Despite the advent and popularity of texting on social media platforms, emails still remain the most valuable communication tool for business operations. The widespread use of emails in business and academic settings brings about new challenges for everyone. Although emails are not formal as business letters, still they need to be professional to represent a good image of company as well as the employee.
While writing a professional email, one needs to be very diligent and careful about certain things that might appear very inexperienced and immature if not examined properly. Several guidelines need to be followed while writing professional emails.
1) The presentation should be professional
While writing emails, standard fonts and format should be used instead of making it over creative. If an individual goes on using rainbow colours then it would make him/her look amateur. The email should begin with a greeting, however should not be informal.
2) Knowing the exact purpose and using the "One Thing" rule
It is very essential to know whom the email is being addressed to. All emails should have a clear and exact purpose. The main point should be included in the opening sentence so that the recipient has a clear view. The message should be kept focused on a single topic and should not be deviated.
3) Keeping simple and straight email ID and using a professional signature
It is advised not to use irrelevant email IDs. Email IDs even establish a professional image. Bullets should be used to make it convenient for the reader from reading paragraphs.As a white collar executive, to leave an everlasting impression on the reader or the recipient it is necessary how to sign off while writing a professional email.
4) No emoticons should be used
A strict no in writing business letters and emails is the use of emoticons. There is a fine line between humour and sarcasm which is difficult to achieve in writing therefore we must cross the two lines. The same goes with slangs, abbreviations or acronyms used nowadays.
5) Grammar and Spell check
The grammar and spelling errors portray as a bad communicator leaving not so good image. Hence a proper spelling and grammar check should be followed simultaneously. First impression is the last impression hence written communication skills play a significant and key role in emails.
6) Proofreading and Responding promptly
Before you hit the send button, proofreading the email is very necessary to avoid any errors. It is thereby required to be available for the online correspondents to make it look generous and courteous. The closing remarks should even be kept check of.
It is no-brainer emails are becoming the primary objects of online marketing. The common professional courtesy and etiquette should never vanish while writing a professional email. It is advised to use active voice while writing emails. The sentence structure should be framed in a way such that it does not lead to a vague interpretation. Email is a less formal method of communication than writing a letter or making a phone call. A vivid and clear display of points aids the recipient respond in a better way. The rewards would be instant if proper and standard structure is followed.