Emails may have been considered quaint and interesting during the time of their conception (we remember e-Cards dripping with virtual glitter sent for someone’s birthday,) but now they are a vital component of business communication. It is estimated that email communication has now overtaken paper communication by as much as five times in the last ten years. It’s amazing to consider, but of course rational to think of. This means that writing an email is no longer a fun thing to do. Formatting matters, as does the language involved.
For this reason, learning how, or teaching your staff how to write professional, courteous emails is incredibly important. Of course, depending on the type of firm you are, you may consider beginning this in variant ways. For example, a legal firm will likely not want to express dialogue in their online discourse, but a small family run fancy dress shop might revel in it.
Writing your best professional emails take a little time to master, but they can be achieved and perfected.
Here are some tips as to how:
Regular Formatting
It’s incredibly important to ensure that you use regular, perfect formatting in each email that your business sends. From the typeface to the letterhead logo sizing and colouration, your emails should not only look the same but stay drafted the same. This means that when an employee loads up a template, they needn’t have to adjust this, they can just begin writing and the system will take care of everything for them. It’s not hard to see how this could be very useful and save your employees time in the long run.
Polite To A Fault
Your emails must always be written with the most cordiality you can muster, but make sure not to express yourself in too saccharine a manner. Polite can mean the use of brevity, in other words getting to the point quickly. Emails are often not conversational pieces. You are not socializing. Past ‘please,’ ‘thank you,’ or ‘this is appreciated,’ you should only focus on the content of what needs to be said. Remember that people read on average around one hundred and fifty emails per day in an office, meaning that saving your recipient time will always be looked upon fondly, especially in the content of your message is quite simple.
Contact Information
It’s essential to use uniform contact information to help your recipient contact you via your email, or other means if their system is having troubles, or they wish to save your information for a later date. Using email signature management services can help you lay this out with perfect, again using a template as discussed earlier. In the modern office environment, these signatures can also be served as a ‘one click’ addition to a contact address book in a digital service, or become saved to your contacts profile. If formatted the right way, this means that the effort needed to ensure your information is retained is minimal. As someone looking to spread their influence, this should be one of your main considerations.
With these simple tips, writing your best professional emails will become a matter of ease.
