Are you looking for a job, internship or applying for admission in a college, you need to to be capable enough to send professional emails in a precise manner. Email is one of the best means of communication for handling most of the business dealings online. Most of the organizations prefer this communication tool in order to get their work done. It is most important to write emails clearly and precisely as we send and receive a huge volume of emails which are often misinterpreted. It is always suggested that emails must be simple and short without any lengthy conversations.
Writing emails that are short and to-the-point will eventually lessen the time you spend on particular email and make you more prolific. One of the most important things is that writing in a clear way is a skill. If you are probably not highly skilled in writing email or any other formal document, you need to be very cautious and work at it. By writing emails much clear, you’ll become identified as someone who grasps what the other person requires and who gets things done so that this could be very beneficial for the prospects of growth in your career.
Steps to writing a Professional Email
Despite emails usually aren’t as formal as letters, however, they need to be a bit professional to bestow a great perception of your company and you as well. So, you can follow these best tips and tricks to enhance you email writing skills at times when you’re writing an e-mail for business or some job-related communication. Once after applying these tips while writing an email, it will definitely give your email a professional touch. Generally, professional e-mails need to be crisp and to-the-point and should include only relevant information. Just have a look at the tips and tricks!
1. Discern Your Objective
Emails which are clear obviously have a clear purpose. So, first be clear about your objective. Whenever you’re heading to write an email, just take a few seconds to analyse yourself and ask the following queries for yourself:
- Is this email really necessary?
- Why am I sending this email?
- What do I need from the recipient?
If you don’t have a proper idea about these questions, then it is worthless of sending an email. It is truly a waste of your time doing mutual communication by sending emails without having a clear picture of what you need. So, you have to make sure that you’re completely clear about your requirements and objectives of your business deal.
2. Start with a Salutation [Greeting]
Always begin your email with a greeting, such as “Dear Wilson”. If your relationship with the recipient is formal you can use address them with their family name (like “Dear Mrs. Henry”). If the relationship is more informal, you can simply say, “Hi Mary”. If you don’t know the name of the person you are writing to, simply use: “To whom it may concern” or “Dear Sir/Madam”.
3. Use the “One Thing” Rule
Many times, people ask various questions in an email, which drives to a delayed response. Emails are not the likewise as a business conference. With business meetings, the more schedule matters you work through, the more productive the conference. In the case of emails, this will be totally opposite. Instead of asking too many questions in just one email, simply have one point per email. The short you include in your emails, the better you can communicate.
Hence, it’s a good idea to follow the “one thing” rule. Make sure that you always send an email regarding one business deal or some other project. So, make each email you send about one thing only. If you want to communicate about another project, do write another email. It not only helps make the message simple to digest and makes it more flexible for the recipient to process.
4. Be Short, Clear and Thorough
Internet users are often in a rush to read and get over it, so always have this mindset when writing an email. Never use a long word where a short one will do. This will be relevant in most cases especially when writing emails. Short words often confer reverence for your reader. By using short and precise words, you’ve done the hard work of making your message straightforward and pretty much easy to understand. The same is valid for short sentences and passages.
Avoid writing huge blocks of text if you want your email to be clear and easily understood. Always try to keep your sentences as short as possible. Once you’ve followed your standard email structure, simply trim every sentence down to be as short as it can be.
5. Professional Presentation is a Must
Don’t try to be Being too creative and over-innovative. Creativity and innovation are not at all required while writing emails. Just use standard formats and conventional fonts for professional e-mails. Using different colors of various font sizes in one mail is just going to portray you as a beginner. You can manifest your identity but you can do that through your content and not through the wrapping.
6. Keep your E-mail id Easy and Straight
The best thing that could help you build a professional perception is through your email address. Do not try to be more artistic, smart or complicated. Always remember that your e-mail id should represent your professional role but in a simplistic approach. It can either be your full name or your middle initials or something related to your profession but not something inappropriate like firstname.lastname@example.org.
7. Use Bullet Points
One of the best tips for better, more professional emails is to bullet-point the relevant details in the email. This could help people to be able to instantly scan an email to get to the purpose of it. You need to place quality information with bullet points so that your email will appear much more effective and professional.
8. Never Use Emotions or Emoticons in Emails
There is a huge contrast between sending a random text to a friend and sending a formal mail. In informal chats, we often use smileys and emoticons in order to express our feeling right at that moment. For any professional e-mail, this kind of composition may be considered very improper. You will absolutely not place a smiley face in the subject of your e-mail when applying for a job.
One significant tip when writing professional e-mails is that you should let emotions direct your writing. Before heading to write an email, you just need to calm down regardless of your feeling whether you are glad, sad, frustrated or annoyed. Before hitting a Send button. double check your writing.
9. Use a Professional E-mail Signature
As a professional person, you need to leave a lasting opinion on a recipient and one of the vital points of knowing how to write professional emails is how to sign off. Your signature indicates your identity and can be seen in every message. If you are looking for employment, it is essential to include your credentials like name, contact details and alternative phone numbers. This is all part of portraying yourself as a professional and discerning common area with other professionals.
10. Run a Grammar and Spell Check
This is the most important element while writing a professional email. Do check your standard of grammar and spellings when writing a professional e-mail. Spelling and grammar errors can represent you as a poor communicator. Remember, the first impression is always the best and final impression. Imagine yourself as a recruiting manager or HR and think that would you hire someone with inadequate language skills? Absolutely not!
So proof-read your email at least twice to check for errors after writing it. There are bounteous online grammar and spell checking tools available on the web that help you rectify your typos while writing. Make use of such tools to gain a good impression from your recipient.
These are the tips and tricks that you must follow while writing a professional email to any job application, business conversation or any other official project. These are the most important points that I have mentioned in the article that everyone need to remember before heading to write a professional email. Hope this article helps you in the best way to write a professional email in a more professional way.