Tips to write effective professional emails,email writing tips,how to write effective business emails,sugggestions on email communication
How to write effective professional e-mails?
Tips to help you write effective professional e-mails. There are no hard rules, but there are many hints and guidelines that can assist you email efficiently and creatively. These simple suggestions can help make all kinds of email communication more effective.
Think & jot down the points you need to write. Your messege in the mail should be both understandable & useful to the user.
Keep your message focused and readable. It should be short and concise but not as short that the reader has no idea what you are talking about & is left mid-way. Remember that reading an e-mail is harder than reading printed communications and a long e-mail can be very discouraging to read.
Do not attach unnecessary files.By sending large attachments you can annoy customers and even bring down their e-mail system. Wherever possible try to compress attachments and only send attachments when they are productive. Moreover, you need to have a good virus scanner in place since readers will not be very happy if you send them documents full of viruses.
Write a meaningful subject line.
NEVER EVER TYPE IN ALL CAPS! Online, all-caps means shouting. Regardless of your intention, people will react as if you meant to be aggressive.
Remember that verbal communication can be denied anytime. But if you write it, you may be held accountable so choose your words carefully while committing anything in the mail.
Take the time to make your message look professional. Always poofread your document for spell check & grammer check before you sent it.
Don’t “spam” your readers. Don’t send them unnecessary or repeated messages as then they’ll quit opening any message from you.
Respond promptly If you want to appear professional and courteous, make yourself available to your online correspondents. Even if your reply is, "Sorry, I'm too busy to help you now," at least your correspondent won't be waiting in vain for your reply.
Don't leave out the message thread. When you reply to an email, you must include the original mail in your reply, in other words click 'Reply', instead of 'New Mail'.
Add disclaimers to your emails. It is important to add disclaimers to your mails, since this can help protect your company from liability. If you add a disclaimer at the bottom of every mail, saying that the recipient must check each email for viruses and that it cannot be held liable for any transmitted viruses, this will surely be of help to you in any legal matter.
