With the growth of digital communications, emails are now frequently sent by anyone who has access to a computer or mobile phone in a professional and/or personal capacity. Emails are the fastest and most convenient way to deliver important documents and messages. In the past, any official documents had to be sent via the post office which was time-consuming. The possibility of your important documents being misplaced or stolen also needs to be taken into account. In more recent times, most entities would accept emails as a legally binding form of communication.
How to Write a Professional Email
There are of course different ways to compose an email depending on the context and recipient. The style of your writing can be used to convey not only your message but also your tone and situation. This blog post will highlight tricks that can be used to ensure that your business email is professional. Here are a few points to consider when composing an email:
Check Your Own Email Address
To begin, let’s talk about something many people overlook: your own email address. When signing up for a business email, keep in mind that it will be used for professional purposes and the people who will be exposed to it, are either colleagues or clients. Therefore, ensure that your name is in the actual address so that it is easily recognisable. Additionally, you should avoid nicknames or anything personal.
Good Example: John.Smith@AVTSolutions.co.za
Bad Example: Johnnyboi@AVTSolutions.co.za
Recipients’ Address
Your recipients’ email address is just as important as your own, therefore ensure that the address you have is correct. Typing the incorrect email address means that your email server will be unable to deliver your email, this can result in delays, confusion and the risk of important documentation being lost. To avoid looking unprofessional or frustrating recipients, keep the mailing list short and precise. Adding too many recipients to an email can appear unprofessional and irrelevant parties may get frustrated with your emails.
Subject Lines
The subject line should be a small summary of your entire email, compressed into a few words. The average office employee receives numerous amounts of emails daily, therefore, you need to give your reader a reason to open your mail. At a glance, your reader should be able to get a rough idea of the contents of the mail. If your subject line is vague or blank, you’ve already lost your chance of creating a good first impression.
Good Example: Requesting a Quote for Audio Equipment
Bad Example: Quick Question
Privacy
Before you start writing a business email, remember that the content may not remain private. It may need to be sent or forwarded to a few different people who may not appreciate everything you have to say. Therefore, stick to the underlined topic and maintain a professional manner, leave any personal opinions behind.
Brief and Concise
Talking from previous experience, our team at AVT have all occasionally received long emails. It is not only time-consuming for the sender to type but also tedious for the recipient to read. If your message can be conveyed in three sentences, don’t write four. We suggest that you use minimal wording to deliver a clear message. Furthermore, short paragraphs are easier to read, helping the reader to keep focused.
Good Example:
Good Day Mr Smith
Please find the requested quote attached. We look forward to hearing back from you.
Kind Regards
Bad Example:
Good Day Mr Smith
I hope this email finds you well. Thank you so much for giving us the opportunity to quote you for the audio visual solution that is needed. We hope that you are happy with the attached quote. Please call us should you have any questions, we look forward to hearing back from you.
Kind Regards
Choice of Words
With the popularity of texting and instant messages, we have grown accustomed to using slang and abbreviations in our daily digital conversations. However, emails (especially business emails) are a more formal method of communication. Ensure that you pay attention to detail and that the email is professional. Regardless of whether or not you are friends with the recipient, if you are emailing them for work purposes, rather use formal language.
Good Example: A new client has requested a quote for an office installation. Please arrange a meeting with the client in order to evaluate the situation.
Bad Example: Hey bro, some dude asked 4 a quote, go check it out.
A Great Signature Goes a Long Way
To sign off your email, we suggest that you build a professional signature that provides your clients with all your relevant information. This is particularly useful for salespeople or customer relations representatives. Suppose that you are emailing new clients, they should be able to see who you are, what company you represent, and how to get in touch with you should they need your services. Therefore, a good signature should have your company name and logo, your official position, as well as your company contact details.
Check Grammar and Proof Read Your Email
Always proofread your content (in the case of long emails, proofread two or three times) to make sure you haven’t made any spelling or grammar errors. This applies particularly to mobile users as most mobile devices now have autocorrect or autofill. You would not want any typos or random words to ruin your professional image. We’ve actually once received an email that ended with “Kind Retards” instead of the intended “Kind Regards”. Needless to say, we had a good laugh at the office that day.
Aside from the actual communication purposes, emails can also serve as a form of protection for your professional career. It keeps a record of activities and communication. With these points in mind, it should be relatively simple to compose a professional email. Happy typing!
