Email Writing Tips !
Posted on Sunday 2 August 2015
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These simple email etiquette tips can be followed to help your recipicients respond to them effiiciently:
- Make the subject line as meaningful as possible (but make sure you dont write down an essay instead of the subject i.e. it should be of a standard length yet should be meaningful).
- Focus on the message.
- Avoid attachments.
- Properly provide your identification.
- Think before sending.
- Proofread.
- Do not expect privacy.
- Differentiate between formal and informal situations.
- Provide a prompt response.
- Show respect and restraint simultaneously.
Elaborating the tips written above :
- Making the subject meaningful.
A subject is a nescessity in an email. It is inevident, no matter how formal or informal the email might be. A subject is essential since it gives the recipient a brief idea about what the email is all about.
And that is exactly what we need to keep in mind when writing down the subject of the email. It should be accurately describing the content of the email so the recipient gets a concrete reason to open it. For a proffessional the subject is very much essential as he or she receives emails in a bulk. Even for others emails are generally received in multiples. Therefore a meaningful subject is a compulsory.
- Focusing on the message.
Your message should clearly state the reason for you writing the email. The email should be to the point or straight to the topic. It should contain minimal amount of unimportant content.
Organisation of the content is very important. The entire message should be logically arranged. It should be arranged in the way that the less important topic follows after the more important one. Numbering or bulleting the points is useful. Ensure that your typing is not clumsy and is properly readable and understandable.
Politeness is required but wordiness wastes the reader's time.
Make proper use of your keyboard - don't use caps lock wherever and whenever you want, it may backfire. Especially when you want the recipient to do some kind of work for you, if you write everything in caps then it may seem like you're shouting at him or her.
Format your message for the ease of the reader, like for example write short paragraphs so that the reader isn't bored. Do not use symbols where they are not required. - Try avoiding attachments.
Use attachments only when required. Besides the risks included with attachments, many people don't like downloading attachements and opening them in a separate program. Copy - pasting the most important part of the attahment into the body of the message will most likely give you faster results! - Proper identification of self.
If you are communicationg for the first time or the reader is unaware of you email address then an aplty elaborate identification is nescessary for the recipient to identify you. Nobody likes to receive emails from people or email addresses they don't recognise. - Think before sending.
The language, the content, the subject and everything else of the email should be checked once again before hitting the send button. Or later you may regret your actions.
Double check you email if you are in an aggressive state of mind or are consumed with anger while typing it. If you want save a draft, and send it later when you've cooled down. - Proofread.
If you are asking someone else to do work for you, take the time to make your message look professional.
While your spell checker won’t catch every mistake, at the very least it will catch a few typos. If you are sending a message that will be read by someone higher up on the chain of command (a superior or professor, for instance), or if you’re about to mass-mail dozens or thousands of people, take an extra minute or two before you hit “send”. Show a draft to a close associate, in order to see whether it actually makes sense. - Do not expect privay.
Don’t send anything over email that you wouldn’t want posted — with your name attached!
Email is like a digital letter you send, it can be hacked or displayed to others. It is not secure. - Differentiate between formal and informal situations.
Think over you relation with your email reipient. If it's a formal one then write your email in a proffessional or formal manner, otherwise you can be casual - the degree of casualness depends on your relation with the reipient. - Respond promptly.
Your response is what shows your correspondent that you care. So respond promptly, even if it means saying them that you are busy at the moment.
- Show respect and restraint.
Both of these are needed while writing emails. Never ridicule the reader unless you want the situation to deteriorate. If you have been ridiculed then keep your cool and respond after wise thinking rather than aggressively.You can respond with a neautral comment if you like. Be tolerant of other people's etiquette blunders.
Keep in mind cultural differences. Never go to a region where the reader might be offended because of cultural differences. Stay on the safe side!
Also pay adequate attention to proper salutation, especially in formal emails.
Use features like BCC and CC as per requirement to avoid unintentionally ridiculing a person.
Give it a little time if there is a chance for a follow up email, but do not take too much time. The time is required to check if you have received the entire data or not.
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