Emails are the fastest and cheapest source of communication in and out of the workplace. All the announcements, reports, discussions etc. are all shared via means of email. This makes email writing professional and efficient. Writing an email is a skill that not everyone owns. Hence, seeking professional help in understanding and learning the email writing skills will work wonders for a person, especially in the course of his career. There are 3 different styles of emails that require different styles and format:
1. Formal Email: These kinds of emails are used in the working space to maintain professionalism. These can be an introduction, operational, instructional or promotional. These are official and formal.
2. Appreciation Email: These emails can be written to professionals or non-professionals for occasions, festival greetings or season greetings. They are positive and appreciative tone.
3. Informal Email: These emails are written outside the professional circle. These could vary from situation to situation and person to person.
In every type of email, the message delivered should be short and concise. The email should convey the motive of writing it precisely and clearly, especially in a professional environment. They should be short, polite and formal. Good communication skills are necessary in order to write a smart and professional email. Here are some tips to keep in mind to write crisp emails.
1. Set the objective of the email
Before starting to write the email set the objective of the email. Make sure you are clear about the motive of the email to deliver it clearly to the recipients. It is important to mention the same in the subject of the email. The rest of the email includes briefs about the same.
2. Follow the format:
A formal and professional email must critically stick to its format. A basic email writing format follows as:
1. Subject line: The subject of an email conveys the purpose of the mail. Thus, it should be short and concise.
2. Salutation: It is how you greet the other person. It could be sir, madam or others. In case you are not sure address it with Hello all, Greetings etc.
3. Body of the email: It is the body or the content of the email. Keep it short and simple while addressing the major details.
4. Closing: It is majorly dismissed in an email. However, a closing statement is very important to close an email in a polite manner.
5. Signature: It is how you sign yourself. Make sure you are signing as your official position in a formal mail.
3. Keep it short and concise:
A good practice to write emails is to write them short and concise. The motive and important details should be clearly mentioned in the email. The email should not beat around the bush. The email is written for the professionals hence; the email should not take much of their time but also convey the message. Use short and simple sentences and do not address too many subjects.
4. Maintain the tone of mail:
The tone of a professional mail should be formal. It should be polite and assertive without stepping out of the boundary. It should not sound rude or aggressive. It should be subtle. The tone should not be submissive or authoritative but should be a fine line of assertiveness and politeness.
5. Proof-read your emails:
Before sending the email, it is a good practice to proof-read the contents of the email. While proof-reading check the grammar, tone, language and format of the email. Also, check the salutation and signature of the email, most of the time it is addressed with inappropriate salutations. Also, if the email mentions any attachments, make sure you have attached the file along.
While writing an email, we should avoid a few mistakes that are very common to happen. An email should always have its subject. One should not write an email in capital or bold format. It should not be too long or too short. It should be free of grammatical errors. One should not add people without their permission. Finally, before hitting the send button, check if you are replying to the person or replying all. Keep these tips in mind and ace your email writing game.