Email is a widely used tool to communicate with the people around the world. Whether it’s for job hunt, client information or personal communication, writing an email is the most preferred and safest choice to make. For all intents and purposes, you need to write convincing emails in order to get a response.
Beginning with creating the content to ending on the signature, every step of sending an effective email is important. There are many common mistakes which don’t look important for effective communication, yet they contribute to getting you a response. Spending some time to write thoughtful and well-written emails will impress everyone you interact with.
One of the most basic things to do before sending an email is to ask yourself if it is worth a reply. There is a low chance of getting a response for casual, unimpressive and dull emails. For improving the quality of your emails, follow the tips from career advisers and business experts listed below:
— Mark Brodsky (@MBDigitalCom) June 20, 2017
Emails are meant to be short, precise and meaningful. Adding too much detail to an email will give an impact that you are oversharing information. One of the biggest work burdens is to read and respond to lengthy emails. It often times annoys the reader. The best way to overcome this problem is to be to-the-point. It will help the reader in knowing that sender has a point and is not exaggerating to impress him.
Always use the subject line
In case you are habitual of skipping the subject line, you should know that it is there for a reason. The first thing which a reader will read in your email is the subject. Leaving it empty gives a very non-professional impact. Writing a meaningless and illogical subject line also goes negatively. For example, if you want to notify the receivers of a meeting, adding a subject line of just a “meeting” looks very non-professional. A little more detail of “staff meeting- 20th June 2017” makes much more sense than just “meeting”. It gives a professional feel to the email instantly.
Writing clear content
Business letters and professional emails don’t necessarily mean the same thing. One should work on writing small and to the point sentences. It helps the reader to save time and quickly understand the purpose behind the email. It costs nothing to write an email but it surely doesn’t mean that you have to write unnecessary information.
Check the tone
Writing email is considered as less formal than letters. It doesn’t mean that all emails should be casual, frank and misleading. The choice of words, expression, sentence length, pauses, punctuation and even the capitalization can affect the impact of an email, giving it a whole new different meaning. Make sure that your tone matches the meaning of your content.
Proofreading is something which most of the people choose to ignore. Remember that once you send the email, you can no longer amend it. It’s a good idea to spare some minutes to check your email before hitting the ‘send’ button. You might have missed some important information or forgot to attach a file.
Check the email address
When you are in a hurry, you might end up sending the email to the wrong email address. Double check for the email address before sending the email.
Give it a good end
The concluding sentences are the most underrated lines which no one takes seriously. If you are writing a professional email or want to grab the attention of the reader, always end up with words of gratitude. It makes a good impression. Also, don’t forget to mention your name or signature at the end.
All the above listed tips apply to all types of emails that we send in our daily lives. Sending an email and sending meaningful emails are two different things, and they ultimately impact the response you get from the recipients of your emails. Effective communication through email ultimately adds to the rate of success in your personal and professional life.