In today’s internet-driven world, many people tend to click on reply, type the response, and press the send button without giving much thought to what’s written in the e-mails.
However, experts suggest that your e-mail behaviour can have a detrimental impact on your reputation, both personally and professionally. To help you get better at writing e-mails, we got in touch with the industry’s seasoned experts.
Based on our discussions, we have highlighted some of the best e-mail writing etiquettes that you should be aware of.
Never overcommit in the e-mail.
One of the primary reasons for workplace stress is the umpteen number of e-mails that people receive. So, before you start writing one yourself, ask yourself – Is this e-mail needed?
What can you do if the e-mail is not necessary? Go for the obvious – IM or phone as these can prevent unnecessary back and forth. More so, many times, e-mails are not considered the safest mode of communication. People tend to forward e-mails at times without even deleting the conversation history. Thus, at all times, you must avoid sharing personal or sensitive information via e-mails.
‘An important e-mail etiquette is one must never write anything that they would not appreciate being plastered on the office billboard,’ advises James, an educator who provides CDR report writing services.
Also, never deliver bad news in person. It enables you to communicate with compassion, empathy, and understanding. Additionally, you also get a chance to make amendments if your message is taken wrongly.
Have a precise goal for the e-mail
When you decide to write an e-mail, you need to determine your expectations from your e-mail. Now, start writing the e-mail with that goal in your head. It is impossible to achieve a particular goal from your e-mail if you do not even know why you are writing what you are writing.
‘When you decide on your e-mail’s goal, it is vital to keep it simple to not make it very complicated for the audience,’ suggests Dave, an associate with Razorhood, a platform where you can find reviews for some of the best eyebrow trimmers.
Let us understand what Dave is trying to say here with an example.
See, for instance, you write two different kinds of e-mails with two different goals:
- E-mail 1 – An e-mail wherein the objective is for the reader to click through the link that directs them to the landing page.
- E-mail 2 – An e-mail to get the readers to click through the landing page, watch a YouTube video, and share the same on social media.
Which of the two e-mails do you think is more likely to motivate the reader to materialize the objective? Naturally, it is e-mail 1. Why? The e-mail has a straightforward goal, and the keyword here is ‘simple.’ On the other hand, in e-mail 2, of the three actions, the reader might perform only one of the functions.
E-mail subject line is vital.
Anytime I receive an e-mail from someone wherein the subject line is a tease or simply does not relate to the e-mail’s body, it frustrates me like anything,’ comments Jessica, an EmbraceGardening representative.
Well, we 100% agree with Jessica on this. Your e-mail should have a subject line, and a subject line must directly give the reader a gist about the e-mail.
Highlight CTA and use bullet points
‘With bullet points, it is easier for the reader to read through the e-mail quickly and effectively comprehend what’s written in there,’ comments Hannah, an associate with MyPlumbersChoice, a platform wherein you can find the best flushing toilets reviews.
Yes, bullet points are an effective way to put forth the key points of the e-mail. Further, if you want the reader to take action after reading the e-mail, mention the call to action, and highlight it.
Be brief, polite, and clear.
Again, people receive a minimum of twenty e-mails every day. So, if you write an angry, confusing, or long e-mail, the recipient may not feel motivated to revert immediately. Now, once the e-mail goes in their unread messages, they may forget about it and might not bother to open it again. Consequently, your e-mail may be overlooked or deleted without a revert.
Thus, it is quintessential for you to draft e-mails, which are to-the-point but not rude.
You can treat your e-mails as your college essay, but know that it should not be as long as an essay, and you will never fail to write a good one. When you write an essay, you first have to introduce the topic, and then explain the different pointers, and lastly, you need to conclude the topic. You have to follow the same pattern with your e-mail, but it should be only 40 percent of the essay’s length.
Most people can write good e-mails, but they fail at keeping them precise. An excellent way to go about this is, first, write the e-mail regularly, and then read it two-three times.
After reading it, you will automatically come across several points that are repetitive or unnecessary. You need to get rid of these points from your e-mail.
Ensure that your e-mails are identifiable
In many cases, the e-mails are ignored for a simple reason; the recipient does not recognize you immediately. So, if you think that you are writing an e-mail to someone who is not in regular touch with you, such as a client or a customer, you should always start your e-mail by writing a brief one to two-line introduction about yourself, and then you can go on regularly with your e-mail. Always mention your full name in the e-mail so the reader can identify you immediately.
So, these are some helpful e-mail writing tips that everyone must know. Employing them while writing your e-mails will improve the chances of success of materializing your desired goal.