Significance of Professional Email Writing

Professional email writing

Communicating quickly and effectively is the cornerstone of any profession. No matter how unrelated writing may seem to a particular field, it’s important to regard your email writing as an essential component of your skill set. Due to the omnipresence of Internet-based communication, email etiquette is one of the most important skills employed in the workplace today. 

In the age of the internet, you might find yourself clicking “reply”, typing a quick response, and hitting “send” without giving much thought about what you have just written but your email has the potential to sabotage your reputation both personally and professionally. How you write your emails matters to the people receiving your emails. Even more importantly, your ability to write emails will have a huge influence on your career path.

Email writing format

Why Email Writing is So Important

Even before meeting job applicants in person, employers base their interest in a prospective employee upon the first communications with that individual. It is likely that the employer is not going to be terribly impressed with you if your first email was not good. The way you communicate says a lot about the type of employee you are: your work ethic, your commitment to professionalism and your attention to detail. 

The point of email writing is that it helps streamline communication. Make your requests and information clear and concise, but give enough information so that your recipient understands what your message indicates. Click to know more

There are several reasons that employers prefer proper office email etiquette. Appearing professional is one of the most important considerations of a company. Since you are a representative of your employer, proper email etiquette casts a favourable light on your employers. 

Effectively communicating plays an important role in professional workplaces, as well. If you know the rules of email etiquette and put them to proper use, it will be easier to get your point across.

In other words, unless you learn to write clear, professional, intelligent emails, your co-workers and your boss will assume you’re incompetent. You’ll be forever stuck at the bottom of the career ladder.

And composing good email doesn’t just mean you know how to write a sentence.

Writing Format and Readability

Paragraphs – When writing emails, etiquette usually involves being aware of the reader’s ability to comprehend your message. Shorter paragraphs make it easy to separate information and keep track of information.

Texts – Use a simple, easy-to-read font in your emails and avoid overuse of emoticons. It is also a good idea not to type in all caps, unless you are trying to emphasize something. Use caps and abbreviations sparingly. Using proper grammar and punctuation also helps the reader understand what you are saying in your email. You want to be concise, but also make sure that your message is thorough and easily readable.

Message Threads – Do not delete any prior message threads which are attached to the message you are currently sending. By allowing those to stay present, you do not run the risk of deleting pertinent information that your recipient may need to reference later. This way, you also do not have to answer the same questions repeatedly.

Make it Personal – When you write emails in the workplace, make sure to address the person specifically. In addition, make sure that your content applies to that person and the situation you are discussing. A good way to make sure you are doing this is to use an active voice. Speak in the present tense, whenever possible.

Discussing Confidential Topics – Pay special attention to the types of things you discuss in the workplace. This is not the place to discuss personal or confidential information. As part of workplace email etiquette, it is not appropriate to send libellous, racist, sexist or scandalous remarks.

Writing Effective Emails

The average office worker receives hundreds of emails each day. With that volume of mail, individual messages can easily get overlooked. Follow these simple rules to get your emails noticed and acted upon.

·         Don’t over-communicate by email

One of the biggest sources of stress at work is the sheer volume of emails that people receive. So, before you begin writing an email, ask yourself: “Is this really necessary?”

·         Make good use of subject lines

A well-written subject line delivers the most important information, without the recipient even having to open the email. The subject line of your email message should grab the attention, and it should summarize the message.

·         Keep messages clear and brief

Emails, like traditional business letters, need to be clear and concise. Keep your sentences short and to the point. The body of the email should be direct and informative, and it should contain all pertinent information.

·         Be polite

The messages you send are a reflection of your own professionalism, values, and attention to detail, so a certain level of formality is needed. Close your message with “Regards,” “Yours sincerely,” or “All the best,” depending on the situation.

·         Proofread

Finally, before you hit “send,” take a moment to review your email for spelling, grammar, and punctuation mistakes. As you proofread, pay careful attention to the length of your email. People are more likely to read short, concise emails than long, rambling ones, so make sure that your emails are as short as possible, without excluding necessary information.

Remember that the workplace is a professional environment. Your company has a reputation to protect and uphold, as do you. When businesses have competent employees who perform well and are able to communicate effectively via email, they gain an edge over their competitors. By learning email etiquette, you are one step closer to landing and keeping that dream job!


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