Email is an essential way of communication within the business world, particularly if you’re working in a business that has multiple offices or one that has staff working remotely. With how often email is used and relied upon for effective communication, it’s a good idea to learn how to write them well and correctly.
Emails between peers and with clients within business need to be written in a certain way and utilize different techniques to ensure that they’re effective. Here are some of those techniques that when implemented can help you write emails a lot better.
Use the Subject Line Well
When writing an email, the hardest part for a lot of people is knowing what to put in the subject line. The best way to view this subject line is to consider it as having the same purpose of a newspaper headline. This means that when you write an email you want the subject line to stand out and attract the recipient, but to also summarize the content of the email.
It’s always important to put something in the subject line instead of leaving it blank, because this way it won’t be ignored or be considered spam. In addition, when sending emails that need a quick response, it’s also good to add a call to action within the subject line, such as ‘please reply by a certain date’. A professionally written subject line will have all the needed information within it without the individual opening the email. This means that instead of having the subject line ‘meeting’ change it to something like ‘Performance Meeting – 11:30 am 06/01/2021’. This way the recipients know what the email is about and are more compelled to open it.
Utilize Email Signatures
Email signatures are a great thing that businesspeople should add at the end of their emails to sign them off. This is because an email signature can be used to tack on important information that can be useful to the recipient. A good email signature should include your name, role within the business and contact details, and could also include links to your LinkedIn or personal website.
A signature can make you appear more professional and organized and improves how people perceive you as a result. To make the best business signature, check out this Email signature software for G-Suite.
Don’t Overcomplicate Via Email
Email is useful but it’s important that you don’t overdo it. Receiving a lot of emails throughout the day can be one of the many things that are stressful for workers to deal with, so you don’t want to be contributing to that stress by sending emails that don’t really need to be sent where the information can be communicated with a conversation.
It’s also important to avoid sharing personal or sensitive information via email, as all it takes is one person forwarding it to someone else for your conversation to be shared. Be sure to learn the most appropriate forms of communication for your query or instruction. You could always Google a question so that a colleague is not bothered or schedule a meeting on the shared calendar.