Today in Part 4 of our business correspondence series, we take a look at how to write super emails.
There’s an epidemic of bad emails in the business world.
After this article, you will have better tips to write the best emails possible to precisely communicate your ideas.
Email Structure
Make Sure your email has a introduction, body, and conclusion.
Introduction
Always start with a greeting for the recipient. It really makes a difference.
In your second line, let the reader know what you are writing about.
Body
This is the "meat" of your email.
Explain the issue, problem, or main matter of why you are writing the email.
Conclusion
The conclusion of emails is where you include the Call to Action (CTA).
What action do you want the reader to do now?
Get Your Email Read!
All the planning, rewording, and research into writing a super email does not matter if the recipient does not read it!
Here are some practical tips to keep in mind while writing your email.
1. Make Good Use of Subject Lines
The subject line of your email is like the headline of a newspaper. It grabs your attention, and it summarizes the article, so that you can decide whether to read it or not. Take time to compose a great subject line. You could lose your reader if you do not give a compelling reason to continue reading!
2. Keep Messages Clear and Brief
Use the KISS principle to keep your emails clear and concise. Make your sentences short direct.
The KISS principle is "Keep it simple, stupid."
Show them you appreciate their time, by making email short, and simple to answer.
Trim a long email to be able to communicate more in less words.
Key decision-makers or your everyday consumer is too busy to wade through a long email.
3. Watch your assumptions.
Are you and the recipient on the same page, really?
Watch out for a "knowledge gap." Don’t assume recipients have the same knowledge about your product or service you do.
Put your main point in the opening sentence. Most readers won't stick around for a surprise ending.
4. Be Polite.
In our previous article, we reviwed the tone of your business correspondence.
People often think that emails can be less formal than traditional letters.
However, check the tone to reflect the type of email you send. Unfortunately, email does not allow us to convey an exact tone which could lead to a misunderstanding of your messages.
Finally, don't use ALL CAPITALS (no shouting!), or all lower-case letters either.
4. Proofread before hitting "send."
As in the final step for all of your business communications, take time to review your work.
Make a good impression on your readr.
Before you hit "send," take a moment to review your email for spelling, grammar, and punctuation mistakes.
Don't let minor errors detract from your email messages.
Also, your crediblity is at stake if your email is sloppy.
Protect your professional image. Guard against sending out a message that contains typos.
Conclusion
The business email is a staple of communication in the office whether to colleagues or clients.Get your emails right by following the tips above.
Spread the word. Let your friends know about this series on writing business documents!
Thanks!
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