Being in a professional job, it’s imperative to be professional in dealing with emails as well. I always had a hard time in dealing with this. I simply used to read the mail and reply back in my casual way. As we speak, I realized that in order to hone the email skills, lot of research has to be done. Email etiquette is something which reflects your personality and your company’s image. Committing silly mistakes in your email is mundane, but be extra careful when writing emails to your customer. Internal email errors are still forgivable. Let’s find out some simple ways to write an email:
- Keep it simple and short: You don’t have to write an epic, in your email. Keep your email crisp, laconic, and simple to understand. Having said that, don’t write an incomplete email because they said write in brief. It has to be prim and proper with the message loud and clear yet short and simple.
- Choice of words: Try to be finicky with the words you use in your email. Don’t sound rude, and don’t put yourself in jeopardy. Having said that, don’t be extra sweet in your mails that might give a wrong message to the reader.
- Case sensitive: Emails are case sensitive. Example if you write” Kindly do the needful”. This sounds like a request. And “PLEASE DO THE NEEDFUL”. Looks like you are giving an order. SO be very careful with the use of caps where necessary. Again, using caps in a word means you are specifying on that particular word. However, the whole sentence cannot be in caps unless you are writing it to your subordinate and you are really upset with them.
- Practice your email skills: This sound a little quaint, but practicing email skills also help in improving your way of writing emails. Better to be safe than sorry. Email once sent, cannot be taken back. Any boner cannot be pardoned once sent to the client. SO be extra cautious and try and practice as much.
- Proof Reading: Before sending an important mail to a client, be very sure to do a proof reading, send it to your manager, if you are not sure, to check the contents and the tone of the mail. Read and check it again and again before shooting the mail.
- Don’t use Abbreviations and emoticons: Remember this is not a mail to your friend, so avoid using abbreviations like BTW for “By the way” and emoticons. It might look quite frivolous. At the same time avoid using abusive language or informal language like “Dude”, “buddy”, “Wassup” Etc.
- Subject line: The subject line should itself say the body of the mail. So make sure the subject line is crisp and clear.
- Flag you mails: Always make it a point to flag your mail as important, very important or urgent depending on the content of the mail. It helps in giving your mail preference over other mails and you will get a quick response on the same. So, it’s important you prioritize your mails.
- Keeping in loop: Always make it a point, that whenever you are sending a mail to your client or any other employee in the organization for that matter, Always keep you manager, and any other authorized person in loop. This means you are keeping them informed about the issue or matter.
- Conclusion: The end of your email should also be very polite and nice, like “Thanks in advance” or “Have a great day ahead”. “Good luck “or just a simple “Thank you”. This type of conclusion might elicit a prompt response.
So, all in all, a proper email is all about choice of words, a little sugar coated contents and a message crystal clear.