Top Tips for Writing a Great Email
When it comes to business, there’s no doubt that email is still the most popular method of electronic communication available. Whether you’re connecting with colleagues or clients, the impact of a well-crafted email can be immense. On the other hand, one small email blunder could end up costing you a client or maybe even your job
So, before you hit ‘send’, check out my top tips for composing professional emails, and following email etiquette.
Make the most of the subject line
Assuming you’re of no particular importance to the recipient (such as their boss or a potential investor) give some thought to how the recipient will react to your subject line. Will it entice them to open your email, or are they more likely to delete your email without so much as a second thought? Give the recipient a reason to want to open your email and find out more.
Keep it short and to the point
With the average office worker receiving up to 120 emails a day, no one has time for emails that waffle and meander from the point. Avoid asking too many questions, focussing instead on one or two important points - the information will be easier for the recipient to digest, and you’re more likely to get a quick response.
Try to use simple language too. Avoid unnecessary adverbs and adjectives and just keep things clear and concise.
Timing is everything so try to reply to your emails as soon as you can. If your boss or a client sends you an email, aim to respond on the same day; if it’s important, reply as quickly as possible.
DITCH THE ‘SHOUTY’ UPPERCASE
Annoying isn’t it? Not to mention unprofessional. We all get that it’s the written form of SHOUTING, but chances are that the recipient won’t appreciate your tone much and may not bother reading any further.
Mind your tone
It can be hard to express emotion in an email without either overdoing it (as per the ‘shouty’ email) or coming across as cold or disinterested. Read your email, putting yourself in the shoes of the recipient, and think about how you would interpret the message and its sender.
Be kind when delivering criticism
Nobody likes taking criticism, but if it’s delivered politely, e.g. ‘I appreciated the way that you phrased…in the report, but perhaps we could add…?’ then you’re far less likely to offend.
Be genuine but not gushing
Avoid giving too many compliments, even if you’re trying to get the recipient to do something for you - it could come across as insincere.
Don’t forget to proofread; then check and check again.
It’s really important that you check your email for grammar and spelling mistakes, and to make sure that it says what you intended it to say. A common mistake is throwing down your thoughts on an email and not proofreading it before you hit send!
Leave the address until last
Always double-check the email address you send to, particularly if you’re sending an important email. Better still, don’t add the address until you’re ready to send your email – just in case you hit that send button too early.
I hope you find my tips helpful, but if all else fails then you can always hire me to write your emails.