How To Compose a Business Email to Someone You Do Not Know
You may need to send an email to someone you don't know.It's part of professional life.When sending a professional email to a stranger, there are certain rules you need to follow.
Step 1: Do your homework.
Before sending an email to a stranger, you need to know a lot of information.The website for the company where the recipient works is a good place to start.The email address of the recipient can be found by scanning the company website.Don't contact the person via email if there is no email listed.You could choose a physical letter instead.If you were going to ask any questions in the email, make sure the website addresses them.You don't want to be seen as lazy and not take the time to read a website thoroughly.You need to make sure you're talking to the right person."I'm not sure if you're the right person to ask, but..." is considered rude and disrespectful of the recipient's time.Hold off on the email if you don't know who to contact.
Step 2: A subject line should be descriptive.
The subject line is the most important part of the email.Emails from strangers are often ignored or overlooked.The chance of your email being passed over is reduced by a solid subject line.Say what the email is about in a few words.In 4 or 5 words, include as many details as possible.Meeting at 10 a.m. about new computers is better than Meeting this Morning.Vague subject lines, such as "Hello" and "Hi", can sometimes be read as junk mail.As your email will show up alongside the subject line, use a professional email.Emails that use a persona or a vague phrase should be used with your full name in mind.Even if the email is urgent, don't use all caps in your email subject line.This comes off as shouting, which can be seen as hostile.
Step 3: The recipient should be addressed in a certain way.
This can be difficult if you don't know their preferred name.There are a few guidelines that can help you.If you don't know the person's name, avoid saying "To Whom it May Concern" or "Dear Mister/Miss."Don't go casual either."Hello" is not appropriate for a business email.You could start the email with a simple "Hello."If you know the person's name, spell it correctly.It's easy to slip up if you've never sent an email before.The person's last name should be followed by "Mr." and "Ms."If you're sending an email to Jane Hart, begin it with "Dear Ms. Hart" rather than "DEAR JANE HART."Don't make assumptions about a woman's marriage.If you know her marriage status, it's best not to draw attention to it in an email.Unless the recipient uses these salutations herself, stick to "Ms." and never use "Miss" or "Mrs."It is appropriate to say "Dr" when addressing someone with a PhD.
Step 4: Take a moment to identify yourself and the company you represent.
You're representing your place of employment when you send a business email.You should identify yourself and your company in your first sentence.An email could begin, "Hello Ms. Hart, my name is John and I work in marketing at Wilson Technologies."
Step 5: It should be short and to the point.
By getting to the point and clearly identifying your purpose, you will present a professional image that will be taken seriously by the reader.As people put off dealing with overly wordy responses, this increases the likelihood that your email will be read and responded to promptly.The email's purpose should be explained in your next sentence after you identify yourself and your company.It's a good idea to state your case in two sentences.Don't be negative.If you're writing to address a complaint or concern, be courteous and respectful.This shows poorly on you if you bad mouth bosses, other companies, or employees.If you're sending an email on behalf of a company, it's a good idea to include some basic background information about yourself.Before forwarding the email's purpose, you need to state your name and position in the company.
Step 6: Simple, direct prose is how to use it.
A business email needs to be easy to read.It means using language that is easy to understand.The choice is between the active and passive voice.Don't say that a memo was sent to you by your boss.Say, "My boss sent you a memo."Don't use jargon and technical terms in your company.Simple English and common phrases are the way to go.Short sentences can be used.Break up long sentences when possible.We did not hear back from you in regards to the memo, so we wanted to make sure you understood the information.We did not hear back from you regarding the memo.We wanted to make sure you understood what we were saying.Proper spelling and grammar are used.Before hitting the send button, spell check all emails.
Step 7: Know what to avoid.
There are certain rules that should be followed when using email.Before contacting someone, understand what to avoid.Attachments are okay if you're sending an email about a specific topic, but not to strangers.Attachments and files can be too large.Sending an email before the information is sent will give the recipient a head's up.Don't use a signature that is too long.Your name, mailing address, email address and phone number should be included in your signature.It's appropriate to include your job title if you want.Don't include graphics or background.They tend to ruin email memory in a business setting.
Step 8: The recipient should be given instructions on how to reply.
Instructions on how to follow up should be provided at the end of the email.You should specify a time in which you would like to hear back.If you could get back to me by the end of the day tomorrow, I would really appreciate it.The contact information should be included.Say, "This is the best email to reach me at" or request a phone call and include your number.Specific about what you want the recipient to know.Don't say, "I hope to hear from you soon.""I hope to hear from you soon so we can discuss the logistics of transitioning to a new computer system."
Step 9: An appropriate send off is what you should do.
There will be a goodbye before your name is called.Pick a business to send your email to.Do not include your name with a hyphen."Take it easy" and "see you around" are both sign offs that come off as too informal.Emoticons are best avoided."All the best" is appropriate in a business email as it is friendly without sacrificing professionalism."sincerely" is a good option, but may come off as boring.If you're not asking the recipient to perform a specific task or duty, "Thanks" and "Thank you" should not be used.
Step 10: Follow up.
The business world is busy.Sending a follow up e-mail if you don't hear back from the recipient in an appropriate time frame is appropriate.It was likely not deliberate if someone did not respond.Even if you follow proper protocol, emails can get backed up and end up in a fake email account.A follow up email should be a direct reply to the email you sent."I know you're busy, but I just wanted to make sure you got my email."The subject of the original message should be restated.