Email Etiquette: 7 Tips For Writing Smart Corporate Emails
Emails have befallen the back bone of business affairs in our time. Whether it brings new relationships or new business contacts; quality emails always gains quality output. The magnitude of email communication in the present scenario has to be dealt with high priority. So how we can write good quality emails. What are the things we need to consider while writing? Let’s steal a look!
Keep it simple and understanding
Craft your most vital point first, then offer details if required. Emails are meant to be read and understood on the very first view itself. Always try to keep it in simple language. Write specifically what transpired, and what is expected from the recipient with short paragraphs or even bullet points. Try to read the text from the point of recipient and make sure he/she will be able to understand the intention of writing the email. Don’t assume the recipient know what you are talking about. Email the context in such a way that you describe the exact content in an indulgent manner.
Be careful about your tone
Respect is an integral component of corporate emails. Unlike face-to-face meetings or even phone calls, those who read your e-mail messages don’t have the assistance of your pitch, tone, inflection, or other non-verbal cues. Whether you are emailing your subordinates or one of your prosperous clients, make sure you incorporate the most courteous ingredients with perfect mix. Try to add some phrases such as Please, Kindly etc while starting the email. Also end the emails with a “Thank you” note all the time.
Always make your subject line reflects your contents
Subject is one of the important aspects of email communications. In normal terms, recipient will always go through the email irrespective of the structured headers. Heavy weight corporates have the culture of prioritizing the emails on the basis of the email subjects/headlines they receives. So it is advisable to cultivate a culture of writing clear and transparent subject lines for email communication. The more precise you can be about your subject heading, the better.
Use a professional salutation
Always start you email with proper salutation. As we are on the verge of modern corporate civilization, Dear Sir/Madam, Hello All, Hai Sir etc has been improvised to the category of professional salutations. A well built start is what they offer. So make it useful when all the time. Also use a signature with your contact information while emailing. This is a civility for those receiving your messages. These acts make your email professional, irrespective of the contents you choose.
Forget emailing personal matters
Corporate emails are meant for subjective evaluation and review on demand. Never ever email your personal matters. If you need to talk about more than one subject, send multiple e-mails. Even though it is confidential, don’t think that it is not private. If you want to communicate your personal issues and concerns, there are many other alternatives available. Emailing personal matters via corporate email ids will always be a blind move which may or may not cause an issue in future.
Beware of “Reply All”
E-mail messages won’t die. You can generate a hellhole of divergence if you are not watchful. Replying to emails will always be a vigilant affair. You may or may not be informed about the cc or bcc tied up with the arrived emails. So before hitting send button, always make sure that you didn’t pin pointed any personnels in the email link while sending reply to all. Trust me, even a cyclone can happen sometimes, if you forget about these links.
Do proof read your message
Make this a habit. A habit worth a billion dollars. Do not punch send immediately after typing the message text. A glance of review may get you some value added things to the message. Either it correct at least one of your missing link or give you a better line for expressing the thought. It helps.
Read, read and read again before hitting send. That’s what sending corporate emails is all about.