We are more comfortable with the improvised back and forth pattern in social media conversations than the preplanned, more concise messages that professionals expect at work.
Email writing is essential for business communication, no matter if you are a young professional or a senior manager. It can be difficult because of what is often viewed as the difficulties of English grammar and the subtleties in the written word. This is especially true when you need to motivate people to answer questions or respond to your emails. You need to be aware of two things in order to write great emails: what mistakes to avoid and how to move up.
You can expect to have multiple quick exchanges with your friends if you plan an outing. You don’t usually need to give much context because you are texting someone you know well about a shared interest.
Each email that you send has the same structure: subject line, greetings, body, closing, and closing. There is a correct way to do professional communication in writing, and there are standards you should follow.
Here are some tips to help you write an email.
1. Subject Line
Although the body of an email is often more important than the subject line, it can be one of the most important parts of the email. If you are cold-emailing someone or establishing professional relationships, the subject line can be compelling. It can also set expectations and entice them to open your message. A generic or poorly written subject line, such as “Hi” or “You don’t want to miss these”, can discourage the reader and send your email to the spam folder.
A quick greeting is a good way to say hello to your reader and to thank them for their time before you get into the main message.
The body of an email should be the meat of your message. It must have a clear purpose such as requesting feedback on a presentation, or setting up a meeting with a client. It should be short and sweet. This will make it more appealing to people, as they are less likely to skim it and miss important information. Reduce it to a few key sentences if you can.
You want to greet your guests with a warm greeting. But you also want to say goodbye. This means that you should sign off with a friendly note. There are many options.
5. Don’t Overcommunicate by Email
The sheer number of emails received at work is one of the main sources of stress. Before you start writing an email, think about whether it is really necessary. You should also use IM or the phone to address any questions that may need to be discussed. To find the best channels for different messages, use our Communications Planning Tool.
Email isn’t as secure as you think it should be. People may forward emails and not realise they need to delete their conversation history. Avoid sharing personal or sensitive information in emails and avoid writing about things you don’t want to be seen on billboards by your office.
When possible, tell the bad news face-to-face. This allows you to communicate empathy, compassion and understanding. It also helps you to amend if your message was misunderstood.
6. Keep your messages short and clear
Emails should be as clear and concise as traditional business letters. Keep your sentences concise and to-the-point. Your email body should be concise and informative. It should include all relevant information. For help in communicating clearly and effectively, see our article on writing skills.
It costs less to send multiple emails than to send one, unlike traditional letters. If you have to communicate with someone on a variety of topics, it is worth writing separate emails for each. This will make your message more clear and allows your correspondent to respond to only one topic.
7. Be polite
Many people believe that email is less formal than traditional mail. However, emails are an expression of professionalism, values, attention to detail, and professionalism. Therefore, it is important to maintain a certain degree of formality.
Avoid informal language, slang and jargon, unless you are on good terms with the person. Although emoticons can be helpful in clarifying your intent it is best to only use them with people you are familiar with.
8. Check the Tone
Face-to-face meetings allow us to use facial expressions, body language, and vocal tone to gauge how people feel. Emails take this information away, so we don’t know when someone has misunderstood what we are saying. Without visual and auditory cues, misinterpretation of your sentence length, punctuation, sentence length, capitalisation, or sentence length can be easy.
Before you click “send”, take the time to check your email for errors in spelling, grammar, punctuation, and punctuation. It is just as important to look professional in your email messages as your clothes. So it’s not a good idea to send an email with typos.
Pay attention to how long your email is when you proofread. Short, concise emails are more popular than lengthy, rambling emails. Therefore, make sure your emails are as brief as possible without losing any important information.
We spend a lot of time reading emails and writing them. However, the messages that we send can confuse others. Effective emails can be written by asking yourself whether email is a good idea. Sometimes it is better to call the person.
Keep your emails short and to-the-point. Send them only to those who are really interested. Be clear about what you want the recipient to do next. Your emails should reflect your professionalism, values and attention to detail. Think about how other people might interpret your message. Before you hit “send”, be polite and proofread your message.