How to Write a Business Email

business email

Today’s market has a few basic demands from their email messages:

  • They must not look like spam
  • They must be easy to read, their point must be clear and concise
  • They must be at the right frequency, but that is something you’ll have to discover for yourself
  • They must have a point…don’t just send email because you usually do on that day
  • They must provide a clear benefit to your reader

Taking the first demand, SPAM is fairly easy to avoid.  Don’t send an email to people that haven’t requested that you do so.  Additionally, make sure that your “From” line is clear.  Send your emails from your business name or from you personally.

Making an email easy to read, and with a clear and concise point can be handled a number of ways.  First, make sure that your subject line is compelling.  Subject lines that offer a benefit are more frequently opened than those that don’t.  The only job your subject line has is to get the recipient to open it.

If your email is a promotional message then state the offer in the subject line.  “10 Days to Save More than 50% off Everything”.

You can also create a little curiosity with your subject lines, but use the technique sparingly. Ex. “This made my blood boil” or “You never know until you try this.”

The body of your email then must be easy to follow.  Format it so that the reader can quickly decide if the email is relevant and beneficial to them.  Bullet point your benefits, make a promise, and don’t forget to include a call to action.  Keep the email focused on one thing at a time and you’ll get much better results.

Remember to include links in your email back to your website or offer page.  If you’re emailing a newsletter, don’t forget to offer a forward to a friend option and give your readers the ability to comment on your newsletter or contact you.

Is Your Website Ready to Sell?


In the online world, it all starts with your website. You will need a professional looking website that displays your skills and creates trust within your target market so that people will want to buy from you. That starts with the copy on your website, the look of your logo, and the copy in your tagline. Take the work here regarding your website seriously. If you don’t project a professional image people will be unlikely to hire you.

How your website looks will depend on what services you’re offering. If you offer Graphic Design services your website should reflect awesome graphic design and show a portfolio of work that you’ve done. This will give your clients a good idea of what your style is. If you provide copywriting services, the copy on your website should be above average and demonstrate what you can do. Showing some before and after rewrites would be a great idea too.


A few tips that will help you create a great website:


A Great Layout


Your website should have a pleasing layout. Try not to be old fashioned with the way your website is laid out. Gone are the days with the top banner, two side bars, and middle content but try to avoid flash and strange entry pages.

There are fabulous layouts to chose from that look beautiful and allow the content to be presented in its best light. The best system to use is, there are a variety of free and premium templates and themes that you can use that will offer perfect layouts to choose from.


Informative Content


Still the lifeblood of your website, your content should be informative, interactive, instructional and inspire your reader to act. When writing content for your website never forget to have a purpose for the content, and a call to action for your readers.


User Friendly Navigation

website redesign

When a potential client clicks through to your website if they cannot figure out how to get around your site they will leave. You have mere seconds to impress them, so don’t make it confusing. Have navigation above the “fold” as well as at the bottom of very page.


A Telling Domain Name

Site Review

Try not to choose hyphenated domain names, and also choose domain names that are full of keywords. It will make it easier for your potential clients to find you if your domain name has keywords in it.


Revealing About Page

About Nicole

People like to buy from those they know, like and trust, and your about page is the place to encourage these feelings. Be honest, be clear, include a nice picture of yourself, and be professional.


Contact Information Clear


Nothing is worse than going to a website and never being able to figure out how to contact the owner. Ensure that not only do you have a contact page, but you have links to the contact page on every page in the bottom navigation.


Newsletter Sign Up

email mkt1

One of your best marketing efforts can happen via your newsletter. Offer a free give away such as a report, or a checklist in exchange for collecting email addresses. You can send out newsletters as well as new product announcements.



If Your Website Was a Piano…

A site map isn’t only for the computer bots to spider your site, it’s also for the human. If you create an excellent sitemap some people will click on “sitemap” to find everything they need. But, it’s also for general indexing for search engines.


Search Engine Optimized


You want organic traffic to your site, so use the tools you have such as all of the above, “on page SEO” and include some off page SEO by guest blogging, article marketing, and creating social media accounts.


Mobile Friendly


Today, you never know where someone is looking at your website from. We are a mobile society and it’s rather easy today, especially with WordPress to build a mobile friendly site.




This is for you, but install analytics on your site so that you can see what pages and what content are working best to keep readers reading, and to attract organic search engine traffic.

5 Brand Centers You Need to Have


Time and time again, many online businesses seem to miss the basics of branding.  Before you do anything else, be aware there are five brand centers you need to create and maintain.

Here’s how to position them…

1.  Your Website

Visitors shouldn’t have to scramble around, click multiple tabs or scroll down looking for clues. What your website is all about should be obvious at a glance, as with Knorr here.  And what should stand out the most?  Exactly how you can do something nice or needed for each visitor.


But that’s not enough.  Don’t neglect any opportunity to brand your web pages.

  • Think of your logo and colors as a type of shorthand, providing instant visual identification.  People should see your colors and even shapes, and instantly think of your business – and how helpful it is.
  • Every photo should show what you do or provide
  • Every app or widget should appeal to your customers

You’re making a promise to the people visiting your website landing page, so make sure the rest of your site, blog, social networks, newsletter and information products all deliver equally and consistently on that promise.

2.  Create Your Blog – and Use It

If you already own and operate a blog for your business, this title of this tip may seem redundant, but make no mistake:  Blogging is essential in branding most businesses.

The key lies in making sure your blog is active – something Problogger wrote the book on.


There are many ways to plan for engagement and activity.  But before they will interact, you need to capture your visitors’ attention.

  • Use powerful, relevant photos, videos, polls, contests and sound-clips to increase interaction from your viewers
  • Make sure photos tell an instant story or pique curiosity
  • Choose photos that are lively, dynamic, eye-catching and relevant to your topic
  • Schedule expert, interesting Guest posters
  • Run a series and pre-load your series installments
  • Regularly re-purpose and feature “Oldies but Goodies” (evergreen blog posts from the past that gathered comments and feedback)
  • Update published posts with new developments (especially posts that incited comment activity on initial release)
  • Re-visit popular topics
  • Write a weekly “Top Ten Tips on…” feature, slanted to your ideal reader’s niche interest
  • Write regular “how to” posts, to help your readers find solutions
  • If you have to, pay for top experts to guest post – even if that’s a once-a-month feature or you have to plan for it further down the line

Remember, a blog and its branding are only as good as its activity level.  But even if your blog doesn’t seem to get much action, remember that people are busy and make sure you set up every post so that people can use your blog as a resource when they need to.

Post material that is evergreen and useful, such as your “how to” posts; or high-value tips as well as “how to” posts on common tasks.

Finally, make sure all your post types and elements are consistent – especially when it comes to voice.

Planning your month’s content in advance should help greatly in ensuring this last but most important detail.

3.  Create a Newsletter

A newsletter provides you with a wonderful way, reason and excuse to keep in touch with customers or clients.  And – best of all – you can brand it with your colors and logo.

It does not need to be the be-all and end-all of newsletters.  It simply has to:

  • Remind your subscribers that your business is alive, well and active
  • Reassure subscribers that they are important to you, and that you are thinking about them

But there’s a third function your newsletter can perform, to help you step up your branding a notch.  And that’s provide you with a repetitive, ready incentive for people to sign up and subscribe to your list.

  • Include a signup web form on every blog or website page (top-right corner is the preferred spot)
  • Make sure your newsletters contain valuable content and time-limited offers, discounts, news and resources highly relevant to your target visitor
  • Have these same elements in every newsletter (e.g. always a “Product of the Month” discount; always a seasonally-time-sensitive tip, etc.) This turns them into a branded feature, as Ego’s Garden Centre of Orillia, Ontario, demonstrates admirably here…


  • Try to solve at least one current problem for your target visitor per newsletter
  • Point people to your Archive section for past newsletters, so readers can see how valuable your content can be (while the visual consistency of the newsletters reinforces how trustworthy your brand is)
  • Point out the advantage of signing up to get newsletters as they’re released, so visitors won’t miss any more time-limited valuables

Creating regular newsletters and branding, promoting and archiving them is an efficient use of your time. You have to create your newsletter for existing subscribers anyway… so why not let it double as a sign up incentive and a branded, trustworthy resource for visitors too?

4.  Your Information Products

Creating information products and not branding them is like throwing away advertising you’ve already paid for.

Branding your information products makes them – and you – stand out.

It’s not a question of a good product standing out from bad ones or an exceptional product standing out from good ones:  It’s usually a question of a good product standing out from other good products.

What makes one eBook on wine hit the Amazon best-sellers list and another lurk in limbo, so far back in the search results it remains unseen?

One major factor is branding.

Take the “Dummies” books, for instance.  Seeing the words, “For Dummies” on a book – backed by that distinctive yellow-and-black background – immediately tells people they are getting a useful guide on a topic (in this case, wine) that is going to be easy to understand, broken down into nice, bite-sized pieces.

“For Dummies” has become synonymous with not just easy, but “easiest”.


Notice how “Dummies” brands each information product with:

  • A relevant, appealing tag line that sums up their main mission (“Making Everything Easier!”)
  • Their colors and “header” design
  • Their unique Title fonts

So simple, isn’t it?

And what you don’t see – but everyone knows – is that the “Dummies” books are presented as a series.

Creating a series is a great way to start branding your information products from the word go:  You can use the same elements in Title fonts, header backgrounds, colors, taglines and logos for every single information product in your series – changing only the specific topics.

Naming products allows another opportunity for branding.  Again, the “Dummies” series is a perfect example of this.  The company can now produce any type of “how to” book in the world… and simply by adding “For Dummies” at the end, each book becomes instantly branded and searchable, not only by its own topic keyword (.e.g. “Wine”) but also the keywords “For Dummies”.

Keep this example in mind when branding your books.  Use it as the ultimate example

5.  Your Social Media

Yes, you can – and should – brand your social media.  Use the same colors, logo, signature, and above all, Profile photo (preferably a recent headshot).

5-mari-smithUsing your company colors even in your headshot is a simple strategy that helps cement in peoples’ heads the fact your profile is related to your company.

Example: For years Facebook and social media expert, Mari Smith always wore turquoise clothing and even accessories in every headshot. Recently she has relaxed this rule – but her trademark turquoise color still appears in the background of her latest Profile photo on her Facebook Page.

Most important, however, in social media:  Creating business pages and branding them with your logo, colors, Profile photo and custom backgrounds.

If you are unable to use the exact same background in each network because of size differences, as with Twitter and Facebook, decide on key graphic elements from your website colors or photos that will carry across all social media backgrounds.  (For example, the gold color and little bee graphic that always appear in Burt’s Bees social media pages.)

But all the branding in the world won’t help if you don’t regularly interact via your social media pages and feeds.  A Facebook page never visited by the owner is less than useful.  In fact, you can turn people off, if they take the time to comment or (especially) ask questions and never receive an answer.

Build these five brand centers into your daily life.  Interact often and let people hear your unique voice.

And that will be your strongest social brand reinforcement strategy of all.

Top 10 Tips for Creating a Deeper Bond with Your Subscribers


A mailing list is one of the most important tools an internet marketer has. It offers the opportunity for ongoing contact with customers and prospective customers. But it’s about much more than just getting sales. A mailing list allows marketers to connect with their audience and earn their trust.

In order to get the best results from your mailing list, it’s important to form a bond with your subscribers. This will make them look forward to seeing your mailings in your inbox, increasing open and response rates. It will also make them more comfortable giving you their business. Here are ten ways that you can create a deeper bond with your subscribers.

#1: Ask What You Can Do for Them

If you want to know what your subscribers want, the best thing you can do is ask. Asking readers for suggestions for future mailings
lets them know that their needs are important to you. And when they respond, it gives you the information you need to create more relevant and targeted campaigns. It’s truly a win-win situation.

#2: Take Questions

2-questionsAnother way to get your subscribers more involved is to ask them to send in their questions. You can answer them in future mailings to benefit not only the sender, but all of your subscribers.

As a bonus, the questions that readers send in could give you ideas for blog posts or information products.

#3: Invite them to Connect through Social Media

Social media makes it possible for marketers to connect with their audiences in ways that once were not possible. So why not promote your social media pages through your newsletter? It will give subscribers a new way to receive information about your products and services and to interact with you.


#4: Continue the Discussion on Your Blog

One of the shortcomings of an email list is that it doesn’t offer much opportunity for discussion with your audience. How can you overcome this? By directing readers to your blog. Send them an excerpt or a brief synopsis of your latest post along with a link where they can read and comment. By replying to their comments, you can strengthen your bond even more.


#5: Link to Your YouTube Videos

YouTube videos are excellent marketing tools. You can use them to put a face to your marketing campaigns and make yourself more accessible. Sharing them with your subscribers gives them something to connect with beyond their inboxes.


#6: Incorporate Their Comments into Your Newsletter

When you pay attention to your audience, you are rewarded with increased loyalty. Using their comments in your newsletter lets 6-quotationsthem know that you are listening. If a subscriber emails you directly, it’s a good idea to get his permission before including his comments in one of your mailings.

Comments found on social media sites like Facebook and Twitter are generally fair game, but letting the commenter know your intentions gives you an additional opportunity for interaction and conveys respect.

#7: Invite Them to a Subscribers-only Webinar

Exclusive events are great for creating a deeper bond with subscribers. One of the easiest and least expensive ways to hold such an event is to have a webinar. A webinar allows you to present information via audio and video and allows the opportunity for participants to ask questions and make comments. Having a subscribers-only webinar can also help you get new subscribers if you send the word out via social media or your blog.


#8: Offer Exclusive Discounts

Want to increase your sales and make your subscribers feel special at the same time? Offer them an exclusive discount on your
products or services.

You could even encourage interaction by taking a vote on which product they would like to receive an exclusive discount on.

Whenever you give your subscriber preferential treatment, you win in creating a stronger bond with them.

#9: Make Personalized Offers

Another way to increase sales while keeping your subscribers happy is to send them personalized offers. For instance, you could ask for their birthday or birth month and send them a special offer in honor of their special day.


Or you could send offers for discounts on new products to customers who have purchased complementary products in the past. Such offers let subscribers know how much you value them.

#10: Run a Survey

Some subscribers simply aren’t interested in interacting with marketers on a personal level, but that doesn’t mean that they don’t want
to know that they value their opinions.

A good way to engage these subscribers is to take a survey. This allows them to share their opinions, ideas and concerns anonymously if they so desire. You get valuable feedback that you might not have otherwise received, and they get the assurance that you want to keep them happy.

Bonding with your subscribers requires some time and effort, but it is well worth it. It will go a long way toward ensuring that they stay subscribed, and when it comes time to make a purchase they will have no qualms about doing so.