Every business should know that email is now the current communication tool that is preferred and used pretty much everyone. Your business is wise if you and your team have the skills to communicate with this tool in a concise, clear and professional style. This is a vital skill to know because there is no way you can afford to have your emails misinterpreted.
Each and every email should be to-the-point and short in length. When your email is short, you will discover that this will be much more efficient, effective, and less time consuming. You will have more time for other aspects of your work as well. You will be pleased when your business experiences an increase in your overall productivity.
Practicing the Writing Skill
The clear and concise email will prove to be a valuable writing skill that will allow for engagement with your recipient and you will also have a solid connection through good communication.
With some practice and knowledge, you will then have the ability to write professional emails that will be effective in many ways. The key to email and communication success will be a professional style that will allow your message to come through in a clear form.
8 Effective Tips for Writing a Perfect Email
The following are some valuable tips for the actual writing of your emails:
1. A brief introduction.
You can start by ensuring that your recipient knows who you are. This will be true especially for the first time that you email that individual. You can accomplish it in one sentence, a brief introduction can be personal and short.
A great example would be "It was a pleasure meeting you at "the event."
It is also a good idea to write to them as if you are meeting on a face-to-face meeting.
Don't forget to include your credentials in the email signature. Example
YOUR NAME | YOUR JOB TITLE
LINK TO YOUR WEBSITE
LINK TO YOUR PREFERRED SOCIAL MEDIAPLATFORMS
2. Know your purpose.
Make certain that you know exactly why you are sending the email to the recipient and every concise and a clear email will have a purpose. Expressing yourself clearly to your recipient it is valuable and you won't lose anyone's time, this includes not being vague!
3. Fewer agenda items are better.
Keep in mind that the email is not a business meeting. It will be more beneficial if you practice to stick with only one item in the overall email. One email with one agenda.
4. Do not go over five sentences.
Your email will be effective and clear when you state the necessary information in only five sentences.
5. Write the way you speak.
Remember, an email is a less formal method of communicating. When you write in the same manner that you speak, you will come across as friendly and personable. This will also help in keeping the length of your email shorter. Your email can very clearly reflect who you are as a person.
6. Let your personality shine in your email.
This can be accomplished through your writing style. It is not a good idea to use emotions or chat abbreviations. This would include "LOL" or bright backgrounds and fonts (unless your brand is like this). You can allow your personality to come out in a very professional style.
7. You may include empathy.
Empathy can show your recipient that you have the skill and ability to see the world as they see it. Empathy is an understanding of their feelings and thoughts. It is a way to connect through an email and on a personal level and this will mean that you put thought and care into your email.
8. Keep your structure standard.
You will do better in your emails if you use a standard structure. A sample would include the following guidelines:
*a courteous call to action
*your closing message
When you have your own standard structure in place, you will find that your overall email writing process will be rapid for all of your future writing.
A PROFESSIONAL AND EFFICIENT EMAIL WRITER
When you practice some of these tips, you are certain to be a highly professional email writer who produces and effective emails to your recipient. You will have the ability to effectively produce high-quality emails. The art of writing an amazing email is one that can be mastered and will be worth your time.