Knowing how to write a good email is one of the most important skills a professional can have.
How you communicate can make you come off as an authority in your field, or a complete idiot, depending on how you word it. When writing an email that represents your company, use common sense and careful editing. You don’t have to be an English major-just follow these simple tips.
Always have a goal in mind before you begin writing the email. Take time to think about the purpose of your message, and note the points you want to cover. This will help you to cover your points concisely. A rambling, incoherent message will make you look unintelligent.
Begin by stating what you’re writing about, kind of like a thesis statement. Even state your goal in your email’s subject line. Busy business people don’t enjoy reading emails, so this lets them skip to the point of the email, and easily find relevant information.
An email should be concise and clear. Instead of annoying your contact with an email filled to the brim with detailed descriptions and business jargon, tell them what they need to know. Leave the finer details for a follow-up meeting.
When in doubt, throw it out; reduce your word count whenever possible. Always proofread your work, and get a second pair of human eyes to edit your message if possible. Spellcheck can leave truly ridiculous errors.
If you’re representing your company, mind your manners. In business correspondence, stick to a certain level of manners and professionalism. Show appreciation, be friendly, but address people by their professional title, and don’t say anything that will rock the boat. Got strong opinions about controversial topics? One word: filter.
Following these guidelines on how to write a professional email will help you to make a positive impression. Good luck!
Comments are closed.