It might seem unnecessary to devote an entire blog post to how to write an email. But how many emails have you deleted from your inbox just this morning because they didn't catch your attention, seemed like junk mail, or once read, left you wondering what it was all about? Often the problem is we undervalue the art of email writing - we think we should be able to dash off a few paragraphs and as long as they are free of errors and spelling mistakes, we're good to go. Unfortunately, writing a great email takes a bit more work. Here are some tips on how to craft an effective email that commands the right attention.
General Dos and Don'ts
You want to appear as professional as possible. Whether you correspond regularly with the recipient or this is the first contact, it's best to maintain a friendly, but semi-formal tone. Avoid using emoticons.
Address the person by the contact information you are given. For example, don't shorten the name Alexandra to Alex unless you have been asked to call the person by the name's abbreviated form.
Only use the term "urgent" or "important" If the email actually is time sensitive.
Compose your email according to standard business English protocols. A well-written email uses proper grammar, syntax, spelling, capitalization, and punctuation. Never send an email, no matter how brief, without proofreading it first.
When attaching documents, restrict the size of the document and limit the number of attachments sent at any one time.
Subject Line
The subject line of your email should have one, be brief, and contain key words. Skipping the subject line is a lost opportunity to convey to the person you're writing to why you're contacting them and what you're contacting them about. Having no subject line is also a good way to end up in the junk mail folder.
Using key words such as "proposal," "interim report," or "annual meeting agenda" provides the recipient of the email with an indication of the message's relevance to them.
For the subject line to be seen in its entirety on mobile devices, stay under 30 characters.
A great email is the result of seamlessly integrating five key components - grammar, syntax, spelling, capitalization, and punctuation.
Body of Email
Clearly state the reason you are contacting them and what you are contacting them about. Explain or elaborate on anything that might generate back and forth emails requesting clarification.
Use inclusive language - the recipient of your email will be more likely to respond if they feel like they are part of the process.
A well-thought out email is clear, logical, balanced (mentions both pros and cons), and easy to understand. Include only pertinent facts.
Express enthusiasm for your subject by all means, but go easy on the exclamation points and question marks.
Insert blank lines after every paragraph. Use bullet points and numbered lists. Breaking up the text makes it easier for the person to read.
The last paragraph should state a specific call-to-action, outlining exactly what you need from them.
Signing Off
Your closing should be consistent with the tone of the body of the email. The valediction doesn't have to just be a sign-off followed by your name - it could also include phrases such as "Enjoy your weekend." or "Keep up the good work!" or "Looking forward to your reply."
Use a proper form of closing such as "Best," "Kind regards," or "Sincerely."
In your signature, include other ways you can be contacted - alternative phone number, LinkedIN profile, website link, Facebook business page.