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When you’re running (or launching!) a business, clear communication with your customers is key. We’re breaking down how to write a professional email to help you land and retain more customers.
Sending an email to a new or prospective customer might seem like a simple task, but think about how many other emails they’re inundated with every day.
A total of 293.6 billion emails are sent each day in 2019 (Radicati). That’s a LOT of emails! In a separate study, 59% of respondents say marketing emails influence their purchase decisions (SaleCycle), which means every spot in a customer’s inbox is important. Let’s walk through how to write a professional email, starting with the email structure.
How To Structure Your Professional Email
Think of your email as a sandwich:
- The greeting is the top slice of bread.
- The opening sentence is the lettuce.
- The body of the email is the meat (or tofu!).
- The closing is the bottom of the crust.
- Your signature is the plate holding the sandwich!
No need for any mayo, mustard, or sauces – the email “fluff.” We’re getting straight and to the point to keep our customers engaged. We’re already taking up time out of their day, plus a coveted spot in their email inbox, so we want to make sure we’re showing customers the value of our email.
How To Write A Professional Email: Step-By-Step
- Greet your customer with one of the following intros, depending on your relationship with him or her:
- Ex: Dear Sam,
- Ex: Hello Sam,
- Ex: Good afternoon Sam,
- Ex: Sam,
- Be cordial, but to the point.
- Ex: Thank you again for our phone call. Now that I have a better understanding of what your team is looking for, I’d love to work with you to improve your strategy on X.
- Provide just enough information in the email for your customer to understand why you’re contacting him or her, but leave out just enough to require a follow-up discussion.
- Ex: Since your company specializes in X, I think it would be beneficial if we incorporated Y into your strategy because of Z.
- Close the email with a call-to-action. These aren’t just reserved for marketing emails – you can include these in your direct customer emails too!
- Ex: Let’s discuss this together when it’s most convenient for you. What would be the best time and date for a meeting?
- Include a pleasant outro with the customer’s name.
- Ex: Looking forward to hearing from you, Sam.
- Sign the email with your name.
- Ex: Thanks! Kelly
- Ex: Kind regards, Kelly
- Ex: Talk soon, Kelly
How A Professional Email Can Help Your Strategy
Outside of regular marketing emails, customers like to form professional relationships with businesses before working with them. This helps create a sense of trust so they understand who they’re working with and the intention behind the product or service. Writing a quick email to your customer – prospect or existing – can help keep your business top of mind to maintain a positive working relationship.
Need Help With Your Marketing Strategy?
Outside of walking you through how to write a professional email, we also help small to medium-sized businesses grow their marketing reach!
If you have questions about growing your business or want to chat more about your professional email, fill out the form below to schedule a free 30-minute phone call with Kaitlyn: