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Before You Send Your Next Email

Before You Send Your Next Email

Over the years, a number of tools for electronic communication such as Facebook, Twitter and other platforms have emerged yet, The Email has retained its charm as the number one corporate communication tool and will continue to do so in the future.Millions of emails are sent every day for informal and formal purposes and this is why being able to write a good and clear email is an important skill. It can help you get a job, build professional network, request a favour and much more.

Save yourself from the embarrassment of ignored emails, looking unprofessional and unfavourable impression that will make you an object of laughs between HR units.  

I will keep this simple, short and specifically for formal emails

Use short sentences and keep it simple

It is not bad style in English if you write short, clear sentences. Keeping it short is the smartest way of getting and maintaining attention.

Naturally, most people want to display a robust register of English vocabulary but often it becomes very confusing for the reader. Keep the mail as simple as possible.

Mind the subject line

The subject line along with the name or email address of the sender is the first thing people see while scanning their inboxes. The decision to open or delete an email is made based on the subject line and the sender. This makes writing a very specific subject essential.

It is surprising how many people do not do this. For example, do not just write “Application” Instead, be more specific, like “Application for the HR Vacancy”. That way, the recipient will know immediately what your email is about, even before opening it.

The better your subject line, the more likely your mail will be read and replied.

Use a spell checker

Nothing is more repulsive as reading typos in an official email. It highlights incompetence and poor attention to details. Many have lost jobs due to poor spellings they ordinarily will have averted by using a spell checker.

Most email programs have this option, so make sure you use it before sending the email also, reading your email aloud is a great way to proofread and see the mistakes in grammar. It also helps you understand how your email flows and make necessary corrections.

Never start with To Whom It May Concern

Why should a mail be addressed to “whom it concern”? If you are not sure, it concerns the recipient, sending the email is not necessary. 

This greeting shows you have not done a simple research. It is so easy to find out who you need to talk to if you put in a little effort.” Taking the time to include a name will make your email feel more personal and less generic. If you cannot find a specific name, try something like “To the consumer affairs department” or “Dear hiring manager.” 

Know when to say LOL, ROTFL and ASAP

Emojis and abbreviations are generally unprofessional in a business emails. Keep the smiley faces and LOLs, and be sure to spell out words formally. Write “as soon as possible” instead “ASAP” if you are writing something official.

Abbreviations are just a lazy-man’s way of writing. The only time chat language is somewhat acceptable is via SMS or an an informal mail. An Email is a formal form of communication, much like a letter, be sure you use correct grammar and spelling. This shows that you are taking adequate time to respond to their email instead of using quick shortcuts.

Learn the CC and BCC

There are times when people need to be added to Emails in order to keep them up-to-date, or simply just for continuity. However, always think before you CC (Carbon Copy) or BCC (Blind Carbon-Copy). 

Always acknowledge receiving an email

Acknowledge promptly that you received a message. If no particular response is required, just say “thanks.” If you have an action to make but cannot get to it for a while, let the sender know you saw the message and estimate when you expect to reply.

Never let mail pile up in your inbox without acknowledging its receipt.

 

To Learn More About Professional Email Writing, Register To Attend Our ShortCourse at tlt.mn/shtcse

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74 Comments
  • Temilade Adekoya
    Posted at 15:46h, 10 May Reply

    Insightful

  • Victoria Lawal
    Posted at 15:58h, 10 May Reply

    This post was really helpful. Thank you

  • Azeez oluwatosin
    Posted at 16:03h, 10 May Reply

    Thanks for the insight. Its really helpful.

  • Otamere Uyi Jennifer
    Posted at 16:07h, 10 May Reply

    This is really educating thanks a lot

  • Kalejaiye Anu
    Posted at 16:12h, 10 May Reply

    Inspiring, I’m actually guilty of some these mistakes. Thanks Biodun

  • Mercy Ndubueze
    Posted at 16:19h, 10 May Reply

    Thanks for this, really helpful.

  • IKhanjiangbe Bello PEter
    Posted at 16:20h, 10 May Reply

    Thanks. So enlightening

  • Kaotharat
    Posted at 16:26h, 10 May Reply

    Nice, this is helpful.

  • Hubert Francis
    Posted at 16:34h, 10 May Reply

    Hubert Francis
    thanks

  • Tijani Daniel
    Posted at 16:35h, 10 May Reply

    This great. Thank you for sharing

  • omolara oketayo
    Posted at 16:35h, 10 May Reply

    Thank you for this.

  • Oladimeji Raliat
    Posted at 16:42h, 10 May Reply

    Thanks a lot. This is so thoughtful of you

  • DANIEL BOISON
    Posted at 16:54h, 10 May Reply

    educative and helpful as well

  • Olusegun Faulkner
    Posted at 16:55h, 10 May Reply

    A real eye opener Mr biodun. Thank you for this.

  • Rasheed Adedayo Abiodun
    Posted at 17:03h, 10 May Reply

    This is very great, and helpful .

  • Olamide Victoria
    Posted at 17:05h, 10 May Reply

    Thanks, this is really insightful

  • IDOWU IYANUOLUWA
    Posted at 17:27h, 10 May Reply

    Thanks

  • Ahmed Adebayo Olalekan
    Posted at 17:45h, 10 May Reply

    These are the types of insights that ensures candidates don’t repeat previous mistakes while applying for jobs or other emails. Really appreciated. Thank you.

  • Obalodu Ponmile Victoria
    Posted at 17:45h, 10 May Reply

    An eye opener indeed! Thank you sir

  • Ogunnaike Adeyemi
    Posted at 18:09h, 10 May Reply

    Thank u very much for opening my mind to this

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