Increasingly, universities and colleges are emphasizing the development of communication skills. In addition to the core skills, employers also expect their team to have strong written and oral communication skills. Writing emails in the workplace requires a specific set of skills. Below are few tips to write professional email.
Include a clear, direct subject line :
In today’s world people get tons of emails from different sources like buyers, sellers, advertising companies, friends and family. So people prioritize the emails they read first hence try to write a clear, direct subject line so that the receiver understands the purpose and urgency of your email and prioritize accordingly. If your subject line is not clear there are chances that your email is ignored.
Think twice before hitting “reply all.”:
Most email programs have a “Reply All” function: If you click it, every person listed in the original message’s “From,” “To” and “Cc” fields also will receive your reply. This differs from simple “Reply,” which will send a response only to the person who sent the original message. So, before hitting the ‘reply all’ button be sure that your email is for every person listed or to a specific person who has written the email. If it is only for the person who has written the email, just hitting the ‘Reply’ button will do.
Include a signature:
Attaching a signature appears very professional, specially while you are writing professional email. As you must be already aware, the signature clearly mentions the company’s name, phone number, address and other required details. This information makes your email more authentic. Also, if the receiver has any questions, he/she may get in touch with you immediately. Hence ensure when you write professional emails, include a signature.
Double-check that you’ve selected the correct recipient:
You must have experienced many a time that emails you have sent have come back or bounced back due to inappropriate email ids or landed up in someone else’s inbox due to a spelling error. Imagine a very confidential email landing in your competitor’s inbox due to your error in choosing a recipient, biggest goof up! hence do double-check that you’ve chosen the correct recipient.
Proofread every message:
Too many spelling errors denotes utmost lack of professionalism. In fact most of your emails should go out with zero spelling errors. In worst case scenario receivers ignore a couple of spelling errors but too many spelling errors in most of your emails means lack of professionalism. Hence lack of trust or confidence from the recipient. With the available tools and facilities, it would take less than 5 minutes to proofread your email. Make it a habit to proofread and then send your emails.
Acknowledge emails on time:
As discussed earlier, there are tons and tons of emails landing in your inbox. It may sometimes be impossible to respond to all the emails in time. However, make it a point to prioritize and at least acknowledge email on time. Acknowledging may not take more than a minute. Whenever you receive an email for action, make it a point to acknowledge the receipt of the email. Also ensure them to respond with an appropriate solution on a specific date.
Respond in a timely manner:
After you acknowledge the receipt of the email and assured them of an appropriate solution/response please ensure that you respond in a timely manner so that it is considered a professional approach/response.
Published by K Vijay Venkat
Vijay Venkat is a father, a trainer, and a lover of books. When he’s finished playing video games with his kid, you’ll likely find Venkat sharing his personal training and #marketing anecdotes with students and acquaintances.