Not everyone can write a precise business email. It’s a total craft that takes practice, drafts, structure, tone, and time to perfect. Not sure how to tap one out? Research it, learn from the best in the room, and model your email based on their style. The manner is huge, too.
Plus, you want to engage the reader so that they aren’t skimming through the paragraphs. You want to come across as direct, vibrant, and inspiring. Cut the email down into bite-size items with sections, bolding, bullet points and the like. It needs to be easy to digest. Avoid essays, yeah?
Ready to hit send? Have someone read it first. Feedback is crucial because you’ve spent half an hour writing it and are most probably seeing visions now. You could have easily drifted off towards the end and gone right off-topic so have someone check it.
Implement any changes then run the text through Grammarly to ensure punctuation, spelling and grammar are on point. Be as professional as you can be, then add a clear and direct subject line that summarises the email’s content in a few words. Make it easy for the recipient to understand the purpose of your email at a glance.
Tone and Call to Action
Are you delivering a greeting properly? Polite? Actionable? A position of control or apologetic? Whatever the case, always maintain a Professional Tone, and avoid using slang, jargon, or overly casual language. Be respectful and polite, even if the subject matter is contentious.
Being mindful of your tone is another key aspect as it is so easily misunderstood in written communication. Use words that convey your message clearly without sounding harsh or abrupt Consider the use of polite phrases and appropriate punctuation to convey the right tone.
Include a clear Call to Action. Specify what you need from the recipient or what the next steps should be, and use phrases like “Please review,” “Could you confirm,” or “I would appreciate your feedback by [date].” etc.
You also want to curate a professional email signature with your name, title, company, and contact information. This helps the recipient know who you are and how to reach you.
Fast 5 Email Tips
Be Cautious with Reply All and CC
- Use “Reply All” only when everyone on the thread needs to see your response
- Use CC to keep relevant parties in the loop, but avoid overusing it
Respect Privacy and Confidentiality
- Be wary of sensitive information – consider if email is the best medium for sharing
- Use BCC when emailing a large group to protect recipients’ privacy
Respond Promptly
- Try to respond to emails within 24-48 hours
- If you need more time, acknowledge receipt, and provide a timeline for your response
Attach Files Properly
- Mention any attachments in email body and ensure they’re attached before sending
- Use descriptive file names for attachments
Avoid Using All Caps
- Writing in all caps can be perceived as shouting. Use regular capitalisation for readability and tone. Just chill!
Now, hover over ‘send’ and blast off! Godspeed. 🙏🏼
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