In this day and age, Emails have become an integral part of our work-life. Crafting Emails have become a necessary tool you must have in your arsenal. As the saying goes, “It’s not what you say but how you say it”. Here are 5 Top tips to get you started on your way
1. Make It Simple, Clear And Concise
Emails are mere words without a tone of voice or body language. Therefore, it is extremely important that you make your email clear, concise and relevant. The last thing you want is a misunderstanding between you and the person you are sending the mail to. Use bullet points to make things simpler and easier.
2. Make Sure You Have A Clear Call To Action
The email usually has either the purpose to inform or to confirm. All emails can be put into these two categories. Whether it is to inform or to confirm, you would need the person to respond to you acknowledging what you have tried to convey through the email.
To get the responses you are looking for, be sure to include a clear Call To Action. For example, “would 10 AM on Thursday be the right time to call you?” or “Please let me know what you think of the report”.
3. Refrain From Using Filler Words
Words and phrases such as “actually”, “sorry”, “kind of”, “sort of”, “like”, “I mean”, “Basically” (I’m guilty of using the last one) may seem harmless on the surface but they inevitably make you seem weak as a writer.
Phrases like “I think” and “I feel” also make you seem indecisive. Always provide a reason for your decision and your thought process behind it.
4. Don’t Write In All Caps
No matter how urgent or how important the message is or how excited you are to be mailing about something, refrain yourself from writing in ALL CAPS and using excessive exclamation points. Professional emails have no place for them. There are situations where the use of one exclamation point is acceptable but no more.
Precise emails with genuine content can more than put across your point rather than all caps and exclamation points.
5. Always Make Sure You Proofread Your Emails
Writing a professional email can be a pain in itself sometimes but it’s essential that you go through what you’ve written at least once. Better to be safe than sorry, right?
You can make sure there are no grammatical errors and spelling mistakes in your email. You can also check if you’ve really attached the documents mentioned in your email. There’s nothing more embarrassing than having to send the attachment separately.