With graduates and entrepreneurs across the world increasingly asking – ‘how to answer emails professionally?’ – In this deep-dive guide learn how to draft professional email replies to ensure your success in answering emails.
Emails are the major means for professional business communication, if written poorly, you could lose a major prospect, but if written excellently, you will easily turn prospects to clients.
The quality of an email response often dictates whether a client will opt to hire a service, and even has significant influence over the amount the client is willing to spend.
Answers to Emails Dictate Client Decision-Making and Spending
This means that it is imperative that your answers to professional emails are well thought-out and carefully crafted – to succeed in this take your time.
In many instances, it is not advisable to reply emails instantly, after reading a professional email, allow time for your mind to completely digest the email and come up with good responses.
In answering business emails, it is important to pay careful attention to the tone of your email, this is normally reflected in the words you use to express yourself.
For example instead of saying: “Please send all the shipping documents for the next batch of drugs.”
A far better tone to use would be: “Kindly send the shipping documents for the next batch of drugs.”
In addition, always make sure your emails are straight forward and clear, from the beginning of the email, state the most important information – so that it isn’t missed and the importance of the communication is instantly recognisable.
Written information tends to generate more meaning than spoken words, so avoid using unnecessary big words – keep it simple stupid!
Instead, focus on the critical information you want to pass in your replies and ensure the information is complete and concise.
Different Ways to Answer Emails Professionally
There are different ways to respond to emails professionally, depending on your intention and purpose of the email – one common rule is to always ensure the email is about them and not you.
Email for acknowledging the receipt of an email is usually straight forward and direct, but most other replies require carefully crafted responses.
Email replies usually follow the normal pattern of writing professional emails, so you may have to begin with an acknowledgement of the last email before replying the questions in the email.
Components of a Professional Acknowledgement Email:
- Begin with a greeting
- Thank the recipient
- State your purpose
- Add your closing remarks
- End with a closing
Each question should be answered on a separate paragraph, this will help you cover all questions and also help your recipient easily grasp your answers.
Very importantly, learn to always acknowledge the emails you receive if you cannot reply within 24 hours of receiving them – these can also be scheduled.
You can store templates for acknowledging emails professionally in your “canned responses” if you are using Gmail.
Writing Professional Email Responses – Examples
Here are some simple examples of ways that you can alter the tone and response of an email to increase the professionalism and success rate – the focus of these emails ranges from application responses to sales acknowledgement emails.
A simple letter of acknowledgement could read:
Dear Mr. Williams:
Thank you for inquiring about our new email marketing enterprise application. A team member will contact you tomorrow with a detailed explanation of the product that fits your business need.
Thanks again for your inquiry.
Here’s a more detailed letter of acknowledgement:
Dear Mr. Gate:
Thank you for your order of 25 DVDs. We will send them within the next 3 days.
Before we send them however, we need to know the type of package you prefer. Kindly visit your order page and select your preference. If you have any question, call us at +2348035290896. You will be promptly attended to by the customer service team.
Thanks again for your order. We look forward to your final instructions.
Here’s a professional response to email inquiries for Information
Dear Ms. Abike:
Thank you for inquiring about the email software advertised on my blog. Each of the listed software functions uniquely on different platforms. Before I recommend a particular one, I would like to know a bit more about you and your needs:
1. What kind of business do you handle? Are you self-employed , manager or a business owner?
2. Will you be using the software on a mobile device or computer? Is your computer a Mac or PC?
3. What kind of emails do you send most often? Are they replies to customer questions, business-to-business information or just emails for team members?
Once again, thank you for your interest in purchasing some of the email software advertised on my site. I hope you will find them suitable for your business needs.
Here’s a professional email response to Request for Materials
Dear Mr. Kinkar:
Find attached the email marketing course you requested. As I said on my website, I’ll keep sending updated versions of the course from time to time. Ensure you carefully study the first chapter of the course. It will provide a solid base on which every other information in the course anchors.
I hope your email campaigns are already bringing good results. Let me know if I can be of assistance in any way possible.
Conclusions: Best Practice in Answering Emails Professionally
In conclusion, when drafting the perfect professional email answer, it is imperative to always maintain a cordial tone in your emails if you want favourable responses – taking special time to consider the appropriate tone needed to achieve the outcome you’re seeking.
Like I said earlier, allow some time to pass before replying professional email; that’s the best way to minimize mistakes – as it allows you to leverage time.
Finally, make use of professional email templates to ensure that you have strong replies at the ready for a quick-fire response.
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