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How to Write Clear and Professional Emails

How to Properly Write a Professional Email (With Clear Points)

❶This makes your message clearer, and it allows your correspondent to reply to one topic at a time. What does Exempt mean?


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Part of the hard work of writing short emails is careful proofreading. Read your email aloud to yourself, checking for spelling and grammar mistakes. If you want to show your personality in your email, let this shine subtly through your writing style. Don't use emoticons, chat abbreviations such as LOL , or colorful fonts and backgrounds. While these might have been integral to your emails during your teenage years, they are rarely appropriate in a professional context.

The only time it is appropriate to use emoticons or chat abbreviations is when you're mirroring the email language of the person you're writing to. Email is a less formal way of communicating than writing a letter or even making a phone call. Writing as you speak makes you come across as personable and friendly. It also helps you to keep your emails short.

After all, few of us speak in extended paragraphs. Additionally, make sure your emails reflect who you are in the real world. If you wouldn't say something to a person's face, don't say it in an email. And remember to mind your manners. Keep in mind that learning how to write professional emails is important, but so to is organizing your email inbox.

Don't let your inbox become a disorganized mess. Learn how to manage your emails right. Spend less time in your inbox, while processing your messages more professionally. We have a special offer for you. Discover how to apply the best email management techniques now. What are your top tips for writing clear and professional emails? Let us know in the comments below. One of these professional templates may be just what your next project needs.

How to Write Clear and Professional Emails. Writing Communication Email How-To. This post is part of a series called Writing Effective Business Emails. How to Properly Write a Professional Email With Clear Points Writing emails that are short and to-the-point will reduce the time you spend on email and make you more productive. So what does it take to write clear, concise, and professional emails?

Know Your Purpose Clear emails always have a clear purpose. Use the "One Thing" Rule Emails are not the same as business meetings. With emails, the opposite is true. The less you include in your emails, the better. Practice Empathy Empathy is the ability to see the world through the eyes of other people.

With everything you write, ask yourself: How would I interpret this sentence, as someone reading it? How would this make me feel if I received it? Here's an empathetic way of looking at the world to help you get started. They don't have time to guess what you want, and they'd like to be able to read and respond to your email quickly.

If you can say something positive about them or their work, do so. Your words won't be wasted. Like to be thanked. If the recipient has helped you in any way, remember to say thank you. You should do this even when it's their job to help you. Keep Introductions Brief When you're emailing someone for the first time, you need to let the recipient know who you are. This is ideal because: It keeps the main email body as short as possible. Re-introducing yourself to someone who already knows you comes across as rude.

If she's not sure whether she knows you, then you can just let her check out your signature. Your signature should include: A link to your website. Limit Yourself to Five Sentences In every email you write, you should use enough sentences to say what you need and no more.

Entrepreneur Guy Kawasaki explains: Less than five sentences is often abrupt and rude, more than five sentences wastes time. Not sure writing an email in five sentences is possible? Stick to a Standard Structure What's the key to keeping your emails short?

Here's a simple structure to get you started: As Vinay Patankar of the Abstract Living blog explains: Examples of good closing lines include: Never use a long word where a short one will do. This advice is even more relevant today, especially when writing emails. This leads to another of George Orwell's rules for writing, which can help you keep your sentences as short as possible: If it is possible to cut a word out, always cut it out.

Use the Active Voice George Orwell again: Never use the passive where you can use the active. In writing, there are two kinds of voices, active and passive. Here's a sentence in the active voice: I throw the ball.

And here's the same sentence in the passive voice: The ball is thrown [by me]. If I had more time, I would have written you a shorter letter. In other words, writing short emails can be harder work than writing long emails. Is my request clear? Could there be any misunderstandings? How would this sound if I were the recipient? Delete any unnecessary words, sentences, and paragraphs as you proofread.

Remember, You're Not Fifteen Anymore If you want to show your personality in your email, let this shine subtly through your writing style. Write Like You Speak Email is a less formal way of communicating than writing a letter or even making a phone call. Over to You What are your top tips for writing clear and professional emails? David Masters is a professional blogger and ebook writer. You can find his books on Amazon and follow him on Twitter.

Feed Like Follow Follow Weekly email summary. Looking for something to help kick start your next project? Envato Market has a range of items for sale to help get you started. Get access to over , creative assets on Envato Elements.

Over 9 Million Digital Assets. Everything you need for your next creative project. Choose from 2, professionals ready to do the work for you. You may want to include the date in the subject line if your message is one of a regular series of emails, such as a weekly project report.

For a message that needs a response, you might also want to include a call to action, such as "Please reply by November 7. A well-written subject line like the one below delivers the most important information, without the recipient even having to open the email.

This serves as a prompt that reminds recipients about your meeting every time they glance at their inbox. If you have a very short message to convey, and you can fit the whole thing into the subject line, use "EOM" End of Message to let recipients know that they don't need to open the email to get all the information that they need.

Emails, like traditional business letters, need to be clear and concise. Keep your sentences short and to the point. The body of the email should be direct and informative, and it should contain all pertinent information. Unlike traditional letters, however, it costs no more to send several emails than it does to send just one. So, if you need to communicate with someone about a number of different topics, consider writing a separate email for each one.

This makes your message clearer, and it allows your correspondent to reply to one topic at a time. Thanks for sending that report last week. I read it yesterday, and I feel that Chapter 2 needs more specific information about our sales figures. I also felt that the tone could be more formal. Also, I wanted to let you know that I've scheduled a meeting with the PR department for this Friday regarding the new ad campaign.

It's important to find balance here. You don't want to bombard someone with emails, and it makes sense to combine several, related, points into one email. Notice, too, that in the good example above, Monica specified what she wanted Jackie to do in this case, amend the report.

If you make it easy for people to see what you want, there's a better chance that they will give you this. People often think that emails can be less formal than traditional letters. Emoticons can be useful for clarifying your intent, but it's best to use them only with people you know well. Close your message with "Regards," "Yours sincerely," or "All the best," depending on the situation. Email robs us of this information, and this means that we can't tell when people have misunderstood our messages.

Your choice of words, sentence length, punctuation, and capitalization can easily be misinterpreted without visual and auditory cues. In the first example below, Emma might think that Harry is frustrated or angry, but, in reality, he feels fine. Thanks for all your hard work on that report. Could you please get your version over to me by 5 p. Think about how your email "feels" emotionally.

If your intentions or emotions could be misunderstood, find a less ambiguous way to phrase your words. Finally, before you hit "send," take a moment to review your email for spelling, grammar, and punctuation mistakes. Your email messages are as much a part of your professional image as the clothes you wear, so it looks bad to send out a message that contains typos. As you proofread, pay careful attention to the length of your email. People are more likely to read short, concise emails than long, rambling ones, so make sure that your emails are as short as possible, without excluding necessary information.

Most of us spend a significant portion of our day reading and composing emails. But the messages we send can be confusing to others. To write effective emails, first ask yourself if you should be using email at all. Sometimes, it might be better to pick up the phone. Make your emails concise and to the point. Only send them to the people who really need to see them, and be clear about what you would like the recipient to do next. Remember that your emails are a reflection of your professionalism, values, and attention to detail.

Try to imagine how others might interpret the tone of your message.

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Despite the popularity of texting and social media, email remains the most common form of written communication in the business world — and the most commonly abused. Too often email messages snap, growl, and bark — as if being concise meant that you had to sound bossy. Not so.

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Feb 20,  · Last week, I shared tips for better email newsletter marketing. Today, we’re talking about simply writing effective emails. Today, we’re talking about simply writing effective emails. After all, sending an email that gets to the point and gets results isn’t always as easy as you might think.2/5(1).

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