Even though emails are the most fundamental thing to do, they are the most vital in the professional world. A good professional email can say much about someone and leaves an impression on whoever is reading it. These tips will help formulate a well-organized email that is proficient enough to send to your bosses. Some great tips can be discovered here.
The first tip and the most important is writing a meaningful subject line. This should be the first and last thing you should think about before hitting that send button. The subject should be able to accurately describe the content that you are putting forth. In some instances, in order to persuade the receiver to open the message is to have a non-vague subject line.
The second tip is to keep the messaged focused and on topic. If your content displays many points, make sure they are separated and are not loosely related in anyway. That may misguide and confuse the reader. Keep ideas uniform and make your content readable. Have short paragraphs and avoid fancy typefaces. Some typeface examples are here.
Avoid attachments is the third tip to follow. If not required to do so, one should steer cleat from attachments. Rather than just attaching a file, you can copy and past it into the subject. This will eliminate time and difficulties trying to send and receive that attachment. Many messages that contain attachments are at risk of consuming bandwidth, carry viruses, and don’t always translate correctly for the receivers of the message.
The fourth tip is to identify yourself clearly and confidently. When contacting someone it is always necessary to include your name, contact, occupation, or any other important identification in the first or last of your email. If you are following up on a face-to-face contact, you should assume the receiver doesn’t remember you. By doing so you jog their memory with ideas or details about what you two had discussed previously.
A well-written professional email looks sort of like this
Be kind in your emails and do not find yourself writing in anger. Your friends and business associates would not find your anger or attitude fond. So in order to prevent that from happening, you have to be careful how you word and write your emails. If you on the other hand have received an angry message, you should refocus the conversation on solutions rather than provoking it.
Proofreading your content is key to executing your well thought out message. You do not want to have any typos because that isn’t professional nor appealing. Take a quick second and have someone else proof read it to make sure it makes sense to someone else before sending it to mass quantity of people or a superior being. Click here to watch a little video on why to proofread.
Lastly is to respond promptly. If you want to gain a relationship with others you must be courteous and make yourself available to your online correspondents. Always reply in a reasonable time range, even if it is just to say you cannot get back to them right away. An answer is always appreciated rather than getting no reply at all.
After reading these tips I hope you are now able to fully grasp the concept and procedure of conducting a professional email. It is the key source of communicating in the business world and one must be proficient in order to succeed in this aspect.
If you would like to see more examples and tips on professional emails, take a look at the enhanced email blog.
Author: Terrence Campbell