How to Craft More Professional Emails
From Skype and iMessage to Slack and more, modern-day apps make it more convenient to converse with colleagues and customers than ever before. Many companies utilize these platforms and applications to stay in constant contact with their customers or clients, but is email totally a thing of the past?
For many businesses, email is still a crucial aspect of their everyday operations. Whether it's responding to a customer inquiry or staying in touch with a client, the simple art of crafting a professional email is still important for the reputation and standing of your brand.
But not every email you send will be a professional email. In fact, with how busy business owners can be, sometimes sending the perfect email is more of an afterthought. We're here to argue that creating professional emails is seriously simple, with just a few easy tips.
It starts with proper grammar
It's quite easy to make a spelling mistake or two while crafting an email, however, it's a whole other ball game when an email is littered with grammatical errors which could have been avoided with a thorough check. That's why we love browser extensions like Grammarly. With an app like Grammarly, any email you compose on an Internet browser (like Gmail) can be checked for grammatical mistakes and sentence structure, so you'll always put your best foot forward - without really having to try ;)
Knowing your recipient's name goes a long way
Especially true when pitching a prospective client or a brand you've never personally met before, it's important that you know the name and details of your email recipient. Not only does it show that you went to the effort to actually find out who you should be directing your inquiry too; it's more courteous and professional. As opposed to offering a generic introduction, tailor your email to a specific individual for a more personalized touch.
Stick with concise yet enticing subject lines
Depending on the recipient or goal of the email, some of your email subject lines may be more quirky than others, however, it's best to keep these lines brief and "to the point." Lengthy subject lines rarely get read, but providing your recipient with a brief overview as to the content or purpose of your email is always a safe bet when crafting an email you'd actually like the person to open ;)
Avoid complicated fonts and the overuse of emoticons
Similar to your subject line, whether or not you use emoticons in your email can depend entirely on the recipient or purpose of the email. It is important, however, to avoid using ornate fonts and littering your email with emoticons. For some, complicated fonts can be difficult to read and may not be taken seriously by the receiver. Emoticons may be appropriate in certain situations, but if your gut tells you that an emoticon may be inappropriate, listen to your intuition. It's also important to keep in mind that not every email server receives and shows emoticons in the same way, so the use of emoticons may be lost on the recipient.
Include an email signature
A simple way of signing off any email is with a custom email signature. Most email platforms or software allow you to embed a custom signature (such as a graphic), however, including your name and contact details in an email signature personalizes your email and provides people with a simple way of getting in touch with you. It's a small touch which makes every email you send look that much more professional.
Keep your email content brief
Getting carried away with a never-ending email is easy, but keeping the content brief is often the better option for both sender and receiver. Just like your subject lines, your recipient is likely to skim over any unnecessary information; so, opt for including only the pertinent details and essential info that your recipient needs.
ALWAYS proofread your emails before sending them
It's inevitable that mistakes will happen, and some emails you send may end up appearing less than perfect. However, a simple way of avoiding sending poor emails is to proofread your correspondence. Whether it's an introductory email to a potential client or a generic response to a colleague, proofreading your emails often takes less than a few minutes and will allow you to catch any untoward mistakes which make your email etiquette appear unprofessional. Proofreading is key to ensuring you send better, more professional emails!
But don't forget common courtesy
Just like texting, your tone can be easily misconstrued in an email due to the fact that you are not able to interact with the recipient face-to-face through an email. Thus, it is important to keep in mind how your words or tone may come across to your recipient. In most circumstances, a kind greeting and professional closing will leave your recipient feeling more open to reading and responding to your content in a like-minded manner. After all, you lose nothing by being kind ;)