Enhancing your email writing skills is always a good thing. It is one of the most preferred forms of written communication in the professional world. Writing an email could be easy but drafting it in a proper and reader’s friendly format is usually challenging. A lot of people aren’t even aware of the mistakes they make while writing an email.
So, if you’re also looking to improve your email communication skills, then we’re here to help. In this article, we are going to give you seven of the best tips on how to write better emails to help you convey your message in a more refined and appropriate way.
Now, without any further delay, let’s get started!
Focus on the Subject Line
The very first thing that a good and thoughtfully crafted subject does is grab your attention. It is an excellent way to summarize an email, which is why you need to be very careful while writing it.
You should never leave the subject blank. It is because emails with blank subject lines could easily be overlooked or redirected to the “junk” folder. So, make sure to make use of a few well-chosen words to let your recipient know what the email is about.
If it is a time-specific report or a part of an email series that is sent on a regular basis, you could always include the date to help recipients differentiate and open the right email.
Keep Your Recipient in Mind
Always keep your recipient in mind while writing an email. You could be writing to a coworker or maybe someone from higher management. These two recipients could interpret your message in a different way.
Your coworker could have a more casual and frank relationship with you as compared to one of your managers or supervisors. Be very careful with your choice of words when writing to someone in a higher position. Adopt a very formal tone, be polite, and stick to the point.
Use Bullets to Highlight Main Points
If you are sending an email that is not properly formatted, you’re sending someone an unfinished document, which could be difficult to read and understand by the recipient.
It is never an ideal situation to bombard someone with unorganized information and assume that they would figure out what you are trying to communicate. It is better to keep things simple and arranged. Try to include numbered paragraphs or bullet points, It is considered among the best ways to write better emails. Information presented into small, well-organized chunks of text is easier to digest.
Keep Your Message Clear and Concise
No matter how good the subject line you have created for your email, the text and paragraphs in its body need to be direct as well as informative. Make sure your email has all the pertinent information, concisely elaborated and presented. Emails should be treated like traditional business letters. This way we can always keep them clear and concise.
Also, if you are communicating with one of the team members or colleagues about a number of different topics, it is better to compose and send a separate email for each one of them. This would automatically make your message clearer, allowing your recipient. So, always reply to one topic at a time. It is one of the best tips on how to write better emails.
Double-check Your Email for Any Typos
People could be more comfortable reading documents that are short and concise. While reviewing it for mistakes, make sure that your emails are as short and to the point as possible. Do not exclude any pertinent information.
Once you’re ready to hit the “send” button take a few moments to proofread the text you’ve composed. You don’t wanna ruin your image in front of your recipient by sending them an email with content having spelling, grammar, and punctuation mistakes.
Avoid Overuse of Exclamation Marks
Exclamation marks can be a sign of excitement that you are trying to express in your email but your sender could possibly get a wrong impression.
They could think that you have used exclamation marks because you were angry or in a bad mood. This is among the biggest factors why we have included avoiding the overuse of exclamation marks in our pick of the best tips on how to write better emails.
Follow a Strict “No Emoji” Rule in Professional Emails
Emojis could be used in chats or your personal emails. But, in professional emails? No way, especially when communicating to someone in the higher management or corporate clients. In most cases, it could make you appear less professional and nonserious.
Also, as we all know, emojis are one of the newest forms of communication, so in case the intended reader of your email is older or way too mature for emojis, it could make you seem like a person who is less competent or has less corporate communication etiquettes. It is just because of the fact that your recipient could be expecting a more traditional and emoji-free correspondence.
These were seven of the most useful tips on how to write better emails. We hope the information we have shared in this article will help you self-analyze the selection of words and formatting of your email content and figure out ways to improve it.
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