When it comes to writing a professional email, the body is often the most crucial part. It’s where you convey your message, provide details, and persuade the reader to take action. However, many people struggle with starting their email body effectively. In this article, we’ll explore the best practices for starting a professional email body, including tips, examples, and expert advice.
Understanding The Importance Of A Strong Opening
A strong opening is essential for grabbing the reader’s attention and setting the tone for the rest of the email. A well-crafted opening can make the reader want to continue reading, while a poorly written one can lead to the email being deleted or ignored. According to a study by HubSpot, 64% of email recipients open an email based on the subject line, but the opening sentence is what determines whether they’ll read on.
The Purpose Of The Email Body
Before we dive into the best practices for starting an email body, it’s essential to understand the purpose of the email body. The email body should:
- Clearly state the purpose of the email
- Provide relevant details and information
- Persuade the reader to take action
- Build rapport and establish a connection with the reader
Key Elements of a Professional Email Body
A professional email body should include the following key elements:
- A clear and concise opening sentence
- A brief summary of the purpose and main points
- Relevant details and information
- A call-to-action (CTA)
- A professional closing
Best Practices For Starting An Email Body
Now that we’ve covered the importance and purpose of the email body, let’s explore the best practices for starting an email body.
Use A Clear And Concise Opening Sentence
The opening sentence should be clear, concise, and free of jargon. It should also be relevant to the purpose of the email. A good opening sentence should:
- Clearly state the purpose of the email
- Grab the reader’s attention
- Set the tone for the rest of the email
Example of a clear and concise opening sentence:
“I am writing to inform you that your order has been shipped and you can expect to receive it within the next 3-5 business days.”
Avoid Using Clichés And Overused Phrases
Clichés and overused phrases can make your email sound unoriginal and lazy. Avoid using phrases like “I hope this email finds you well” or “I wanted to reach out to you.” Instead, use a more creative and original opening sentence.
Use A Formal Greeting
A formal greeting is essential for a professional email. Use a greeting like “Dear [Name]” or “Hello [Name].” Avoid using informal greetings like “Hi” or “Hey.”
Provide Context
Providing context is essential for helping the reader understand the purpose of the email. This can include a brief summary of the purpose and main points.
Example of providing context:
“I am writing to follow up on our previous discussion regarding the marketing strategy for the new product launch. As we discussed, the launch is scheduled for next quarter, and I wanted to provide you with an update on the progress.”
Common Mistakes To Avoid
When starting an email body, there are several common mistakes to avoid.
Avoid Using Jargon And Technical Terms
Jargon and technical terms can confuse the reader and make the email sound unprofessional. Avoid using terms that the reader may not be familiar with.
Don’t Be Too Formal Or Stuffy
While a formal tone is essential for a professional email, being too formal or stuffy can make the email sound unapproachable. Use a tone that is professional yet friendly and approachable.
Avoid Using Slang And Colloquialisms
Slang and colloquialisms can make the email sound unprofessional and lazy. Avoid using terms like “gonna” or “wanna.”
Examples Of Effective Email Openings
Here are a few examples of effective email openings:
- “I am writing to inform you that your order has been shipped and you can expect to receive it within the next 3-5 business days.”
- “I wanted to follow up on our previous discussion regarding the marketing strategy for the new product launch.”
- “I am excited to announce that our company will be launching a new product next quarter, and I would like to invite you to the launch event.”
Conclusion
Starting a professional email body can be challenging, but by following the best practices outlined in this article, you can craft an effective and engaging opening. Remember to use a clear and concise opening sentence, avoid using clichés and overused phrases, and provide context. By avoiding common mistakes and using effective email openings, you can increase the chances of your email being read and acted upon.
| Email Opening | Effective? | Why? |
|---|---|---|
| “I hope this email finds you well.” | No | This opening is too generic and doesn’t provide any context. |
| “I am writing to inform you that your order has been shipped.” | Yes | This opening is clear and concise and provides relevant information. |
By following these tips and examples, you can start your email body on the right foot and increase the chances of your email being successful.
What Is The Purpose Of A Professional Email Body?
A professional email body serves as the main content of your email, where you convey your message, provide information, or request action from the recipient. Its purpose is to clearly and concisely communicate your intentions, needs, or ideas in a respectful and polished manner. A well-crafted email body helps establish your credibility, builds trust, and sets the tone for a productive exchange.
When writing a professional email body, consider your audience, the context, and the desired outcome. Tailor your language, tone, and content to suit the recipient’s needs and expectations. Use proper grammar, spelling, and punctuation to ensure your message is easy to understand and free of errors. By doing so, you’ll create a positive impression and increase the likelihood of achieving your goals.
How Do I Structure A Professional Email Body?
A professional email body typically consists of an introduction, a main message, and a conclusion. The introduction should briefly establish the context and purpose of the email. The main message should clearly and concisely convey your ideas, needs, or requests. The conclusion should summarize the key points, reiterate your call to action, and provide a clear next step.
When structuring your email body, use paragraphs to break up the content and make it easier to read. Use bullet points or numbered lists to present complex information in a clear and concise manner. Use headings and subheadings to organize your content and highlight key points. By structuring your email body in a logical and easy-to-follow manner, you’ll help the recipient quickly understand your message and respond accordingly.
What Tone Should I Use In A Professional Email Body?
The tone of a professional email body should be polite, respectful, and professional. Avoid using jargon, slang, or overly technical language that may confuse or alienate the recipient. Use a formal tone that is consistent with your organization’s brand and culture. Be mindful of your audience’s needs and expectations, and adjust your tone accordingly.
When using a professional tone, avoid being too formal or stuffy. Use a friendly and approachable tone that is still respectful and polished. Use active voice and avoid passive voice, which can come across as impersonal or evasive. By using a professional tone, you’ll establish credibility and build trust with the recipient.
How Do I Avoid Common Mistakes In A Professional Email Body?
Common mistakes in a professional email body include typos, grammatical errors, and formatting issues. To avoid these mistakes, proofread your email carefully before sending it. Use spell-check and grammar-check tools to catch errors, but also review your email manually to ensure it is error-free.
Another common mistake is using overly complex language or jargon that may confuse the recipient. Avoid using technical terms or acronyms that may be unfamiliar to the recipient. Use clear and concise language that is easy to understand. By avoiding common mistakes, you’ll create a professional and polished email body that reflects positively on you and your organization.
Can I Use Humor In A Professional Email Body?
Humor can be used in a professional email body, but it should be used judiciously. Avoid using humor that may be off-color, insensitive, or culturally specific. Use humor that is lighthearted and respectful, and that is consistent with your organization’s brand and culture.
When using humor, consider your audience and the context. Avoid using humor in formal or serious emails, such as those related to complaints or conflicts. Use humor to build rapport and establish a connection with the recipient, but avoid overdoing it. By using humor effectively, you’ll create a positive and engaging email body that sets you apart from others.
How Do I End A Professional Email Body?
A professional email body should end with a clear call to action, a summary of the key points, and a polite closing. Use a formal closing such as “Sincerely” or “Best regards,” followed by your full name and contact information. Avoid using informal closings such as “Thanks” or “Cheers,” which may come across as unprofessional.
When ending your email body, provide a clear next step or action item for the recipient. This could be a request for a meeting, a phone call, or a response to a question. By providing a clear call to action, you’ll help the recipient understand what is expected of them and increase the likelihood of achieving your goals.