Updated: Aug 30, 2018
Millennials like to text, the improvised pattern we suppose in texting communications differs hugely from the planned, precise and self-contained messages many professionals like to see in corporate emails.
Like if you are planning a day-out with your friends, you prefer several quick messages inquiring the plan. Since you are normally texting someone you know well, regarding a mutual interest, you do not have to include much context to your texts.
However, many #professionals do not wish to involve in an informal order of texting to get their task done. They wish to clear this thing from their inbox, probably by forwarding it to an employee or supervisor, without having to inquire the sender “what do you mean by that emoji?”
Follow these highly effective business email writing tips for your next professional conversation.
1. Give a clear subject.
Prior you press that send button, think a moment to write a #subject statement that clearly expresses the content of your email, offering the reader a solid reason to open your email. An ambiguous or blank subject line would be a loss of an opportunity to convince your reader.
Also, a blank subject line refers that your name in the ‘From’ section is all your reader should require to make your email an urgent issue. That sounds arrogant. A well expressed subject is a critical prospect to acknowledge your #reader.
So, writing a functional and meaningful subject statement that covers the summary of your email will make the first good impression on your reader.
2. Write a focused and precise message.
Ask yourselves these questions when writing your next business e-mail: why am I writing? Am I requesting something? Do I need to say sorry for a mistake I made? Or asking for some kind of favor from the recipient?
· Decide an #objective
· Be direct (don’t have to begin your email with “Dear Mr.William” or ending it with “Yours Truly”. If you need to be that formal, try writing a letter on paper)
· Use bullets
· Be highly relevant to your subject (people will give up on your message as soon as they read any irreverent detail (this is human nature).
· Be polite, still urgent. For example, using please and thank you can be important, however too much wordiness eat the reader’s time.
· Keep your content readable. Proofread. Check capitalization (all-caps sounds like you are shouting at the reader, and no-caps gives your impression as an idle teenager).
· Keep your paragraphs short. Take time to format your email to ensure easy reading for your #recipient.
· Don’t play with typefaces. These add nuances. Instead, you can use asterisks for focusing on something.
3. Keep attachments at bay.
This one is really important. You will get faster results if you copy-paste the most significant portions of the document that you want to upload as an attachment. Since attachments take more bandwidth, can have viruses, or your reader might need certain application installed in their mobile phones to see the attachments (like Apple’s Pages or Microsoft Publisher).
4. Give a clear introduction of your good self
Professionals who use email do not enjoy having a cryptic email from someone they do not know. When emailing someone cold, keep your content brief and polite. If you are asking a favor from a stranger for free, prepare to face silence.
Even if you are following up on a face-to-face conversation, you may seem too bashful if you suppose your reader does not recognize you; however you can express casual clues to revive their memory: “It was nice meeting with you regarding the new website the other day.”
Also, when emailing someone outside your company, you should include a signature that includes your complete name, a link to your blog or profile page (make sure it doesn’t require log in first).
5. Don’t get on fire. Be generous.
Again, think before clicking “send”.
If you are angry, write a draft, grab a cup of cold water and think about your peers or supervisors get to read your angry words in that draft you saved earlier. They will be shuddered.
Or else, you can impress them by keeping your cool and show them how poised and composed you are in carefully handling your position (or accepting a mistake, asked for a consideration etc).
6. Emails are not private.
Yes. Do not send anything in your email that you would not wish to be posted publicly (with your name attached). Emails are also not secure as your IT department can read all your emails or even a curious hacker can invade your email accounts. So, if you are exaggerating an issue in the mail or leaving out important information, you are making a written record that can be used against you in any case.
7. Keep difference between casual and formal conversations.
It’s OK to use emoticons or smilies when contacting your friends or to use abbreviations (LOL-Laughing Out Loud, TTYL- Talk To You Later etc.).
These shortcuts are normally signaling friendly gestures, similar to sharing a cold pizza with a friend. But will you ever share that same cold meal to your dignitary? Guess no.
So, always understand the situation and write accordingly.
8. Reply quickly.
It’s very unprofessional to reply late or to not reply at all. Be courteous and ensure quick replies to your correspondents. If you are very busy, at least reply with one-liner: “Sorry, I am held up right will get back to you later.” At least your sender won’t be waiting for your reply.
In many cases, the conversations become too fierce when you hit “reply all.”
People know that email correspondence is not private and it’s better to ask the sender prior forwarding a personal email. If someone asks you for any help not directly relevant to your department, it is perfectly fine to forward that request to the relevant person who can assist-however forwarding an email to ridicule someone is disrespectful and disgusting.
Using BCC (Blind Carbon Copy) instead of CC for forwarding sensitive emails to larger groups is appropriate (for example, an #employer showing unsuccessful applicants that a position in closed).
Also, be patient with other people’s etiquette mistakes. if you have been insulted, quote the email back to the sender along with a polite comment like “I am unable to understand this…..can you explain?”.
Hope that will help you in your business email writing efforts.
Click on the image below to get one essential read for every professional. It is a classic guide that will help you converse your thoughts precisely and effectively when writing a business email. It has advice on every aspect of writing a business email as well as other forms of corporate communication such as resumes, speeches, and letters.
Recommended Reading: Writing That Works; How to Communicate Effectively In Business by Kennethe Roman and Joel Raphaelson (2000).