Writing an email may seem simple and it may seem as though it’s the smallest part of your working day. The problem is that if you don’t do everything you can to make sure that your emails are perfect and if you don’t try and get the best result out of them then you could be missing out on valuable business opportunities. In some instances, you may even come across as being unprofessional and this is something that you’ll want to avoid at all times.
Take Things Slow
Writing an email shouldn’t be about speed. You’ll probably feel as though you’re in a race to try and get your inbox number down in the morning and this could involve some sharp-shooting replies, but if you are firing off documents without any second thoughts then this could lead to blatant errors and this is especially bad if you work in customer service. Effective communication takes time to perfect, and it also takes time to try and formulate your thoughts as well. You will want to take time to figure out what you are trying to say, and you will also want to write your message in a very clear and precise way. When you know what you are trying to say, you can then figure out the best way to phrase that. Email is a way for you to communicate and it should not be a task that you blast through as fast as possible.
The next time you write an email, you really do have to take your time over it. This will help you to avoid spelling errors as well. Try and spend 15 minutes crafting your email and this is especially the case if it is the first time that you are talking to someone.
Start and Finish
With social media limiting characters all the time, it can be hard for you to get in the rhythm of writing a good email that has a decent amount of depth to it. You need to make sure that your email has an introduction, a body and even a conclusion as well. You must make sure that each section is clearly set out. You don’t have to have each section be long and you don’t have to make points that could otherwise be avoided, but you do need to make sure that you have some structure.
Before you start writing your email, it helps to have a template, so you can find out what information needs to go where, and so that you can have consistent formatting with your emails as well. When you do this, you can also construct them much faster and much easier, so you can spend more time focusing on what you want to say. Sites such as https://www.templafy.com/ are great for this, and they have the ability to streamline all of your documents and emails with ease.
It helps to start out with a greeting. It really makes a huge difference and the greeting that you use will largely depend on the relationship that you have. It also helps to reference the last conversation that you had with the person as well. For example, if last week you were talking about job searching opportunities then ask them how their search is going. It doesn’t take long but it can make the whole thing seem more personal.
The body is where you get into the point of your email. The main thing that you have to take note of here is that your recipients need to have the information they need in order to take the action you need of them. If you want them to reply with an RSVP or anything else of the sort then make sure that they have the details of the event and outline clearly why you need this information. Most of the time, people don’t reply to an email or they don’t provide the information needed because they don’t have enough information to go ahead and actually make the decision required.
The next thing that you need to do is plan out your conclusion. The conclusion is just as important as the body and the introduction of the email and the main reason for this is because it is the last thing that the recipient is going to read. Don’t try and summarize what you have just been talking about, instead, remind them of the action that you need to take and always close out the email with a signature. It will make the whole thing seem much more professional as well. It’s a great way for you to really connect with associates and even your superiors as well.
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