Email is a key of communication at workplace as well as at home as more and more people rely on email for both business and personal communication. In the present era, most of us are quite busy with our works that we tend to forget some parameters while writing and sending an email. A perfect and effective email demonstrates how professional and organized we are.
Email is a fluid and ever changing landscape of things to do and not do.
Put the best information in the subject line
If your subject line is too generic then it may land straight in the trash before it is even opened. Make sure that the subject line gives the recipient the most important information. Do not make him work to find out why he should listen to your pitch. He won’t, whether due to arrogance or lack of time.
Don’t use capital letters in the subject line
Using all capital letters is not the way to show excitement in the subject line. Capitals do not indicate much noise in the world of messaging. A subject line with all capital letters is going to scream “Spam!”
Polite greeting and closing
Your email should appear considerate and polite to the person whom you are sending. The business email should begin with a considerate greeting and should end up with a suitable closing signature. Similarly, email should be addressed to the right person with no spelling mistakes especially while mentioning the names.
Don’t get fancy
Using email backgrounds and fonts most of the times seems juvenile to the reader. When you change text color and add graphics, all you do is make your pitch more difficult to read. Recipients do not take much interest when you write mail with some email backgrounds and special fonts.
Say no to emoticons and abbreviations
There should be a limited use of emoticons and abbreviations in your email. Although it is a good idea to use abbreviations and emoticons carefully but it depends upon the person to whom you are communicating in the organization. You should observe the person first; analyze his/her nature, especially if you are new to the organization before using emoticons and abbreviations in your emails.
Make sure your email is short and concise
With a massive 68% using email on a mobile device, it is important to make sure emails are optimized so that recipients can access them on the go. Your email should be brief and up to the point as nobody has time in organization to read the long email. Avoid such complications where the recipient needs to search the actual point.
Email is a mode of communication that is well-known for rubbing people up the wrong way. Distort messages and arbitrary phrases mean arguments and misunderstandings are far more likely than in face-to-face exchanges. So, on should always remember the following points while writing the email:
- Be brief and straight to your point
- Use simple language. There is no place to demonstrate your vocabulary
- Try to have only three paragraphs. A lead paragraph, an information paragraph and a summary paragraph.
- The salutation in any mail is also important. Find one you like and use it. Let it be a part of your signature.
- If you want to annoy people, make them read three paragraphs before you get to the point. If you want to rise in the company, start your purpose in the first sentence or two and then get to the why and how of the matter.