Communication Skills For Writing Effective Emails
- 1 Communication Skills For Writing Effective Emails
- 1.1 1. State your subject line clearly
- 1.2 2. Use a professional email address
- 1.3 3. Professional email greetings are advised
- 1.4 4. Avoid hitting the “Reply All” button
- 1.5 5. Check grammar
- 1.6 6. Show courtesy when writing an email
- 1.7 7. Be mindful of using capital letters
- 1.8 8. Double check your attachment
- 1.9 9. Review the recipient’s information
- 1.10 10. Sign off in style
One must be skilled in order to come up with a well-written email in the workplace. The knowledge in structure and style is essential for anyone to convey his message to the audience in a manner that is professional and clear.
The use of email in the workplace today can be apparently seen, but it’s not always the best communication tool to practice. When the aim is to communicate, there are several factors that must be considered such as the message, audience’s reaction to the information and the size of your audience. In a nutshell, the use of email is suitable when you intend to share any information that’s positive or neutral. But bear in mind, too, that there are times when other methods of communication are more appropriate. Face-to-face, phone, instant messaging, video conferencing, etc. may be more applicable in an organisation depending on the kind of information that’s meant to be shared.
When drafting an email, you need to keep in mind who your receiver is. In line with this, you should also take note of the size of your audience and their reaction. Reconsidering other means of communication and picking the most appropriate one is key to effective communication in the workplace.
- If someone will be terminated from his position, set a face-to-face meeting with the person
- If your audience are situated at some distance and you need to deliver good news, video conferencing may be a better option than email for you to see their facial expressions
Email is the communication king in the workplace. Use the tips below to start writing better emails today.
1. State your subject line clearly
Pay attention to what you write in your subject line and always be clear about it. If you’re writing to inform a colleague about an upcoming seminar, your title can be, “Information About the Seminar.” If you’re sending an email to notify about your meeting location and time, you can write, “Afternoon Meeting Details.”
2. Use a professional email address
According to several companies that offer hr services, when in a professional setting, the proper email etiquette is to use business email address rather than personal email address. Others may view the use of personal email address as unprofessional, especially when discussing private matters.
3. Professional email greetings are advised
Greet formally in the beginning and remain professional at all times. Choose to say “Hello” rather than “Hey” to maintain a civil and serious tone. Use the same professional greetings as you typically would if writing business correspondence with pen and paper.
If the email content would be of interest to all of the recipients, hitting the “Reply All” would be okay. When using proper email etiquette, you should take into consideration if your email is necessary or will just be another spam to other recipients.
5. Check grammar
Grammar should be given importance as the proper use of it counts. There are times when people pay less attention to correct usage but this should not be tolerated as errors should not overshadow your message. Sometimes your ears should also be put to use.
6. Show courtesy when writing an email
Acknowledging an email or responding to the message may not be required by the sender but it’s always a good idea to show courtesy. When this simple act of of being courteous is shown, your professionalism will be greatly seen and appreciated.
7. Be mindful of using capital letters
It’s not advisable to use capital letters as it implies you shouting in a face-to-face conversation. No one will appreciate being yelled at. So it’s usually not appropriate to incorporate the use of all caps when writing an email. But if you’re using acronyms, it perfectly fine to include.
8. Double check your attachment
Pay attention to attaching large files and before you do it, ask the recipient for permission first. If a heads up was already given, compress or zip the attachment. This will limit space in the recipient’s email inbox. It’s also a good idea to inform and define the expected time to the recipient.
9. Review the recipient’s information
Make sure that you’ve entered the correct name of recipient before sending your email. You need to double check recipient’s information before hitting the “Send” button.
10. Sign off in style
Always end your message with an email signature to maintain your corporate identity. It wouldn’t hurt to check your formatting too and make it appear like your own printed business card. Choose a simple font and go for standard theme to show a professional image.
Ayesa Lubag is a daytime writer for HR Dept UK, a company that offers complete human resources services and best practices to suit the needs of various businesses across the country. Her love for writing and the creative process stems from her passion for living. She believes that creativity is her defining quality and takes inspiration from books, films, music and travel.
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