Most office-goers spend several hours a week creating and answering emails. It has become a routine part of their lives! Unfortunately, a majority of email users do not have the necessary etiquette to satisfactorily get their message across to recipients. The reason for this is the volume of emails they deal with every day. There is no scope for learning and creating better emails.
The purpose of this article is to help people write emails that are crisper and more efficient in getting messages across! Go through the tips below to become the perfect business email writer:
- Focus on creating short and expressive subject lines recipients will quickly notice!
Your subject line should serve as the perfect summary of your email. Recipients should have one glance at the email’s subject line to understand what each email is about. The perfect subject line will capture the essence of your email’s content in a few words!
- Keep the body short and crisp
Some people keep their business emails too long. The main focus of these emails gets lost and the reader won’t be able to take the right action expected of him. The ideal business email should be short and crisp, covering all points in a few sentences.
- Avoid negative communication via email if the recipient sits in the same office
Walk up to the intended email recipient’s desk and share bad news/criticism instead of sending a scathing/depressing email. The focus of emails is to share news efficiently in a timely manner. An email with a negative tone will struggle to make the right mental impact with recipients. They may feel offended or won’t be able to understand what exactly is on your mind. This may lead to difficult situations at work.
- Avoid sending emails with just one word in the body
Some emails are replied with an “Okay” or “Thanks”. It doesn’t look good from a professional point of view. It’s better to respond with emails that have at least one full sentence as part of the body.
- Avoid using Twitter lingo
Twitter has revolutionized the way we communicate on social media. The restricted word count has created a new vocabulary for millions of people around the world. Unfortunately, Twitter lingo looks amateurish and unprofessional when used in business emails. Avoid using Twitter and chatting lingo such as “u” in place of “you”, “ok” in place of “okay” and “gr8” in place of “great”.
- Avoid getting listed as spam
There is every possibility your email will be listed as spam if you have a subject line that features words in all caps. Also, make sure you don’t use exclamation points or URLs in your subject line. There have been a lot of cases where important emails were delivered to the Spam folder just because of a faulty subject line.
- Don’t add too many attachments in one email
Do you often have to send a lot of bulky images on an urgent basis? Don’t use email for this purpose! Upload your images on a file sharing site. Share the link to the uploaded images with your recipients. Recipients will find it a lot easier to download images from a file sharing site rather than from their inboxes.
- Believe in the power of trail mails
Avoid starting a new email while responding to a query. Cultivate the art of maintaining trail mails to ensure you have a history of conversations you can refer to at a later date.
- And finally, don’t mark the whole world in your emails!
Some people mark the entire team while sending out emails. This is fine if all of them need to be a part of your conversation. Think hard before selecting the recipients meant for your email. Keep the recipient list minimal to ensure your emails reach the right people.
I hope this article helps you focus on becoming email writing specialists. Your focus should be to get the right kind of attention for all your emails. Wishing you good luck with future emails!