When writing a professional email, the first impression is made before you even write the first line. Maybe you made your email address when you were young and never changed it, but “jacklaxguy98@hotmail” or “susiesunfl0wer@yahoo” could use a professional update. You want to make sure your email address is identifiable, so the person you are emailing will recognize that it’s you. You might be saying to yourself “I’ve written tons of emails in my life, I have this down already”. However, there are some key things to keep in mind when writing a professional email that you’ll want to make sure to remember. Here are 8 email tips that will help you build your professional persona!Update your email address.
A username can be a way to express your identity, but in a professional environment we want to make sure that you are taken seriously. Create an email address that uses only your name, with numbers or punctuation added if your name alone isn’t available. When applying for your next job, you want to make sure to use an email that can be easily matched to your name.
Check the address you are sending to.
If you’re sending an email about a problem you have in the workplace and you’re sending it to the sales department when it should be sent to HR, you’re giving the impression that you didn’t do your research. Everyone’s time is valuable, often times you will be redirected but it makes everything easier to send it to the right place the first time.
Check the instructions in the email you’re replying to.
If your boss has contacted you asking for a document, make sure you attach it. Read through the full email thoroughly, and check the urgency of what they are asking for as well. If the email contains a due date, make sure you deliver on time or respond to confirm when it will be finished.
Use the correct terminology.
Address who you are writing to in the same way you would when talking face to face. Starting off an email with “Yo Mark!” is not nearly as appealing as “Good morning, Mark”. The same applies to signing off on an email. Make sure to thank who you are writing to when appropriate, “Kind regards” or “Many thanks” are professional and show your gratitude. Know who you are talking to when you’re writing an email, especially because tone of voice in written text can oftentimes be misinterpreted.
Edit, reread, edit some more.
Poor spelling and grammar can make the reader doubt your credibility and reputation. Before you hit send, reread the email a few times and look closely for any mistakes, or sentences that could be misinterpreted or unclear.
Thanks to modern-day technology, there are many tools to help ensure your accuracy. Websites such as State of Writing and Via Writing have comprehensive guides to help you enhance your knowledge. If in doubt, use an online proofreading or editing service to check over everything before you send.
Keep it short and sweet.
No one is impressed by an unnecessarily long email. Try to summarize, and keep only the most important details in your email. If you can not keep the email under 200 words, request a call or meeting with who you’re writing to to explain in more detail.
But, include relevant details.
Think of questions the recipient might have when reading your email, then include that information in the first email. This will prevent a long back and forth conversation of clarifying. If you’re asking questions, write exactly what you want to know and what you already know, so there’s no confusion. If you have multiple questions or requests, sending a bulleted list allows the reader to copy and paste your questions into their emails and answer them one by one.
Finally, the subject line is there for a reason.
Your subject line should convince the recipient that your email is of importance, and provide a preview of what you are talking about. This ensures that your email is opened and the person you’re emailing is automatically on the same page as you when reading and replying. When someone has a lot of emails, they will skim through the subject lines to see which emails jump out. A good subject line will give you a higher chance of getting a quicker response.
Are there any useful email tips that you would like to share? Are there any questions that you would like to ask us? Contact us at http://offers.ourfirstjobsearch.com/making-connections.
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