Emails are the primary intimation methods with which we connect officially in our professional life with people. Being an impression creator, framing the most appropriate Email always is essential. The Email should always be clear, friendly and professional. In this article, we will go through the best 8 tips for drafting a good email.
Characterizing your Emails with these features is a skill that could be acquired very gradually. And this skill could help you in immense to develop significant relationships with people in your life.
Now, we will see 8 Tips For Drafting a Good Email –
Make use of subject lines properly.
An email with a subject line that is blank is more likely to be ignored, therefore always include appropriate phrases in the subject line to inform the receiver of the Email’s purpose. Without the recipient even having to open the Email, a well-written subject line communicates the most vital information. This works as a backbone while you’re looking for 8 tips for drafting a good Email in detail.
Each Email should be viewed as an opportunity to build mutual respect with your coworkers and superiors. You’re more likely to make a good first impression if you start your Email properly, and such an impression can persuade your recipients to read your Email’s entire message and take the necessary steps.
Make sure that any names you use are spelt correctly. Misspelt names would create the worst kind of impression about you. It’s tempting to use a humorous greeting or exclamation marks in an Email greeting to appear friendly.
However, It’s always advisable to be professional and minimal. Also, your greeting should be targeted at your audience. If you know the recipient well, a more casual greeting may be suitable.
If you’re speaking to a single person, a group of individuals, or a large group of people, your greeting will change.
For example, if you are Emailing to a single person, you should make it Dear + name. Make sure your greeting is appropriate for the persons to whom you’re writing.
Clear and concise body part.
The body of an Email is the most important part of your communication, and it should serve a clear and precise objective. It should be brief as well.
People will be more likely to read it instead of skimming it and risk losing important information. Reduce it to a few well-chosen sentences if possible. For lengthy mails, keep the information focussed as much as possible. This is one of the most important points while you’re understanding the basics of 8 tips for drafting a good Email in detail.
Close the mail in a friendly way. However, it is important to maintain the decorum to keep it professional. Don’t use abbreviations or short forms here. Customized personal usages should also be avoided.
Check the tone of your mail.
Body language, tone of voice, and facial expression of other people help us determine how they are feeling in face-to-face communication. We lose this knowledge when we use Email, which increases the chance of miscommunication here.
Your word choice, phrase length, punctuation, and capitalization can easily be misread without visual and audible signals.
Consider how your Email “feels” on an emotional level. Find a less confusing way to express your words if your intentions or feelings could be misread.
The etiquette of decent writing should be maintained here as well. Even though what matters more is the transfer of information consider the language also. Don’t make repetitive use of words or phrases. This may bore the reader of the message and result in ineffective communication.
Make it convenient to read.
If the mail body is long, it is recommended to avoid clutter. Leave ample white space and divide the content into paragraphs properly. Also appropriately use bullets, bold fonts and underlines.
Proofreading one or two times what you have made as the content is extremely important. Mistakes may creep in even if you have taken the necessary precautions. Proofread it aloud.
Also, if possible, let someone other than you read it and edit it. Mistakes could cause miscommunications or bad impressions.
Emails are required to be dealt with utmost seriousness. Dealing with them with caution is essential. Personal information is more vulnerable here. These things should also be kept in mind while framing Emails alongside the tips mentioned above.
Which of the above-mentioned tips do you think are more relevant in your case. Do let us know about it in the comment section below.