very essential to learn about your target audience.

A target audience can be an individual or a group of people whom you are trying to reach through your email. This can vary and need to focus on different types of email writing to choose the one relates to the situation. It is necessary to learn about your audience because it helps us to decide the tone and the style of our emails. It is always best if you can address the recipient with their titles. This trick helps you to get a quick response in general. So done with your homework about knowing your audience now you are ready to start a business email.

Here’s the structure of email writing of a good email beginning:

  • Subject line
  • Salutation
  • First Paragraph

1. Subject Line

Most email recipients scan the subject lines in their email inbox to decide which emails are important and which can be dealt with later or deleted. If you want your professional business email to be read, a good email subject line is vitally important.

2. Salutation

Always open your email with a greeting, such as “Dear Avi”. If your relationship with the reader is formal, which in case of business emails will always be so it will be better to use their family name (eg. “Dear Mrs. Price”). If you don’t know the name of the person you are writing to, use: “Dear Sir/Madam”. Also greeting will do well is you don’t know the recipient.

3. First Line

A good first sentence is how to start a professional email. If you are replying to a client’s inquiry, you should begin with a line of thanks. For example, if someone has a question about your company, you can say, Thank you for contacting ABC Company”If someone has replied to one of your emails, be sure to say, “Thank you for your prompt reply” or “Thanks for getting back to me”. Thanking the reader puts him or her at ease, and it will make you appear more polite. Other than that always keep in mind never to jump directly on very reason of writing the business email from the first line itself.

Now that you have a good start for your business emails lets discover some of the examples of how to write a formal email. With the given below English, formal email writing examples you will see how a perfect instance of formal email writing.

Formal Business Email Examples

You will get some better idea by professional email writing examples and business email examples.

So here goes our first example.

formal email writing example


Just observe the subject line, salutation, opening and closing tags. Everything. This is how you need to frame together all the points that we have discussed so far to make your formal email writing better. We have another example of a business English email writing.

business english email writing


So these were 2 examples for business English email writing. Hope you could analyze them well and get the idea about how to write a formal email.

Finally, we have covered everything!

Beginning from rules for writing business emails via how to start a business email to formal email writing examples, we had covered from tip to toe about business email writings. Writing a formal business email will no more be seen as a daunting task ever now. For the sum up- just keep your message clear and to the point, and follow expectations for style, tone, and formatting and finally, proofread and review the content of your email before hitting that send button.

Though I tried my best to quench all the doubts you would possess regarding business email writing but in case I had missed anything please feel free you ask your queries through our comment section below

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