5 Tips To Use When Writing Professional Emails
One of the most commonly used forms of communication used worldwide, both in and out of the workplace, is email. A professional email should be well composed. This provides the recipient with a concise, clear, friendly, and actionable message.
The following are 5 tips that can be used when writing professional emails:
1. Using A Unique Subject Line
The subject line of a professional email should stand out so that the reader looks at it first. This makes the reader develop an interest in reading the message even if the main text might not be that compelling. Large and bold words should be used for this.
It is also important to use the last name or first name of the person to whom the email is being addressed to in the subject line. Health and wellness expert, Helen Schifter, suggests that this evokes some seriousness for the email.
When writing the email’s subject line, something informal, but still professional such as Dear Jim instead of Dear Sir or Madam should also be used.
2. Identify The Main Goal
When composing an email message, it is prudent to identify the action to be taken by the recipient after reading the email. After the purpose of the email is identified, it will be easier to ensure that everything needed to evoke this action is included in the message.
For example, if there’s a report attached in the email that the recipient should review, the report as well as the need for reviewing it should be mentioned in the message. The feedback to be expected and the timeline to finish the task are also necessary to include in a professional email.
3. Consider The Audience
When writing a professional email, it is imperative to understand the type of audience being addressed. The tone that is used for supervisors or people with higher ranks might differ from the one used to peers and colleagues.
Supervisors are more likely to receive emails that are more formal compared to those received by peers or colleagues.
4. Employ Conciseness
An email should never be an inefficient method of communication. Usually, the recipient may have limited time to read through an email. Therefore, it is important to make it as brief as possible without omitting key points.
When editing the email, any information that seems irrelevant to the main topic being addressed should be removed. Short and simple sentences should be utilized through removing extraneous information and filler words. This way, notes are made shorter and much easier to read.
5. Always Proofread
An email free from errors demonstrates professionalism and diligence. Often, people tend to overlook spelling, grammar, and other small errors in emails, which can leave a bad impression on recipients.
Before sending an email, syntax, grammar, and spelling errors should always be checked. If there are any attachments referenced in the email, it is important to double-check to ensure that they have been included.
In the case that the email is being addressed to a critical stakeholder, asking a trusted colleague or a direct supervisor to read over the email could be essential.
According to Helen Schifter, professionalism should be maintained when composing emails. Helen has an outstanding breadth of insight on how professionals work, having had a career in Wall Street and journalism.
These tips are basic and simple, but they can be extremely helpful in aiding you in composing emails that reflect professionalism.