In our digital world, email is one of the most common forms of communication in the workplace. Whether you’re sending a quick message to a co-worker or drafting a formal proposal to a client, it’s important to write good emails that get your point across clearly and concisely.
Writing Emails:
- Start with a strong subject line. The subject line is the first thing your recipient will see. Keep it brief, yet descriptive. A good guideline is 7 words or less than 50 characters. Avoid using all caps, exclamation points, or other attention-grabbing tactics, as these can come across as unprofessional.
- Personalize. Whenever possible, address your recipient by name in the greeting with a friendly tone. This will help to build rapport and make your email more likely to be read and responded to.
- Followup the greeting with an opening line. Acknowledge your reader before diving into your email content. “I hope your week is going well so far…” or “As per our phone conversation…” are common starters.
- Get to the point quickly. People are busy. If they see a long rambling email, that will be the last one to be read or answered.
- Include a call to action. Get the results you want. Use a list of instructions if necessary. Add an Action/Benefit statement to persuade the reader.
- Use clear and concise language. Avoid using jargon or technical terms that your recipient may not understand. If you must use a technical term, be sure to define it.
- Proofread your emails before sending them. Typos and grammatical errors can make you look unprofessional. Take a few minutes to proofread your email before hitting send.