Understanding how to write a good email is crucial in any business environment. But especially for small-time entrepreneurs who answer emails every day, you need to understand best practices.
Emails are a popular form of business communication. It’s easy to misunderstand a message, though!
Here are a few tips that can help!
Be Precise & Clear
When you’re communicating via email with an employee or coworker, you need to be as specific as possible in order for them to know what needs to get done.
Maintaining clear, cohesive, and consistent professional communication with your employees can be tricky.
Structure Your Email Properly
Optimizing the Subject Line
All aspects of your email should be optimized, from subject to the body.
You know the emails that stand out and make you stop reading? They’re usually those with a well-optimized subject line. Subject lines in your emails should be relevant to the main topic of the email.
When we do not recognize the subject line or it seems irrelevant, we delete the email before reading it. To prevent this, make sure your email is structured correctly-starting with a clear subject line.
Be formal in your greeting. Start off polite with how you address the reader and their company. Use informal language sparingly, but it is OK to use informality when appropriate and known about beforehand.
What is the idea behind your email? Be direct right after greetings, and don’t be afraid to ask questions.
The last thing customers or business partners will read in your email should be a call to action.
It is better to end your email with a friendly, professional, and clear call to action.
Sending an Attachment
Don’t attach large files to email messages and instead use a file-sharing service such as Dropbox.
Edit and Proofread!
Writing an email is easy, but you have to remember that it will be read by anyone who finds it. Review your work before clicking Send.
There are many free online tools available, that can help you with grammar, punctuation, and sentence structure.
Get Grammarly to watch over your emails for any grammatical errors. There’s a browser extension that enables you to use it no matter which website you’re browsing.
Grammarly can check your grammar as you type emails in Gmail or other email sites.
Grammarly is available for free and has a premium version. The free version offers basic and advanced grammar help, such as commas, run-on sentences, alliteration, fragments.
Grammarly premium offers advanced writing features, such as plagiarism detection and style checks.
The Hemingway Editor is the perfect online tool for editing short pieces of writing, such as emails.
In addition, the Hemingway Editor will make your writing clear and easy to read. You can use this editor to check how hard it is to read your work.
Microsoft Word and Other Editing Tools
Microsoft Word has helpful features. When you open Microsoft Word, go to File > Options > Proofing. You can choose what options you want Microsoft Word to check for AutoCorrect and spelling.
Most popular providers have editing options for emails. Gmail, Yahoo, and Outlook offer formatting tools as well.
Writing emails can be hard. It can help to use short sentences and have good words. Your email is like a reflection of you and your work. You should keep in mind how it might look to others who read it.