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How to respond to a business email

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How to respond to a business email
April 30, 2019 Anniversary Wishes 2 comments

Reply Email Samples for Different Situations (Several Examples). How do hope to satisfy your clients as a business owner without having to write succinct and.

When it comes to email, I think there’s one conclusion we can all agree on: You want people to respond. Otherwise, why would you invest the time in writing them?

“Well, sure,” you’re muttering at your computer screen right now, while shaking your head, “But that’s way easier said than done.”

I get it. Inspiring people to actually hit that “reply” button is a challenge–particularly when that recipient is important, in demand, and incredibly busy. When you know you’re only adding one more note to an inbox that’s already stuffed to the gills, it’s easy to resign yourself to the fact that your message will only collect dust.

What if that wasn’t the case? What if there was something you could do to greatly increase your chances of receiving a response? Great news: there is.


Related:This Is How To Write A Follow Up Email That’s Not Annoying


So, What’s This Helpful Email Trick?

I recently read this article, published on LinkedIn by author and communication expert Zak Slayback.

Within the post, he mentions several pieces of advice that are helpful when emailing busy people. But, the one that really stands out is this: Don’t be a time suck.

It’s important to remember that busy people are, well, busy. So, if your message looks like it will take a lot of effort and elbow grease to respond to, it’s probably going to be left for later (and then likely forgotten for eternity).

How can you demonstrate that it’s actually easier to reply to your email immediately than it is to save it for a later time? By being explicitly (almost painfully) clear with your ask.

Wait a Minute . . . I’m Already Making Specific Requests

Now’s the part where you get defensive. “Hey, I graduated Email 101!” you’re saying right now, “Duh, I’m already including clear asks within my messages.”

It’s easy to think that. But I’m willing to bet that you aren’t as specific as you like to think you are. Spoiler alert: Things like “pick your brain,” “would love your feedback,” or “let’s connect” don’t constitute as clear requests.

“They just signal, ‘Time Suck!’ to the Very Busy Person but look like clear asks to the sender,” Slayback explains. “The sender then is confused or offended when the Very Busy Person does not respond.”

So the secret to success in getting replies is not only making your request clear, but also making it incredibly easy to address. Let’s look at an example to illustrate this difference.

Instead of typing something like:

I’d love to pick your brain and find out more about pursuing a career in engineering. Can we schedule a time to chat?

You would write:

I’m working on finding out more about the career field and I’d love to hear from you: What’s the one key skill you think someone needs in order to be successful in engineering?

See the difference? That incredibly busy recipient could reply to that second question with just one word if he or she wanted–as opposed to needing to look into who you are, coordinate his or her schedule, and decide whether or not you’re worth the time for an extended conversation.


Related:Here’s When You Should Use Email Instead Of Slack 


But What About Everything Else I Want To Ask?

I know what you’re thinking: I have way more that I want from that person than one simple email could hold.

When you feel like getting in touch with someone is going to be a lot like pulling teeth anyway, it’s tempting to think that you should cram absolutely everything you need into that one message. However, that’s actually the worst approach.

“The life of a Very Busy Person is constantly managing the intersection of the urgent and the important,” Slayback explains within the article, “Your email is probably neither for them, so you should make the cost of responding essentially zero.”

Put simply, you need to start with something straightforward and easy. Once you have a response, you can continue building on that momentum. Rest assured, it doesn’t need to happen all at once.


This article originally appeared on The Daily Muse and is reprinted with permission.

More From The Muse:

Apr 7, What is the rule for how fast you should be responding to your business e-mails? The short answer: As soon as you can. The long answer: It is.

How do I respond to a message from my business account?

how to respond to a business email

Manage your reviews

Customers can leave reviews of your business by following these steps.

Reviews from your customers can provide valuable feedback for your business, and replying to reviews can help build your customers' trust. When you reply to a review, your response will appear below your customer's review on Google Search and Maps under the label "Response from the owner". People on Google will see both the customer review and your response when they look at your Google reviews.

You can reply to reviews directly from your business profile on Google Maps from your computer, through the Google My Business app, or opening its homepage. All Maps users will see replies, just as they see replies coming from the Google My Business app or homepage.

 

To see and respond to reviews left by Google users, first verify your business, then follow the steps below.

Note: You cannot reply to reviews from third-party sources.

Computer

How to reply to reviews from Google My Business

  1. Sign in to Google My Business.
  2. If you have multiple listings:
    • To view reviews for multiple listings at once, in the menu on the left click Manage reviews, then use the drop-down menu to choose a location group. (This feature is not available for organization accounts.)
    • To view reviews for a single listing, open the one you'd like to manage. In the menu on the left, click Reviews.
      Note: Your business must be verified in order to respond to reviews.
  3. To respond to a review, click Reply.
  4. Write a response and click Post reply.

How to reply to reviews from Maps

Access your business profile on Google Maps on your computer, and you’ll see the option to reply to reviews next to each individual review.

Your Business Profile must be verified to reply to reviews from your business profile on Maps on your computer. To reply to reviews, follow the steps below:

  1. Go to Google Maps.
  2. Enter your business name. Then, click Search  or press Enter.
  3. Click Reviews.
  4. Next to the review you’d like to reply to, click Reply.
Mobile

How to reply to reviews from Google My Business

  1. On your phone or tablet, open the Google My Business app .
  2. Tap Customers  Reviews. (Note that your business needs to be verified in order to respond to reviews.)
  3. Tap any review to respond to it.
  4. Write a response and tap Send .

How to reply to reviews from Maps

You can respond to reviews directly from your Business Profile on Maps on your computer and Google Maps Android.

Only owners and managers of verified businesses can reply to reviews from the Business Profile on Maps.

To reply to reviews, follow the steps below:

  1. On your Android device, open Google Maps .
  2. You can open your Business Profile 2 ways:
    • Enter your business name in the search bar.
    • In the top left, tap Menu  Your Business Profile.
  3. Tap Reviews.
  4. Next to the review you’d like to reply to, tap Reply.

Note that you’ll be posting publicly as your business when you reply to reviews. Replies to reviews may not appear across Google immediately. Reviewers get a notification when you reply to their review. Then, they'll have a chance to read your reply and edit their review.

Tips for responding to reviews

Business owner responses allow you to build relationships with customers, but they’re also public. When replying to your customers, keep the following guidelines in mind:

  • Be nice and don’t get personal. This isn’t just a guideline—it’s also a good idea as a business owner. It's difficult to win an argument with a frustrated customer, and you want to avoid burning bridges. Keep your responses useful, readable, and courteous. In addition, responses should comply with our local content policy.
  • Keep it short and sweet. Users are looking for useful and genuine responses, but they can easily be overwhelmed by a long response.
  • Thank your reviewers. Respond to happy reviewers when you have new or relevant information to share. You don’t need to thank every reviewer publicly, since each response reaches lots of customers.
  • Be a friend, not a salesperson. Your reviewers are already customers, so there’s no need to offer incentives or advertisements. Tell reviewers something new about your business, or share something they might not have learned from their first visit.

Reply to negative reviews

Negative reviews are not necessarily a sign of bad business practices. For example, the customer may have had mismatched expectations. Replying to reviews can help identify points on how to improve the experience for customers.

Below are tips to help you respond well to negative reviews, and leave a positive impression with both current and future customers:

  • Do not share personal data of the reviewer or attack them personally on Maps, on other services, or in the real world. Instead, suggest that they contact you personally (via Google My Business Messaging, email, phone, etc.) to resolve the issue. A positive post-review interaction often leads to the customer updating the review, and shows prospective customers that you really care.
  • Investigate the reasons behind the reviewer’s negative impression of the business. Check your records for the reviewer and their experience with your business.
  • Be honest about mistakes that were made, but do not take responsibility for things that weren’t your fault. Explain what you can and cannot do in the situation. Show how you can make uncontrollable issues actionable (e.g. bad weather made you cancel an event, but you’ll monitor the weather and provide advance cancellation warnings).
  • Apologize when appropriate. It’s best to say something that demonstrates compassion and empathy.
  • Show that you’re a real person by signing off with your name or initials. This helps you come across as more authentic.
  • Never lash out. Never get personal. Always be polite and professional, just as you would be face-to-face.
  • Respond in a timely manner to show that you pay attention to your customer’s experience. You can use the Google My Business app to reply promptly.

If you believe that a Google review violates the posting guidelines, you can flag it as inappropriate by clicking More  Flag as inappropriate.  

 

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Business Etiquette for Responding to Mail & Email

how to respond to a business email

We all need to set boundaries. People shouldn’t be forced to answer endless emails outside work hours — which is why some companies have policies against checking emails on nights and weekends. Some people I know tell their colleagues they’ll be on email from 9 to 10 a.m. and 2 to 3 p.m. each day, but not in between. If it’s not an emergency, no one should expect you to respond right away.

Spending hours a day answering emails can stand in the way of getting other things done. One recent study shows that on days when managers face heavy email demands, they make less progress toward their goals and end up being less proactive in communicating their vision and setting expectations.

But that same study shows that email load takes a toll only if it’s not central to your job. And let’s face it: These days email is central to most jobs. What we really need to do is to make email something we think carefully about before sending, and therefore feel genuinely bad ignoring.

Whatever boundaries you choose, don’t abandon your inbox altogether. Not answering emails today is like refusing to take phone calls in the 1990s or ignoring letters in the 1950s. Email is not household clutter and you’re not Marie Kondo. Ping!

Your inbox isn’t just a list of other people’s tasks. It’s where other people help you do your job. It allows you to pose questions with a few keystrokes instead of spending the whole day on the phone, and it’s vital to gathering information that you can’t easily find in a Google search.

“My inbox is other people’s priorities” bothers me as a social scientist, but also as a human being. Your priorities should include other people and their priorities. It’s common courtesy to engage with people who are thoughtful in reaching out.

This isn’t just about doing unto others as you’d have them do unto you. Clearing out your inbox can jump-start your own productivity. One set of experiments showed that if you’re behind on a task, you’ll finish it faster if you’re busy, because you know you need to use your time efficiently. As a writer, I like to start the morning by answering a few emails — it helps me get into a productive rhythm of deep work. If you think you have too many emails, maybe you just don’t have enough.

To see and respond to reviews left by Google users, first verify your business, that they contact you personally (via Google My Business Messaging, email.

How to Reply to a Business Email

how to respond to a business email

Even with all the new communication options available (like chat or video conferencing), business emails are still king in the workplace. Employees still spend half their work day, an average of four hours, sending out 90 billion business emails. And it doesn’t look like that’ll be changing anytime soon. By 2018, business emails will account for over 139.4 billion emails per day.

With businesses relying so heavily on fast and timely written communication like emails, it’s amazing that most employees’ exposure to professional business-writing practices is usually limited to maybe one or two classes in college. Clear business communications, no matter the medium, can save time, increase productivity, and prevent misunderstandings and conflict.

So here are seven tips to keep your emails professional and effective:

1. Keep it quick, simple, and focused.

Cut out any preamble or backstory and lead with your main point. State your specific need in the first sentence, or in the subject line when possible. Be sure to communicate a time frame if there is one, especially if the request is urgent or time sensitive.

Like this:

Not this:

2. Format for clarity.

If your email is more complex, involving multiple questions or topics, then break it up into digestible chunks. Lists—both bulleted and numbered—can help you organize your thoughts and make it easier for your contact to respond.

Like this:

Because it makes the reply so much easier to format. Like this:

3. Avoid jargon, buzzwords, all caps, all lowercase, emoticons, and textspeak.

None of these belong in a professional email. Don’t use multiple exclamation points or question marks or your email may be mistaken for spam. And always make sure you review your email twice for any typos or misspellings before you hit send.

Don’t do this:

4. Don’t keep them waiting for a reply.

You can’t take it for granted that the person who emailed you will assume you’re going to respond. A lot can happen to an email. A bad connection, misspelled address, or an overzealous spam filter can prevent an email from arriving safely in your inbox. So don’t wait too long to respond. A common threshold is 24 hours, but even that is stretching it. Even if you don’t have the information or materials requested by the email, you can always write back and say: “It’s coming, it’s just taking some time to gather what you requested.” And always make sure you finish an email discussion with a “thank you” or a “got it” note.

In other words, don’t be this guy:

5. Read and respond to the whole email. Seriously.

It’s infuriating when the person you emailed only responds to the first item in your message and ignores your other questions and concerns. Don’t be that person. Take the time to read the entire email before you respond. Address each item, but remember to always keep it short. If you can’t—if there’re too many issues or too many people involved—then it’s time to escalate the issue to a phone call.

For example, please don’t respond to an email like this:

With this:

6. Never hit “Send” when you’re angry.

Written communication is incomplete. It’s easy to misunderstand the meaning of an email and perhaps get insulted. Do yourself a favor and walk away. Take time to calm down. Re-read the email later with a clear mind, and give the sender the benefit of the doubt. Only then should you begin drafting a response.

So if you’re responding to the second email from #5, don’t do this:

7. Know when to pick up the phone.

Not all correspondence can (or should) be handled via email. As stated above, some issues become too complex, or involve too many people, to remain confined to an email. And don’t use email to cancel a meeting at the last minute, or to send bad news, like layoffs.

How your company communicates—both internally and with clients or partners—can reflect on your reliability, and responsiveness. Adopting these tips will help your business emails measure up to the polish and professionalism you hope to project.

Be sure to share any tips you have in the comments. And when the situation demands a phone call, learn how Jive Communications’ cloud phone system with its enterprise-grade features can help you communicate better.

 

WATCH THE VIDEO ON THEME: How to write a Business Email

Below are 9 tips that would help you write and respond to emails more professionally and Never Send “Bad Grammar” in Your Business Emails Again.

how to respond to a business email
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