Email communication is what you most out of in your place of work, most of what you try to communicate are sent via an email to your colleagues, to your boss and most importantly to clients. It is important to remember that somewhere the quality of your email, the language used the way it is structured and how other members are copied in hierarchy reveals your involvement in the employment. A carefully worded email is taken a lot more of a serious tone than a slipshod one.
Therefore actually being able to write a professional email is a crucial skill which if not processed already that which can be acquired. For this read on for some simple tips-
- Ensure that the subject line is completely in line with the context of your email.
- Begin each email with a greeting no matter the mood of the subject. Simply diving into the subject can be impolite or impatient.
- Ponder on the purpose of the email? Do you want to tell something, get some information or do you need the receiver to execute an action? Omit whatever is unnecessary in the email, respect the time of the reader and your mail will gain its respect.
- Always specify what you’re writing about in a clear manner, never sound vague.
- Avoid usage of capitals in the email, stick to a particular font and format.
- Never ever use abbreviation informal emails, it is not acceptable as well as dilutes the seriousness of the mail.
- Learn to use a blind carbon copy (BCC) function when you send bulk emails. It may sound intrusive to see a large number of people copied in the same email.
- Ensure that your email is polite and to the point. If your message runs longer than two or three short paragraphs, consider reducing the message or providing an attachment.
- Stick to addressing a single topic per email. Each subject can be treated separately therefore, it receives its due attention and also helps the receiver organize his inbox better.
- Use pleases and thanks to yours wherever appropriate.
- Be clear in communicating your expectations. Is it an answer? A deadline? Or a task to be carried out?
- Use and attach documents in standard formats.
- Remember to add a signature block with appropriate contact information (Such as your name, business address, and phone number, along with a legal disclaimer if so needed). Keep it simple. Do not “dress” up the signature part.
- Remember to edit and proofread before hitting “send.” Small mistakes identified and corrected make go a long way in your email.
- Ensure that you reply promptly to serious messages. For more anything more than 24 hours to collect information or make a decision, do drop by a few lines offering an explanation on the delay.
- Use of out of office replies whenever necessary.
Refrain from using email if at all you feel the issue is a little sensitive or emotional charge in a conversation. Always remember that the recipient does not see gestures nor hear your voice, hence leaving room for the scope of misunderstanding. The purpose of an email is to communicate effectively, remember these simple tips whenever you shoot an email.