5 Ways To Make Your Emails Look More Professional


For many companies, email is the main form of communication. It could be your first point of contact with clients and could, therefore, provide an important first impression. As a result, it’s vital that your emails look professional if you want to come across as a credible company. Here are just five ways to give you emails a more professional tone.


Use a custom email address


Don’t settle for a ‘@outlook.com’ email address. Instead, opt for a custom email address that end in @yourcompany.com. This will make you look much more legitimate. Try looking into email hosting for small business – many of these services allow custom email addresses along with other perks. There are guides online that can help you to set up your own email address.


Add an email signature


Many email services allow you to add an automatic signature to the end of emails. This could contain your company logo, helping to put an official stamp on your emails. These signatures can also be a great space for putting alternative contact details such as your phone number. Make sure to also link to your website and social media pages – it could help you to increase traffic to these pages.


Use templates for bulk emails


When it comes to sending a copy of an email to lots of people, consider using a professional template. This can look great when sending out press releases and bills and other official documents. You can download these templates online.


Use attachments wisely


There may be times when you need to add attachments such as a document or images to download. Be wary of the file size before hitting the send button as this could make these emails slow to send, plus you’ll be filling up space in you recipient’s inbox. Rather than attaching files to the email, storing these on a free cloud platform such as Dropbox and adding a link to these files. This will help to decrease the file size of your emails.


Always read before sending


The content of your emails also needs to look good, which means paying special attention to spelling, grammar and formatting. Make sure to read every email so that you can remove any mistakes before sending. With important emails, you may want to email them to a colleague to proof-read first. You could also try sending the email to yourself to check the formatting of it – some emails may look fine as you’re writing them, but when sent may appear to have uneven spacing and different font sizes. Checking over emails certainly takes extra time, but it could prevent you from making costly errors that lose you the trust of your customers.