Top 06 tips to write effective professional emails
We have to write a lot of emails these days, we receive a lot of emails we send a lot of emails, we read through a lot of emails. However, as a professional how effectively do we write emails it’s very very important. We should roll it right well because I personally think that what we are or how we are as a person reflects in your writing.
So today I’m going to help you with the top six tips to write an effective email.
let’s get started,
The first one says a subject line.
let’s see if I have written something like “Emergency” or “Please read urgently”, an emergency or urgent it’s not necessary that you also think it’s urgent. If I have to say something like “important please read” “it’s important” but how am I supposed to understand that what I think is important is also important to you? Of course not, nobody is going to look at your email if this is your subject line. Because he or she would think that he has more important work to do and he would not want to read this email instead. Always try to announcing in your subject line that the content of your message, and it should be an informative subject line. When I say the informative I mean, you could write something like maybe “all meetings for tomorrow are rescheduled” and trust me he or she who is looking at the subject line is definitely going to open this email.
You know why because if you say all meetings for tomorrow are
rescheduled, he would have definitely planned his day tomorrow according to the meetings, which are lined up. Yes, so your subject line in an email is very very important for the reader or for you, to ensure that your email goes read and not unread.
The second one i.e keep the message focused.
Most of the time people don’t have the time, I’m sure you
know what I’m talking about, so many people I know, who hates to read. Land the messages not only messages, whether it’s a short text or maybe an email it’s very boring for them, for some people they definitely are the people who do not even like to read books, so they do not like to read long emails.
I will help you with a few tips here like I say introductory. Add an
introductory line, let’s say your email is about the person not receiving his mail on time or you are in customer service and the person’s delivery of a product has not happened, and you always ensure that you write an introductory line, mentioning what the entire content of, what the entire mail is all about. That’s about the introductory line, the second one that I would suggest is always use numbers, numbering it is very easy. When you use numbers or bullets for the person or the reader to understand the points and to read them through correctly, and not to miss any of them.
The next one says caps, it’s very very important to use caps and small where ever required. If you write in all caps it’s definitely gonna look like you don’t know how to write. And if you write all small you probably look like a lazy teenager who is just riding a male for the sake of it. Always keep your caps and small, only focused or related to where they’re supposed to be. Keep them limited to where they’re supposed to be.
The next point is the short message, always ensure that your messages are short and in paragraphs. When we write in paragraphs it’s very very easy for a person to read through it correctly and to read every line. Write your email in such a way so that your email becomes for everybody, and to look good. Always write in paragraphs so that it’s understood clearly.
The next point is to avoid bulky attachments.
I would suggest that you keep an attachment may be to a 2 MB or a
3 MB, usually what happens is when you send bulky attachments on your emails or along with your emails there are many chances of them to go into spam, or goes into a junk. You don’t even realize that your reader has not received that email.
What you could do is you could always paste a link which helps them to download that attachment and read it for themselves which by that way you know that your email has reached the person. Attachments have also been read so try and avoid bulky attachment.
The next one is very important as a professional it says to be kind don’t swim. let’s say you’re writing an email and you’re not in a good mood, you’re already fuming and it’s a very important mail that you have to reply to. So if you feel that you’re not in a good mood or you know you’re not in the right frame of mind, just go and grab a coffee for
yourself relax, suit yourself and then sit and write, and still, if you feel that you cannot write it right now, don’t write at that time. You want to write an email to or take your time. Tell the person you will reply as soon as possible and do it after some time.
You really don’t want you won’t be impressed by yourself if you write to somebody rudely and then face the person the next moment right like a professional. You don’t want to do that.
The next point is formal versus informal emails.
I’m sure you can relate to this please read my message and this and reply you think it has a professional or a person at work. I should be using this language with no linguistic shortcuts which we use for text messages or when you casually run into your friends but not in an email.
It’s you need to first decide whether you need to write a formal email or an informal email. It’s just like sharing a cold pizza with maybe your friend or a close friend or a family member for that matter would you do that on your first date or when you’re with a dignitary. No, you will just not love to do that because it clearly shows that you were just not ready for that. So always decide whether your reader wants a formal or an informal up.
It’s very important, you distinguish between formal and informal emails, and the way you are going to write it please don’t use linguistic shortcuts it is just very offensive at times.
The last point is proofreading
When I say proofreading, what does it simply means is read through your email once again if you are writing to your superior or somebody at a higher position in the company. Always ensure that you have read
through your email, we are lucky that we have something called spellcheck however it’s going to only find out or pick up some typos errors, but it’s you who can do justice the way you’ve written.
Go through the entire email word by word if it’s that important to you and the person who’s reading it is important and then analyzes whether or check if you have made a mistake somewhere or not. Also, get if you think it’s that important if you’re not satisfied with what you have read or the way you’ve written it. Get a colleague to go through it and see if there are any mistakes because remember as a professional whatever you write is either in favor of you or against you because it’s all on record. So you don’t want to goof up or you don’t want to make a mistake there.
We’ve seen six tips to write an effective email. I am sure these tips are
gonna help you because you and I write so many emails every day we receive so many emails every day and we read through so many of them every day. These points are definitely gonna help you, use them constructively in your email writing and I’m sure it will help you.