How to write an effective EMail?
Imagine if every person reached out to you via calls or messaged you on Whatsapp – There would be no distinction between important informational communication and casual conversations – Yikes!
That is where the great invention of EMail came in. A long time back, before we had Whatsapp or Facebook, EMail was invented in the 1970s to send and receive messages by digital computers through a network. An EMail lets users send text messages, graphics, sounds, and various animated images to other users.
As they say, communication is key, so in this blog post, I want to help you achieve the skill of writing an effective EMail.
Since EMail is a go-to form of communication for all official matters, understanding key elements of an EMail is critical.
Hitting proper notes is very important when communicating through EMail. EMails are a form of virtual communication without actually showing your face, unlike Zoom or Google Meet, so the text in your EMails must deliver the tone of positivity and professionalism.
Key elements of an EMail / Elements of a professional email
Professional EMail address: Trust and credibility establish when you see a professional-looking EMail address in the Sent box. So choose a reliable domain name like GMAIL. Avoid using domains like Hotmail and Yahoo!, or your network service provider (ATT, Verizon, etc.) for business or professional websites.
Coming from experience, EMail IDs like [email protected] are not the best way to pull off a great first impression!
A crisp subject: A subject line is integral for professional EMails. With a subject line written poorly, the reader may not even read through the body of the EMail.
- Try being brief by using 3-4 words only
- Keep it casual and concise
- Provide a background.
A hale and hearty greeting: Know your audience and give them what they would appreciate. Reaching out to your team, go with a simple ‘Hello Team, hope you had a wonderful weekend!’. Your manager? ‘Hello Ron, hope this finds you well!’. It’s that simple!
An effective EMail body: Consider this, would you be willing to go through every EMail in your inbox knowing that more than 50% of them would be redundant? So as a fellow professional, your EMail body must meet that non-redundancy criterion by keeping the mail short, readable, on point and nicely formatted.
Closing remarks: Don’t give your reader a conclusion for everything you wrote, it’s not an article after all! Tell them action steps – what is to be done, what you require, the timeline of your request, and that’s that.
Salutation: This happens to be one problem area that many professionals tend to miss out on. Write an appropriate salutation by again, knowing your audience. One best practice would be to not include your salutation as a part of your EMail signature. Customize your salutation depending on who is the receiver of the message.
Writing an EMail is an art that takes time to master. But as you keep practising, you’ll notice yourself following a consistent format for each of your mails. And that is exactly what your receivers want.
Some other key things to keep in mind would be –
Grammatical errors and spell-checks: These are mistakes that are not pardonable at any virtual platform (Grammar nazis would kill you for it!). When it comes to professional EMails, it becomes all the more important to keep this in mind, so your reader does not take you for lacking proper professional skills.
Consistent Format: As I said, writing EMails repeatedly would help you shape the format of your Emails. But also remember, EMails are no place to showcase your creativity. Therefore, keep the format in line with professional standards. Study the EMails you receive and notice that the formatting of the EMail will be consistent through and through.
- Try sticking to one font and font size (that looks professional of course!)
- Use formatting options like bold and italics only to highlight something of importance and not because it looks pretty.
Writing an effective EMail is more than just a professional skill, it’s a life skill because it tends to come in handy for all official matters. In a professional space, having good EMail writing skills can get you a lot of recognition because this is a skill that can not be overlooked.
Keeping these few things in mind will easily help you master your EMails and throw some EMail writing tips around like confetti.
Email writing examples
Here is a short example for an effective email –
Sent: [email protected]
Subject: Regression Analysis Data Dump
Hope this finds you well!
I am a new hire in the Takshila Learning family. I joined the company on August 12th as a Marketing associate and I am truly excited to work with such kindred spirits.
I am currently working on the Company’s regression analysis for 2020 and 2019 numbers and I require previous years’ data that would be relevant for my study. In particular, I require information regarding the following:
1. Sales volumes
2. Cost pricing
Also, I would like to get a brief understanding of the sales force strategy so can I set up a call for 5 p.m Friday? Please let me know in case this time doesn’t suit you and we can reschedule at your convenience.
Do let me know in case of any concerns regarding the request.
Thanks & Regards,
Marketing Associate, Takshila Learning
[email protected] | +91-886350xxxx
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