Putting together the perfect work email is a tough task. There are certain things in regard to emails that you should always do, as well as never do. Following this simple list of do’s and dont’s will go a long way in making sure your emails have a professional voice and get your point across effectively.
It constantly amazes people how many emails they get each day with a plethora of spelling and grammar mistakes. Nothing says unprofessional like silly mistakes in your emails. Always make it a point to proofread and spell check your emails before sending them. Along these same lines, make sure that you included everything you wanted in the email and make sure you didn’t forget any attachments.
Adapt to the Recipient:
Adjust the wording/format of your email depending on whom you are sending it to. Depending on who you are writing to, you need to find the right balance between a formal and casual tone. It’s also good to know how busy the person is when sending the email to know if you should just get straight to the point.
Provide a Clear Subject Line
A clear subject line is important for several reasons. First of all, the reader will know right away what the email is in regards to and whether it requires immediate action. Secondly, it allows the reader to be able to easily find it by using filters or by doing a simple search. You should NEVER send an email with a blank subject line.
Send One Word Responses:
Sending a one-word response is never a good idea. “Okay” and “Thanks” are the most common, but they are unnecessary. If there is more content that can be added to the email, go ahead and add it. If there is nothing else that could be added, don’t send it at all.
Using emoticons can be cute when texting your significant other, but they should be kept out of professional emails. In a professional environment, it gives off the wrong vibe. It makes you seem too lax or laid back, which is not the image you want to portray in a business setting.
Along the same line as emoticons, abbreviations should be avoided in professional emails. They make you seem lazy and they can easily confuse the recipient of the email. Stick to writing words out fully and you will be alright.