NOV 12 2018

5 Tips on writing professional emails

Manikankana Das

TAGS : Commune, Communecoworks, Coworking, coworkingspace, emails, writing, professional

5 Tips on writing professional emails

Writing professional emails is one thing which might seem to be an easy task, but when it comes to execution, many professionals seem to repeat the same mistakes over and over again. Many times, the emails which are supposedly written to project confidence and sincerity ultimately end up looking boring and unnecessarily serious. To prevent this, many people write emails that give away a frivolous attitude which ruins the professional approach towards one's work.


Here are the 5 most important tips on how to write effective professional emails.


1. Start with a greeting: There's a difference between, Dear Mark, do this and Mark, do this. When you open an email where the sender is putting away information without a greeting, it comes across as rude and impolite. Greetings do not always necessarily have to be ‘Dear’, ‘Dearest’, etc. Henceforth, if you are not comfortable with such intimate expressions, you can always put up ‘Hi’ and ‘Hello’. Certainly, 'Hello Mark, please do this' doesn't seem to be that discourteous. Does it?


2. Keep it short: In our busy and hectic lifestyle, we don't have much time to read a lot of stuff. When you are writing a 500 characters email which can easily be accommodated into 250 characters, you are also projecting yourself as someone who is garrulous. It's best to concise your email and only keep the important things that matter considering the subject of the email.


3. Give importance to the subject: The 'subject' is probably the most crucial yet most ignored part when it comes to writing emails. In most cases, the content of the subject puts an impression on how significant the email is. Most people write the subject just for the sake of writing it and hence when the receiver receives the mail, it looks inane or fatuous. When you write the subject, it is suggested that you put the name of the project, mention the timeline of the relevant project and use logical keywords that can express or give a vague idea on what the email is all about.


4. End with a good note: Do not end your emails randomly, end it with an appropriate note like 'Have a good weekend', 'Looking forward to our next meeting', etc. The impression of your entire email depends on how you end it. As they say, 'all well that ends well'.


5. Proofread your email: The worst way to send an email is when you send it with grammatical mistakes. Before sending every email, read it twice to check if there are any errors left that need to be rectified. An email full of grammatical errors sends an image of yours as someone who is less competent and frivolous. Hence, its always advised reviewing your mail before sending.


We hope these 5 points help you while you write your next professional email. Happy Mailing!