One of the best and quick letters we can send to someone might be for work, business, family or friends is e-mail. It’s swift and convenient. In the corporate or business world, e-mailing is the main formal communication aside from actual mail-in letters. Most communications like memos, private and group conversations, quotations, invoices, and more are through e-mail. And it’s the best source of information. About roughly 20-30% of your working time is to read and respond to e-mail messages.
With all these, we must ensure that we’re equipped with the right techniques and manners when e-mailing. Let me share with you a list of my simple yet professional e-mail practices that will boost up your attitude toward composing an e-mail; it will help your e-mail like a pro!
8 Professional Email Practices
It’s a common mistake. Make sure to check that you have the right recipient/s. We don’t want to distribute an e-mail that is not intended for somebody, but it should reach the right contact/s. Let’s treat all e-mail messages important since it contains the message that we want to convey.
Subject Line 101
Make sure to have a clear and concise subject line. Don’t leave it blank, I admit. I have done it a couple of times because of rushing. I’m telling you, recalling an e-mail is awkward! So, better to relax and make sure you have a subject line that will highlight the content of your e-mail and catch the attention of the reader/s.
This is also important to those who are applying for a job and were instructed to send their CV through e-mail. Always make sure to put a great impression starting with how you present yourself via e-mail. A blank subject line may mean a bland personality.
Use of Proper Salutation
Using ‘Hey,’ ‘Heyah,’ or ‘Dude’ is unprofessional. You aren’t talking to your friends but your colleagues or clients and other stakeholders. It’s better to use “Dear (insert name)” or “Dear (insert department or team name)” for groups. You may also use your first name unless you have permission to do, like ‘Hello Tanya.’
Proof Reading – Body of the Message
Proofreading is vital before sending your e-mail. Better to have a clear and concise message rather than beating around the bush. Reader/s should not spend so much time figuring out what you are trying to say; they have works to do too. Check your spelling, grammar, and message because your e-mail will mirror who you are to your colleagues. Make sure to add your attachment/s if required and other important URLs.
Reply to E-mails.
Find the time and be polite in replying to all e-mails addressed to you. If you don’t have the answer now, acknowledge the e-mail and give the best timeline when you can get back to them with an answer. Letting them know that you receive an e-mail from the sender is a good attitude. Flagged the sender if you’re a wrong recipient and delete the message accordingly for confidentiality.
Use of Proper Layout and Design
Use proper font styles like Calibri, Arial, or Tahoma, not exceeding font size of 12 or smaller than 8. Use appropriate punctuation marks, don’t overuse exclamation points as you are shouting. Better to use proper capitalization of letters rather than using ALL CAPS because it sounds like you are again shouting. Avoid using Red Color font, and you will sound inappropriately angry who doesn’t know how to control yourself.
Forget not to include your signature. It tells your recipient/s who you are and how to contact you. Add your best contact information, so the receiver doesn’t have to waste time to find your details.
Use of Appropriate Tone
Always keep your tone professional. Sometimes, we have those co-workers or clients who are annoying and don’t get a thing, but always be calm and polite when replying to such people. After all, they are still part of the organization, and having a good working relationship is better than having a rough one.
Remember that an e-mail can make or break you. It can help you gain trust, or people might conclude you poorly. Your e-mail reflects your professionalism and working attitude; hence it is better to capture and share the best image of you when sending an e-mail. Think before you click!
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