How to Write Diplomatic Email for Business

Tips On Effective Email Writing: Be Direct and Diplomatic Copyright © 2009 Luie De Von

We all know that an email has different parts which are the subject, salutation, signature and of course, the body. Every part are just as important as the others because each of them has a role to play. However, the preparation for the body of your email usually takes more time and effort.

In order for you to receive a positive response, the message should be clear and written with conviction. Below are some email marketing ideas on how to write a direct and diplomatic letter:

State Your Purpose.

What is the purpose of your letter? Always remember and focus on the reason why you are writing the email.

You can only come up with an interesting and meaningful content when you perfectly know what your main goal is.

Business owners or online marketers have a few reasons why they are sending out emails. Some of these reasons are as follows:

– To give information regarding the company, product or services

– To ask details from the recipient that is needed for the processing or shipping of orders.

– To invite the recipient to take action

Once you are sure and decided on what your email is all about, then that is the time to start composing your message.

Be Direct!

Most people find it annoying to receive emails that contain too many information that are not relevant. First, it takes up their time. Second, it can be a bit confusing for your recipient.

It is important to remember that when it comes to business emails, the shorter it is, the better. However, make sure that the thought is complete.

Introduction. At the beginning of your letter, state your complete name and the company you represent.

The main purpose of your letter should be included in the introduction.

Body. A recipient may not have all the patience and time to finish a very long letter. Make a very short message but make sure that everything is well-explained. Use powerful words that can attract you reader’s interest.

Stay Focused.

Let us say you are introducing a new product in the market and you want to inform your customers about it. Never try to market a number of products in just one letter. You need to focus on one particular product and include all its benefits and advantages.

Be Diplomatic.

Always observe courtesy when composing your message. Use “thank you” and “please” when the situation calls for it. Use a friendly tone but maintain professionalism. Refrain from using abbreviations and slang words.

Sometimes we tend to ignore the formatting of the email. You can try writing words in italic instead of using all caps when you want to put emphasis on a certain idea. Capitalizing all the letters of a word or a phrase might look like you are shouting at the recipient.

Using smileys are discouraged in business emails. You can use smileys when sending a personal email to your family and friends but never use it when sending marketing emails.

Remember these things when you are writing a business email. A business email that is correctly written is an effective way of reach out to your prospective customers.

About the Author: Luie De Von is a marketing consultant with and has been providing consumers and business owners with marketing strategies. For years he has helped businesses to have more and growing clients through Postcard Advertising, Marketing Postcard and Business Post Card.

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