Emails are one of the most effective ways in the internal and external communication within the organizations and even in your social circles. When we talk about professional set ups, writing emails according to business standards is essential and there is a formal way of drafting it. It is important to use a formal tone to enhance the professionalism of your emails. This will convey your message clearly to the email recipient.
Email writing is not an art, it just comes from practice. With experience, you may develop a defined email format that works for you.
However, to get started, you may follow this simple email writing format:
2. A pleasantry
3. The reason for your email
4. A call to action
5. A closing message
Steps to Draft an Email
When writing your email, you must follow these steps –
Enter the email address of the recipient in the ‘To’ field and the email address of the people you want to receive a copy of the message in the ‘CC’ field.
Mention your email title in the ‘Subject’ field. Remember, this is very important for you to give a proper introduction to your message to make the recipient interested in it and give an idea of what your email is all about.
Greet the recipient even if it is a very short email. Mention the first name or the title of the recipient. Follow the salutation with a colon or comma and space. Ideally, you should begin your emails with “Dear” rather than “Hi” or a similar informal greeting.
The body typically contains the purpose of your mail. Write your message in a clear and concise manner. People always skim long emails, so include essential information only. Write the main idea of the message in the first paragraph. You can include any contextual information, important details or data, and present it in a logical way. Keep it short and simple, ensure that you convey your message in a maximum of 5 – 6 sentences.
Sign off with a brief ‘Sincerely,’ ‘Thank you,’ ‘Best wishes,’ ‘Best regards’ or any other simple send-off, followed by your name to give a personal touch to the message. Ensure that your sign off is a blend of friendliness and formality.
Some Tips to Draft a Professional Email
. Write short paragraphs to improve the readability of your email
. Check your text before sending it
. Never use uppercase letters, especially in the mail subject, it is considered as a rude and an aggressive gesture
. Control the use of exclamation points, this may make you look unprofessional
. Avoid unnecessary colors and graphics, this appears very confusing and will distract the attention of your recipient
. Do not use emoticons
. Be polite, don’t forget to say “please,” “thank you,” “sorry,” “apologies,” “if possible,” and “at your convenience”
. Avoid writing “Urgent!”, “Greetings” or “Hello!”
. Don’t leave the ‘Subject’ section blank
In a Nut Shell
A professional email is well structured, short, to-the-point, and has a head and a tail, bracketing the message body. This will largely reduce the time you spend on writing effective emails that are taken seriously by the recipients, thereby making you more productive.
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