Business Email Writing: 4 Tips To End Your Emails In The Right Way

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Email Writing

Email writing is still a very important part of business, whether you are writing hundreds of business emails or just a couple every day.  They are a great way to reach out to people and engage with them directly, unlike on social media, which has a more community feel to it.  You may be very professional in your approach to email writing but at the end of the day, you need them to appeal to your customers.  Far too often do I see business emails that fail to impress!

You may think that the main body of the email is the most important, but neglect the conclusion. This can be a BIG mistake as you need to end each email with care and attention. The conclusions is the best opportunity to place a call to action and get people to click onto your product, your website, follow you, etc. That is why you should always spend time writing better emails and making sure to end your emails in the right way.

Check out these email writing tips to conclude your business emails.

Email Writing Tips

Link Your Conclusion Directly To Your Message

When you begin to write an email, you should ask yourself a question: Why do you want your reader to know you?

The answer to this question should be the basis of your conclusion. Shape the call to action straight away so that when your reader finishes your email, they can respond almost immediately. Take the readers hand and let them reach the desired conclusion. If the goal of your email is to up-sell one item in your product line, then have a conversation with your potential client:

“I am happy to provide you with a complimentary digital access for you to review my Product (Name). Please share the best possible time and date for a ten-minute conversation.”

Don’t Start A Conversation

Avoid conclusions like these:

  • “Please call me with any questions.”
  • “Please advise.”
  • “Thank you.”
  • “Have a great day.”

These are fine to use for personal or informal emails, but should be avoided in business emails.  People will likely ask questions if they have any, so you don’t need to add that.  Similarly, asking for advise may not be a healthy way to conclude. Moreover, ending the email with perfunctory thanks when a thanks is not actually a related conclusion should be avoided. Avoid adding pure sentiments. Choose a conclusion to the desired response.

Try to have a visible conclusion

The heading is a strong visual technique to make a conclusion pop. Phrases like “Next Steps” or “Signature Response Needed By (Particular Day)” emphasize the actions. It is better to subdivide the conclusions into paragraphs. This increases reader’s visibility.

Add Your Links!!!

Sending out a basic email only allows people that reply directly to get in touch with you.  If you add your important links (website, social media, phone number, etc.) then it allows people to reach you in a number of different ways.  They may not know that you are on Twitter/Facebook, in which case they could get in touch with you that way or find out more about you on your website.

You can set up an email signature that will be added to the bottom of each of your emails, which will allow you to add all the contact information that you want.

Email Writing

Email Writing Summary

Try not to conclude your emails with new materials. It is better to write: “I’ll send you the report on (Particular Day).

This muddles the message and weakens the conclusions. It is better to send another email, if you have another topic. Readers respond to the engaging topic and conclusions that links them into action.

Some examples that you might like to use in order to conclude your emails are:

  • Confirmation: “I will call you at (time or date) to schedule the meeting.
  • Thanks: “Thank you for the opportunity to work with you/serve you/offer you a help.”
  • Next Action of Attachment: “I will call you on (desired time and date) to answer your questions.”
  • Process Step: “To enact your new agreement, please sign the attached form and fax it back to me at (Contact No).”

Every business email you write should help a reader know exactly who you are and end with a call to action. If not, then why you are writing it? Therefore, conclusions should be linked to all kinds of business strategies. It is the single best opportunity to “close the deal”. When you are auditing the client business documents, you will find that 75% of the email message need a conclusion better matched to the strategic goal of the email.

Do you use any of these tips in your emails? What other tips do you use when writing emails? Do you use any at all? Please let us know by leaving a comment below!

About Edwards Snow

Edward works with Ocurrance, a direct response educational call centre, as a marketing consultant. He handles the email transactions and the marketing campaigns for leveraging better solutions to both customer and the company. You can learn more by following him on Twitter or Google+.

  • Andi Leeman

    Hi Matt & Edwards, I learned a valuable lesson when I started writing newsletters, I would write about an idea and then end my email with a question like… ‘so do you think you could make this business work?’ and didn’t think or expect answers then I would get emails from people answering my question lol.

    As the newsletters are part of a follow up sequence I could get an email months after I wrote it with an answer to a question I didn’t know, the reader had just read the email and had it fresh in their mind obviously thinking I had just sent the newsletter so I would too but I would have no idea what was going on. So yes, it is a good idea to NOT end emails or newsletters with a question :-)

    I really need to get my social media networks added to my emails at the bottom as you have in the image, I am missing a trick there and another one of those things I have yet to get done so thank you though for the reminder.

    • http://onlineincometeacher.com/ Matt Smith

      Hi Andi,

      It’s a simple trick, but it does work. Adding your social links at the bottom of your emails just allows people to connect with you in different ways. The great thing is that once set up, that’s it. You can just forget about it.

      I have had a few emails from people asking me questions based on an email I sent a while ago. I don’t mind people asking questions, but when your inbox is getting full with the same questions being asked, it can get a bit repetitive answering them all.

  • http://twitter.com/JohnBanksBlog John Banks

    Excellent email tips Edward.

    Emails should be to the point as you say – not a whole conversation. I hate it when these take off at work – especially if people are CC’ing me in when I am not really even involved.

    Nice post – will share this.

    • http://onlineincometeacher.com/ Matt Smith

      Hi John,

      It can be much easier for both parties when emails get straight to the point, particularly with an initial email. Ones that are really lengthy can get a bit annoying, especially if at the end they pitch something totally unrelated.

  • https://www.facebook.com/MissClairT Clair Trebes

    great post Matt & Edward! Some really good tips here that a lot of people could benefit from reading this post!

    I can’t cope with long email chains, When I am replying the whole CC the entire recipients is often very unnecessary.

    I write a lot of emails each day, I don’t like writing war and peace in them – to the point and done (politely) is the way forward to for me – time is crucial to all, so lengthy emails for the sake of it aren’t the way to go in my book!

    Clair

    • http://onlineincometeacher.com/ Matt Smith

      Hi Clair,

      I find that it is really impractical to write really long emails, especially when you have a full inbox to work through. Much better to just get straight to the point

  • Alisha john

    Very nice and helping post,

  • Edward Snow

    Hey am happy to find that my blog has been helping the people all around. Yes, the more you learn the tactics of email writing you can ease your business entangles.

    • http://onlineincometeacher.com/ Matt Smith

      Yes, your post seems to have gone down well Edward. Feel free to get in touch if you fancy writing for us again :)