Whether you spend all day writing emails to co-workers or you’re responding to a potential employer, writing a properly crafted email is very important.
The emails you send are an extension of your professionalism and it is important to write emails that are concise, professional, and easy to read, no matter who you are corresponding with. Use the six tips below to help you write better emails.
6 Tips for Writing Emails
Make Good Use of Subject Lines
The subject line is the first part of the email a reader sees so it should summarize your email and grab the reader’s attention. Do not leave the subject line blank – this can cause your email to be flagged as spam.
Keep Your Message Clear and Brief
Keep the sentences in your email short and to the point. Your email should have a beginning, middle, and an end. The body of your email should be direct and contain all of the important information. If you must include a lot of information in your email, keep it simple and organized by including bullet points or numbered paragraphs.
Be Polite
Your emails are a reflection of your professionalism so be sure to keep them formal (unless you’re corresponding with someone you know well). Avoid abbreviations and informal language – you never know who the email recipient could forward your email to.
Slow Down
Most people want to reply back to an email as quickly as possible – don’t send an email quickly to get it off of your ‘to-do’ list. Sending an email in a hurry provides more of a chance for your email to be unclear. Good communication takes time; slow down and take a moment to ensure you’re sending out a clear and appropriate response.
Proofread
Before sending an email take a moment to check spelling, grammar, and punctuation. As stated above, the emails you send reflect your professionalism. Keep your professional image intact by proofreading your emails before sending them.
Add Addresses Last
To avoid sending emails riddled with spelling mistakes to important people, add the email address(es) last. Once you have perfected your email you can then add in the address of the person you are sending the email to. Adding the address last means you can avoid rushing (and inputting the wrong email) and avoid sending the email before it is finished.
Sources
https://www.mindtools.com/CommSkll/EmailCommunication.htm
http://www.inc.com/bill-murphy-jr/5-easy-ways-to-write-better-emails.html