For professional needs, we have to exchange emails regularly. In this case, small mistakes can have a big impact. Writing emails well is therefore important for everyone. The task is not very difficult. Let’s find out today about the 5 essentials of email writing.
- Write the subject of the email clearly.
Inform the recipient of the subject matter of the email as briefly as possible. Then he will get an initial idea about his importance and statement without reading the email. For example, you want to know about job opportunities in an organization. In this case, you can write “Request for Information about Career Opportunities” as the subject of the email.
Refrain from using obscure words or sentences. For example, you are sending a report to someone. If you write “Important Document” as a subject, it is difficult for the recipient to understand something without reading the email.
- Use a formal address in the email.
Addresses like “Hey”, “Hi guys” or “Yo” are very informal and domestic. Never use these in professional emails. You can start an email with a simple address like “Hello” or “Hi”.
It is inappropriate to use someone’s nickname or short form of the name. For example, “Hello Michael” should not be replaced by “Hello Mike”. If the recipient introduces himself in this way in the professional field, then only such an address is appropriate.
- Be careful when using language.
Do not use language that misleads the recipient. Any statement you make directly may seem harsh to the recipient.
Avoid negative words when writing. For example, ‘failure’, ‘wrong’, ‘rejected’, ‘delay’ etc. Use the word “please” for convenience. Thank the recipient for the help.
It is best not to mention words that you may not be confident enough to use. E.g. ‘Just’, ‘Actually’, ‘Kind of’, ‘Hopefully’ etc.
- Some emails that require a detailed explanation should not be mentioned.
The length of the email depends on its content. Even so, owning one is still beyond the reach of the average person. So limit yourself to just saying important things. Use subheadings or bullet points if necessary. Then the recipient will be able to understand your statement very easily. For example, you are giving feedback on a report. In this case, first, you can briefly mention the good aspects of the report. Then write in a separate paragraph which parts of the report need to be changed. If you need a detailed explanation to write this feedback, you can put it in a document and send it as an attachment. Or, arrange a phone or direct conversation with the recipient.
- Refrain from private conversations.
It is important to avoid personal conversations in emails used for professional purposes. Even if you have a very good acquaintance with the recipient in your personal life, it is not appropriate to have irrelevant conversations in the email.