Buzz
Email serves as a communication tool for most individuals, eliminating the need for face-to-face conversations with partners. It allows us to manage projects seamlessly, even with colleagues scattered around the globe. On average, each person uses email for business, sending and receiving over 100 emails daily.
However, a prevalent issue is the sea of misunderstood emails. Recent Sendmail research indicates that 64% of people have encountered discomfort and misunderstandings in emails, leading to unintended consequences. Therefore, the crucial aspect is to write emails clearly and accurately.
The burning question arises: 'How to craft a standard, professional email.' The reality shows that writing concise and understandable emails reduces the time spent on email communication and enhances overall efficiency. Yet, writing a clear email is not a simple task; it requires skills.
Now, SoftwareTips.vn will assist you in crafting professional emails, providing a comprehensive overview and guiding you towards a writing style aligned with clear objectives.
1. Ponder before you pen.
Whenever you sit down to write an email, take a few seconds to ask yourself: 'Why am I sending this? What do I need from the recipient?' If you can't answer these questions, refrain from sending the email. Writing an email without knowing your objectives is truly a waste of time.
This is also the opportune moment to answer the question: 'Is this email necessary?' If your task is urgent or you're trying to resolve someone's issue or explain a process, opt for a direct call or face-to-face meeting instead of drafting an email.
2. Craft an Engaging Email Subject.
In this section, it's crucial to let the recipient know the issue you want to convey and immediately capture their attention as your email competes among hundreds in their inbox. Otherwise, your email might get overlooked, deleted, or dismissed as spam.
Note that careful language choice is essential to give the recipient a comprehensive understanding of the email you're sending. If it's a weekly work report, include the date in the email subject. Never leave the email subject blank. It must be clear and written in plain text to avoid font issues and ensure readability for the recipient.
3. Opening Lines in Email Content.
Always start an Email with a greeting, such as 'Dear Sir/Madam.' Choose an appropriate salutation based on the level of your relationship.
4. Main Content of the Email.
When composing a standardized email, formatting and using appropriate fonts are essential. Avoid writing entirely in uppercase, using excessively large or small fonts, and randomly bolding or italicizing text. Additionally, ensure correct punctuation placement following text drafting rules. Many people overlook this requirement, though it's a specific minimum request as follows:
+ Capitalize the first letter at the beginning of a sentence; avoid writing in all caps.
+ Place all punctuation marks closely next to the preceding word, space, and followed by the next word.
+ After a period, always capitalize (proper nouns, locations).
+ Complete your thought before punctuation, use commas in compound sentences.
+ Avoid writing long paragraphs; instead, break them into smaller, well-defined ideas.
+ Avoid excessive use of exclamation marks (!) as it can make your email less professional.
+ Take a moment to proofread for spelling errors, basic punctuation mistakes, and sentence structure.
Note: Use concise and clear sentence structures, highlight essential information, maintain a polite language, and show respect to the recipient. Avoid using offensive, sarcastic, or provocative questions.
5. Insert images, hyperlinks, or attach files.
No matter the type of email, refrain from sending attachments with too many images; remember to send files under 100KB. Nowadays, you can upload these files to the internet via Google Docs and send them a link instead of attaching them directly to the email.
6. Closing section.
Before concluding your email, express gratitude to the recipient. You can start with: “Thank you for your patience and cooperation” or “Thank you for considering.” Follow with “If you have any questions or concerns, please let me know” and “I look forward to your feedback.”
Wrap up the email with a concise “Regards” or “Thank you” to convey respect to the recipient.
7. Signature.
This section is quite crucial, often overlooked and underutilized. The email signature serves as an additional contact information layer, allowing recipients to reach out directly when needed. Include details such as: full name, email address, Outlook, Skype, phone number, and physical address.
8. Review the Entire Email Once More.
Give your email a final read, checking for spelling errors and language usage. If there's any ambiguity, recipients may hesitate to respond to your email.
SoftwareTips hopes that the shared insights here will provide you with a clear understanding of how to write a standard, professional email that you can apply to your own communication.
