Emails are the standard form of communication medium for people. People everywhere prefer to connect with another person over an email, as it perfectly fits into a busy lifestyle. But individuals not having a good understanding of email etiquettes cannot express their message soundly. Figuring it out is essential for both students and working professionals. Writing an email with a proper subject, body, and ending paragraphs gives an excellent first impression to your recipient. Keep reading to know about the ways you can draft impressive emails.
Tips for Writing an Email to Perfectly Convey Your Message
Writing better emails helps you to enhance your communication skills. These tips will allow you to create an email and get the desired response from your recipients every time.
1. Write precise headlines
It’s always important to start writing your emails with a meaningful subject line. Your recipient will open your email only if they understand the subject line. If it’s short, meaningful, and describes your content, you can be sure of getting a response. When writing this line, summarise your reason for contacting your recipient. Today everyone has their email inboxes full. If you don’t make an effort in writing good subject lines, your recipient won’t hesitate in sending your email directly to trash.
2. Don’t beat around the bush
Many businesses are competing for the attention of people. No one wants to waste their time reading a long mail and trying to decipher what it’s all about. So, you need to get your point across in as few words as possible. If you need to ask several questions to your recipient, use bullet points. It will pull their attention to what requires their response. If this task appears challenging, you can also seek the help of expert email writing services for this purpose.
3. Write the email in a respectful tone
You may love to throw in a few emoticons while chatting with your colleagues. But when writing an email, steer clear of them. It’s important for emails to be written in a formal tone. Also, never use slang words. Do not write short forms. Instead, write the whole word or term. Always end by thanking your recipient for their time in reading your email. Last but not least, revise your email and ensure that there are no grammatical or spelling errors in it.
4. Ensure that the mail is easy to read
Make your paragraphs such that people can understand your message even if they skim through the email. Find the main point and get rid of anything irrelevant. Focus on one call to action. If you provide too many of it, you’ll only confuse your readers. Add images only if you feel that they will provide some value to your reader.
5. Use email features like CC, BCC, and Reply All wisely
These three email features are tremendously useful but only when you use them correctly. Use BCC when you have to send your message to lots of people. Use the CC feature to send your email only to those who require it when you do. Use the Reply All functionality when you need to send a reply and notify every concerned person in the email thread. When you use these functionalities correctly, you can save a lot of your time and effort in creating email responses.
6. Create a simple ending
After you are done writing your email, close it off in a simple manner. Don’t write a fancy closing line, like ‘I will be thankful to you forever’ and ‘Please ma’am, I need your help and assistance.’ Instead of them, your closing line should be polite and short. Given below are some good closing lines you can use in your email.
- Best regards
- Kind wishes
- Thank you
- Take care
If you face any issues in drafting the body and concluding parts of your message, you can connect with professional email writing services. The expert writers are well-versed in the art of preparing impeccable emails for every purpose.
7. Do not forget to revise
You can get rid of many embarrassing mistakes while writing an email by ensuring that you edit and proofread it. Read your whole email and find out if it makes sense. Ask yourself, is it too long for your recipients? Copy the entire email and paste it on Google Docs to see if there are any grammar, phrasing, or spelling mistakes. You can also use tools like Grammarly to enhance the writing style of your message.
When you know the art of writing an email you can easily give a great first impression about yourself to your readers. These tips will help you get started on your journey to composing effective emails. Implement these tips whenever you draft emails, and you’ll be happy with the results. Alternatively, seeking professional help for writing emails is also not a bad idea, especially if you are strapped for time.