9 Tips on How to Write a Professional Email
Writing an email can look like an easy task but a professional email responding, which achieves its aim, adheres to different rules. You are not writing to a friend but to a colleague, a boss or a client. The content is important but if the presentation or the politeness is missing, your email can lose all its importance and damage your reputation. Follow these 9 tips and at least you will not do something wrong.
- State clearly the subject of your message. Like that the recipient knows immediately about what you are speaking about. This will also facilitate a search for message a few days or weeks later. On average, subject line should not exceed 10 words.
- In the body of your message, always include previous messages for the recipient to remember the history. In writing actual content, be professional and courteous. Avoid abstracts and various abbreviations or shortenings, used in SMS. Stay polite in your writing and do not forget to finish cutter by email salutation such as “Best regards,” “Looking forward hearing from you” …
- After the salutation should put your professional signature with your full name, your function and your contact information (company name, phone number, fax number, email and website). You can make it automatic, thus efficient, with built in functions of Microsoft Office.
- For the readability of your e-mail, the standard letter size is 10 or 12 on a white background. Italics and colors are used on rare occasions. Don’t use capital letters in your email (by keeping Caps Lock on), it is too aggressive.
- E-mail, it is written quickly, it goes fast, it happens quickly, and it can do a lot of damage. Read an important email more than twice. Orthographic mistakes can destroy your credibility and the content of your email.
- If you must send an email to a large number of recipients, place the addresses in the Bcc. In this way, each recipient will not be aware of the list of recipients.
- If necessary, assign a priority (importance) of the message you send. People to whom you send your e-mail will then pay special attention to your message. Warning: if you send all your emails “high priority”, you may not be credible. Specify the priority to urgent messages only.
- Thinking before to forward an e-mail. Do you have the permission of the author? For disclose to third parties the contents of a private conversation can be harmful …
- Never send confidential information by e-mail, especially your credit card number, your secret codes and passwords, unless it is a secure e-mail.
To summarize, practice makes perfect! Developing your professional email writing skills is like doing any kind of sport; only by practicing you can progress.