How to Write Professional Emails
To be professional, your emails should follow the following rules. Firstly, you should use a polite salutation. A salutation is a short phrase used to sum up your email, and should always include the name of the recipient. If you haven’t communicated with the recipient before, you should use “Dear” or “Hello.” For contacts you don’t know well, it’s best to use the recipient’s first name.
If you’re writing a professional email, you should avoid using emoticons. Not only can emoticons paint the sender as unprofessional, but they may also cause confusion. A recent study shows that recipients respond to emails without emoticons much more fully than those with them. Similarly, abbreviations that don’t have any recognizable meaning can be confusing, especially when used in the workplace. Some examples include FYI (For Your Information), EOM (End of Message), and TTFN (Ta Ta For Now).
Another issue with emojis is their appearance on different devices and email clients. This means that a recipient’s computer may not display them in the same way as their phone. To avoid this problem, make sure you consider the industry you’re in, your target audience, and your brand values. Useful emojis can help you improve your email game, but make sure to use them sparingly.
Avoid long paragraphs
Professional emails should be easy to read, which is why it is important to avoid long paragraphs. Monolithic tracts of text make it hard to read, and are not appealing to many readers. It also shows a lack of conformity with secretarial standards. This article outlines some tips to keep your email short and concise.
In email writing, try to stick to one main idea per paragraph. You may develop a concept from the first sentence to the final one, but you should avoid using multiple ideas within the same paragraph. Instead, use transitional phrases to break up the text.
Avoid cc’ing everyone
The practice of cc’ing everyone in a professional email may seem common, but it’s not really necessary. In fact, it can be counterproductive. It can waste the time of your project workers, who may be busy dealing with other, more pressing email messages. Additionally, it can encourage your boss to micromanage your interactions with clients. To avoid such problems, you should only CC the people you truly need to be in the loop about.
While it’s easy to include everyone in a professional email, remember that doing so can cause confusion and duplication. People may not understand why they were included in your email, and they may not respond appropriately. Additionally, it can lead to turf wars and misunderstandings, since lines of responsibility are not clear. Furthermore, it’s bad taste to cc someone who hasn’t specifically asked for it.
Whether you’re sending a business email to an important client or you’re interacting with colleagues, there’s a way to avoid conflict. Email is often a preferred means of communication, but the written word is prone to misunderstandings. Conflict resolution may even require moving beyond email. If this happens, make sure to plan ahead and provide your correspondent with the option to move on from email.
If you’re tempted to express your frustration or anger in an email, don’t let it show. Try to think of the response you would receive from your recipient before sending the email. You may also want to sleep on the draft to allow yourself time to compose yourself and think about what you want to say.
Maintain a professional tone
It is very important to maintain a professional tone when sending emails. Emails should be concise, yet friendly and professional. Avoid expressing your disappointment or bad news in a tone that could make the reader feel bad. Passive voice is preferred to active voice when sending emails. Similarly, do not make personal attacks.
The tone you use when writing emails can vary depending on the recipient and your relationship. If you are writing to a supervisor or coworker, choose a positive tone and avoid using judgemental or derogatory language. Emotional expressions such as emojis should be used sparingly and in neutral language.
Use examples to explain your tone. If you are a parent, the primary customer for your company might be a parent with young children. These parents are busy and may not have the time to read a lengthy email. They want a company that understands their needs. In such cases, make sure your emails are concise and easy to read. This will save both you and the recipient time in response.