Email Tips for Internal Emailing

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Email Tips for Internal Emailing

coursedetailsMany people love and hate email. Many people complain about email’s negative effects and corporate communications teams seek ways to decrease it. Employee surveys show that email is the preferred method to receive company communications. Is that confusing? It’s not. It could be the channel or the way we use it.

Email Tips for Internal Emailing

1. As much information as you can about your recipients

It is futile to send email correspondence but not know how it is being received. Who is opening it? What time and what frequency? There are many valuable email tracking tools that you can use to quickly and easily get this data while still running quietly in background.

2. Once you collect the data, use it

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Don’t leave the data you have collected in a pile. It is important to analyze the data and use it to improve future communications.

Do you think that sending at a certain time or on a particular day results in the highest open rates for your message? Sending at that time or on the same day is a good idea.

3. To have open conversations, create channels

While it is important to collect data from your recipients through a tracking system, it may not always give you all the answers you need. These responses can be gathered through surveys.

Keep surveys short. To give recipients the chance to leave feedback, include at least one open-ended and pre-determined question. You might also consider creating an email address where recipients can communicate with you. Don’t forget to check your inbox regularly and respond promptly to any emails.

4. Keep it brief

We are all bombarded daily with emails, both personal and professional. Keep your communications short, relevant, and easy to understand. Instead of writing a whole article, especially if it is very long, you can include the title and the first few sentences. Then, link to the rest on your own website or blog.

5. Be consistent

Keep as many characteristics of recurring communications as possible consistent when sending them. The layout, time frame, content, and color scheme should all be the same. Consistency will make your communications more reliable and reliable by helping readers to perceive you as consistent.

6. Don’t use all caps

You should use sentence case for formal communication. Avoid using all caps, as it could make your message sound like you are shouting at the audience.

7. Double-check attachments

You can cut and paste information to an email instead of attaching a document. If you are unable to do so, inform the recipient in the body of the email that you have attached the document. It is also a good practice to compress or attach the documents in a zip file. This will make it take up less space in the recipient’s inbox. You might also consider sharing documents and providing a link for the recipient to access them.

8. Proofread
Correct grammar and spelling are essential when you send business correspondence. Before you hit Send, proofread all of your work. Double-check spelling and email addresses of recipients. Sometimes, autocorrect can alter names.

9. Within 24 hours, reply

It is common practice to reply within 24 hours to emails sent by others. You can apologise if you happen to miss this deadline and politely explain why.

10. Maintain a professional tone

Consider carefully what words you use in emails and how they might be understood. Positive words such as “opportunities”, “challenges”, and “obstacles”, should be used instead of negative ones like “obstacles” or “limitations”. Avoid sarcasm, negativity, and adjectives that could make you sound too emotional. Humor can also be misinterpreted.

11. Create a perfect email signature

Email signatures should be less than one. A signature should contain your name, job title, and contact information.

12. Set informative out-of-office replies

Set up an automatic out-of-office response to notify people that you will not be responding to their emails for a certain date if you are going to be away from the office for a prolonged period. If it is urgent, include a contact number. To make it easy for recipients to recognise that they have received an automated reply, include “Out of Office” along with the date in your subject line. It is also helpful to include the subject line as “This automated message while you are out of office.”

Last Thoughts and Extra Tips

Email subject lines shouldn’t be left to chance.

These words will determine if someone opens your email. Provocative subject lines are called “must-click”. The truth is that subject lines that include a number have the highest open rate.

Send a message to the scanner

To help scanners read your key messages, use bullet points and subheads.

Vary  the delivery.

Make a quick video of yourself or an audio message on your phone. Then, send a short email containing the link to the file online. To draw the reader in, include a photo or graphic with your email.

Your company email address should be used if you work for a company. However, if you have a personal email address and use it for business correspondences or as a hobby, you should choose carefully and send from the correct address.

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