
When we click Send Email button we transfer our thoughts and ideas into other people’s minds. So as to speed up this transfer process and make people enjoy reading our emails we need to make sure that our emails are easily readable, beautifully aligned and well structured.
Below are the basic checks that should be done before the email is sent.
Check that all recipients included
- Include the persons, to whom the email is directly related to, into the “To” field
- Include all other persons, whom you just want to keep informed, into the “Copy” field
- If you are replying to the message with multiple recipients make sure that you selected the “Reply” or “Reply to all” option correctly
Provide subject line
- Keep subject line informative and self-explanatory
- Try not to exceed 41 characters — or 7 words
- Recheck that subject line correlates with the main body after the whole email is written
Start with salutation
- If unsure about gender and marital status (Mr/Ms/Mrs) better use titles (Professor, Director, CEO) with surnames or just full names
- Use word combinations if you’re referring to the group of people or to the general email address (Dear members of/Dear marketing team/To whom it may concern)
Commonly used salutation phrases :
Hi/Hello [name] — use in both formal and informal emails. Choose Hello if you want your email sound more formal
Dear [name] — use in formal emails or when you need to show the respect to the recipient
Greetings/Hi there — use when you do not know the recipient name or when you write to general email address
Proofread before sending
- Check that there are no spelling mistakes
- Check that there is enough information provided for the recipient to understand the email
- Check that each new idea goes in a separate paragraph (or if possible in a separate email)
- Remove redundant words and then try to do it again :)
- Check whether the attachment is included if needed
Finish with a closing
- Create 2 templates for signature: short and full
- Use short version for emails sent as replies or informal email. The short version must include closing phrase and name/full name
- Use full version for formal emails. The full version must include closing phrase + name, surname, job title, company name, contact info and etc. Use full version for formal emails.
Commonly used closing phrases:
Regards/Sincerely/Best wishes — use for any emails
Thanks in advance/Thanks/I appreciate your [help, input, feedback, etc.] — use for emails where you need an action/help from recipient
PS: Short infographic with rules is provided on Pinterest.
Sincerely yours,
Veronika
