10 May 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 a professional network, request 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 a 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 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 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 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.
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