How to Write Effective and Professional Emails

Whatever the case, you don't need to worry, because writing the perfect professional emails will start to feel simple, even automatic, with some practice.

Whatever the case, you don’t need to worry, because writing the perfect professional emails will start to feel simple, even automatic, with some practice. Here I have found a few tips to help get you started.

You may want to project confidence and control over the emails you draft, but you are nervous about arranging each part in the right order. You may be unsure as to how best to say hello. You may not have grown up speaking English at home; perhaps this is not yet the language in which you dream.

All of this Inspiration came from Instructional Solutions and wikiHow.

Table Of Contents

Part of the Email

  • Subject line.
  • Addressing the recipient.
  • Body of the e-mail.
  • Closing sentence.
  • Signature and Address Line
  • Carbon Copies (CCs)
  • Blind Carbon Copies (BCCs)
  • Attachments

Subject or Subject Lines

Do this:

  • Write the intent clearly in the subject.
  • Write the topic briefly.
  • Explain your main idea in three to four words.

Don’t do this:

  • Do not send any mail without a subject.
  • Do not write the subject in long lines.
  • Do not write all the details in the mail on the subject.

Note: General lines in the subject e.g. Do not write Hi, Re, Fw, Hello or From ABC Company.

Addressing the Recipient

It is important to know how to address the recipient in order to have a good relationship. When addressing the recipient, consider the following instructions:

Do this:

  • When addressing the recipient, the first mail should include his full official name and title. E.g. To a gentleman Hi Mr. or a woman Hi Ms. should be called. • According to the situation, Dr. or Prof. Titles like these should be used. (E.g. Hi Dr. or Hi Prof.)
  • If the recipient begins to address by the first name, the recipient should also write by the first name only.
  • The degree of honor should not be awarded if it is difficult to determine the gender of the recipient’s name.

Don’t do this:

  • Avoid using a household name or nickname because it’s not proper etiquette. Taking unfair freedom to write like Hi Srini in official correspondence, is not good behavior.

Email Text (Body of the Email)

To write an effective email, use the following steps:

  1. Decide the purpose of the e-mail.
  2. Know your recipients.
  3. Get started effectively.
  4. Follow simple and straightforward style.
  5. Avoid complicated, long sentences that are less powerful.
  6. Think of an idea in one paragraph.
  7. Choose words that have a positive tone.
  8. Use appropriate punctuation to avoid confusion.
  9. Check the spelling of words to avoid abbreviations.
  10. Maintain an official tone, even if the message is personal.
  11. Read, modify, and modify the message before sending it.

Last sentence or Closing Sentence

Do this:

  • End the mail with interesting lines, which will give it a nice shape.
  • End the mail positively which will show a good kind of balanced behavior and experienced attitude.
  • Write the last sentence in a way that reflects the company’s positive attitude.
  • Say thank you according to the situation.

Don’t do it:

  • Avoid ending abruptly, it can make an unpleasant impression.
  • Avoid extreme modesty that makes you feel very poor, always keep a balance.

Signature and Address Line

The signature line should be standard. The preferred signature lines are ‘Regards’ and ‘With Regards’. The signature lines of priority are ‘Yours sincerely,’ and ‘Yours faithfully’. Full address details must be provided. Also provide information such as name and full postal address, post, and telephone number. But it can be a bit informal when sending internal mail.

Carbon Copies (CCs)

Carbon Copies or general information mail CCs and some following tips you should be used.

Do this:

  • Only send CCs if there is a message to the recipient.
  • Reply only when sending a message.

Don’t do this:

Do not send CCs if the recipients are not related to the message and they do not owe any message.
Avoid responding to other CC recipients when replying. Responding to each other recipient without a valid reason is likely to lead to confusion.

Blind Carbon Copies (BCCs)

The option of blind carbon copy or BCC has some advantages. A person can do some clever correspondence by marking BCCs. The BCC field can be used effectively with the following steps:

Do this:

  • Mark the BCC if the main recipient does not need to know other recipients.
  • Maintain privacy and avoid difficult situations.
  • To make the message look attractive.
  • To save the recipient from rotating the entire list of e-mail addresses.

Don’t do this:

  • Do not expose the recipient’s e-mails to strangers by entering CC or To fields.
  • Sometimes the email addresses in the BCC field do not reach the specified location because some spam filters automatically delete these emails.

Attachments

Use of attachments additional files in professional emails e.g. used to share PDFs, photographs, or logos. When sending attachments, consider the following things:

Do this:

  • If there is an attachment larger than 1 MB, inform the recipient in advance.
  • Compress and send these files.
  • Think twice before sending files with graphics or photographs, and these files take a long time to download.
  • Send it in parts, Instead of sending the entire document.
  • Send the address of the website but do not send the complete details on that website as a separate attachment.

Don’t do this:

  • Avoid sending attachments with extensions like .exe, .bat, or .com as they usually spread viruses.

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