Writing Better Emails
To wite Emails is all about our communication. What we say in writing emails and how we say it has a huge impression on our audience. On our professional communication skills it has impact and how people view us. I’m not just talking about verbal communication or when we’re together live.
In writing of Emails , you don’t have the benefit of inflection, and body language. Sometimes, things can be misinterpreted really quickly with emails. So, what are some things that you can do?
Subject Line to Write Emails
Focus only on one subject per email. It should be a vital piece of your subject work. It becomes easier for your recipient to follow up properly. In case, if you have multiple things to talk to someone about, I highly recommend you don’t bury it all in one subject.
The Greetings in Emails
In most scenarios saying hi, and the person’s name that you’re sending it to is perfect. It’s simple, direct, very friendly. When you do say hi to, a person’s name, please do a comma, enter twice, give space before you go into the body of the email.
Bullet Points ease to Write Emails
I’m a big believer in bullet point what it is you want to say, and if you have something that’s extremely long that they have to read, make it an attachment. It just makes it for clear and concise language and bullet points are to the point. And if you know them well, I sometimes end things off with a smiley face just to show that what I’m saying here really is. “Hey, it’s all good.” So, definitely look at your email communication. A big part of professional communication that can definitely make or break you in the professional world.
Ways to Write Emails Body
Number one, proofread. When you do an email, just don’t send it out. I try to proofread as much as I can. Yeah, I’m not perfect, but I definitely just can’t send it an email right away. Ensuring you don’t CC everybody. That’s the worst. Why are you inviting everyone to this email when it’s really just between you and me? You also want to ensure that your emails are concise, just like the language of speaking to someone you. Don’t want to give them a long-winded story.
To be specific, one of the techniques I use is if I have an action for someone, I’ll put bold in my subject line. ACTION NEEDED and then a very specific aspect of what it is I need or if it’s something that’s urgent I’ll go, URGENT so it pops out. You really want to be specific to let your email stand out from the rest.
- It’s just indicating that your email is complete and some very simple closing lines are, can’t wait to talk to you.
- Thank you so much for your time.
- Warmest Regards
Those are really good closings, so people know we’re done.
At the end of a professional email, it’s really important to put your professional signature. That’s your name, it’s your title, the company. It could even be the company address. I also like to put all my social media channels. So, people have other opportunities to connect with me in different formats. So that’s a really good way, like a business card to end your email with.
Review Time after you Write Emails
I bet you, you thought we were done after the signature, well we’re not, okay? It’s really critical that you do not hit that send button just yet. Take the time to actually read your email, make sure that you have everything proper, clean it up a bit. Because a lot of times when we’re typing away and writing an email, we can change our me’s for our my’s, or our of’s can be if’s, or sometimes we just start thinking in our head, but doesn’t necessarily come out properly on our email. So, take the time, read it. I spend time drafting it, really important.
Check the Recipient’s Name
Next thing I want you to do is I would like for you to check the recipient, all right? It is so easy nowadays with our emails when they auto populate based on commonalities of names, so you may have five Bill’s in your address book and they may even have close last names. Take a look, confirm you have the right recipient. Ensure you check the recipient’s name.
Now that you know how to write a professional emails, this is awesome. I want you to continue on this professional track by knowing how to work professionally, and part of that is projects.
To Do’s and Don’ts in Writing Emails
Poor email etiquette can actually sabotage your professional career so what are some tips in order to make your emails better and more professional?
Avoid “reply all”
In most cases, reply all’s can be the bane of existence in corporations. They just clutter up the inbox. Really think long and hard when you are going to be replying to an email. Only ‘reply all’ if people truly need to know the answer but besides that, just reply to the person who needs to know. Include a subject line that is relevant and descriptive. We can get hundreds of emails in our inbox so how do we know which one to go to that is really important?
Be specific, one of the techniques I use, if I have an action for someone, I’ll literally put bold in my subject line. ACTION NEEDED and then a very specific aspect of what it is I need or if it’s something that’s urgent I’ll go, URGENT so it pops out. You really want to be specific to let your email stand out from the rest.
Add Email Addresses in the Last
I’m telling you this one from experience, alright, and you do not want to go through this. But we’ve all had at one point in our careers sent an unfinished email to someone. Or we actually sent an email to the wrong person because they had the same name. And we all know with emails it gets pops up. Because we get really busy and the name pops up and we send it.
Do your email addresses last, it allows you to reflect on what you wrote. You can then put in the people’s name properly. And you’re not going to have that problem of sending an unfinished email accidentally or the wrong email. Because you finally had an opportunity to read it and didn’t like what was read. Respond promptly.
Never Insult anyone by an Email Writing
Never ever insult anyone in an email, no, don’t do it. When you’re angry and upset and you write emails off, and you feel better. But emails are paper trails and someone will forward that email and you do not want to have that around, just don’t do it, don’t insult people, it is not worth it for your professional career.
Write Emails clear and concise
Get to your point immediately in the email, bullet it because what happens is most people are scanners. So, if you have this long-winded email and you buried information within it. No one’s getting ready to read it because they don’t know. Be clear and concise and if you actually go into a very long email. Consider putting it as a word document or in excel. Whatever your information is, as an attachment, so therefore your email now becomes more action-oriented. And then they can look at that attachment in order to get the detailed information. Out of office alert.
Put an out-of-office Alert
It is really important that when you are away for a period of time, whether that’s vacation, business trip. Or you’re not going to able to reply back to an email as quickly as you want within that 24-hour rule. So, put an out-of-office alert on your emails. It allows people to know that you’re really busy and you’re not going to be able to respond to them. It gives them the information so that they’re not wondering. And allows you to be the professional rockstar you are because you’re being courteous and kind.
Label your Attachments
Label your attachments, when you’re sending out an email, you have quite a few attachments with it properly. Don’t leave them in the file name that they originally were slated in. So, if it is a picture and it’s called “jpg 1” change it to what exactly it is. Because when you have a slew of attachments you may not know exactly what it’s going to be when you open it. Now part of that is in the body of your email with the bullet point. Literally say and label what the attachment is, give a brief description. So people know which one they need to go to first. Regardless of the communication that you’re using, proper etiquette will never go out of style.