The past 15 years has witnessed e-mails emerging as the leader in personal and business communication. While personal emails are more casual in nature, business ones need to formal in nature and based on etiquette.
Are you confident that you are making the right impression while sending out e-mails? Do recipients respond the way you want them to when you send them e-mails?
Below is set of simple tips that should be following while composing an e-mail:
1. Focus hard on a catchy and effective subject line
An e-mail’s subject line is the first thing that captures the attention of your recipient.
Let us face the reality – your recipients are bombarded with hundreds of e-mails each day. Give him a reason to open your e-mail. Just like we read only selective news with catchy headlines in the newspapers or sites, your recipients will only open those with catchy subject lines.
The concept of KISS has been around for quite some time. Most recipients are distracted by work and other issues. They will find it difficult to read a long e-mail. KISS is an abbreviation for “Keep It Short & Simple”.
3. Focus on one thing at a time
Have a list of things you wish to communicate in your e-mail? Prioritize them and send them one at a time. When you convey a lot in one e-mail, there are chances that some elements in your e-mail will get lost.
4. Keep the most important content at the top of your e-mail
If your e-mail is significantly long, then you should include the most crucial text at the top. It is important that your recipients read it upfront.
5. Specify the sort of response you seek
Are you looking forward to a particular response from your recipients? Explicitly mention in your e-mail the call to action you seek as an e-mail response.
6. Be a good e-mail communicator
Ensure that you respond to all e-mails received in your Inbox regularly. If you do not track and respond to your own e-mails, how do you expect others to do the same?
7. Be careful about the font and formatting used by you
Use a font that is easy on the eyes. Also, ensure that you use proper punctuations and avoid all-caps. Keep the text aligned as well. Always perform a spell check before sending our e-mails.
8. Avoid informal language
Most business e-mails are printed out and read by people who may not be the intended recipients. Ensure that your e-mails are devoid of slangs as well.
9. Sign off your e-mail appropriately!
Most people are confused about how to sign off their e-mails. ‘Cheers’ or ‘Thanking you’? I think this is something you can take a call on – just ensure that you add a touch to your sign that is a blend of personal and professional.
10. Never Spam!
Send only e-mails that are meaningful and serve a purpose. If you have a history of sending silly forwards, then you should stop it immediately. Get serious and your recipients will take you seriously as well!