Whether you’re an up-and-coming young professional or an experienced manager, email communication is a vital aspect of professional life. To construct a great email, you need to know what to practice and what to avoid. Continue reading to learn seven tips that will help you improve your emailing abilities!
- Maintain your professionalism. While using fun-looking fonts is perfectly fine when emailing family and friends, you should stick to the standard fonts at work. Fonts like Arial, Tahoma and Verdana are fail-safe choices.
- Avoid vaguely-written subject lines. The subject line could be the most important part of the email, though it is often overlooked. Not many people realize this – but your colleagues tend to filter work emails based on what’s in the subject line, while others decide to prioritize and read based on the subject line. A poorly crafted or generic subject line can deter the reader and result in our email landing in the spam folder! Be sure to craft a relevant subject line, while still keeping it precise.
- Include a thoughtful opener. It’s important to include a quick greeting to acknowledge the reader before diving into your main message or request. Some great examples are “Thank you for your message,” “It was great talking with you,” or “Thanks for the additional info.”
- Avoid emoji’s or anything that blinks. Just because you can send emails with emojis, gifs, and sparkly banners, doesn’t mean that you should! It’s important to leave these add-ons for when you text friends and family.
- Don’t use texting lingo. Make sure that you spell out all of your words (and skip the acronyms!) Always be sure to double-check your spelling, and then triple-check.
Right: Are you available for a phone conference this Friday at 12:00pm to discuss the idea of taking on another client?
Wrong: OMG I have a gr8 idea!! Can we sked a mtg Fri @ Noon? LMK pls!
- Don’t write a novel. While you may think that it’s important to be informative in your writing, that doesn’t mean you have to construct an essay. Studies from the email experts at Boomerang suggest that you should be capping off your emails at 50 to 125 words. Studies have also shown that emails at this length have the best response rate – so if you want a response, you should aim to be concise and direct!
- Proofread your email. Part of the hard work of writing concise emails is careful proofreading. A great tip is to read your email aloud to yourself, and check for spelling and grammar mistakes. Ask yourself these questions:
- Is my message/request clear?
- Could there be any confusion?
- How would this sound if I were the reader?