7 Useful Tips for writing email effectively

Email drafting skills are necessary in this modern world. Double-check your email address before you hit the send button. There are so many email templates to follow. Newsletter templates can also be used for email writing. Here are some tips for writing emails

1. Writing a meaningful subject line

Before hitting send,” take a moment to compose a topic that explains the material with clarity, giving your reader a clear purpose to open your post. A vague or blank subject line is an opportunity lost for educating or persuading the reader.

Know your message is not the only one in the mailbox of your receiver. A simple topic will help a busy professional determine that your email is worth it.

2. Differentiate between formal and informal situations

It is all right to use “Smiles” (IIRC for If I recall rightly”) and non-standard punctuation and spelling when writing to a friend or close colleague 🙂 (like that found in instant messaging or chat rooms).

These language shortcuts are usually indicators of friendly privacy, such as exchanging cold pizzas with a member of your family. You would give the impression that you didn’t really care about the meeting if you were trying to share the cold pizza with a first date or a visiting dignitary. Do not use casual language in the same way if your reader expects a more formal approach and take this email tip as a life lesson.

Know the condition always and write it accordingly.

3. Don’t Expect privacy in Email

A strong motto: “Public praise and private criticism.” Don’t give something to the breakroom — with your name attached — that you don’t like.

Email is neither safe nor secure. Much as random footballers can enter a physical mailbox and take envelopes, you can possibly read all e-mails on your work account from a curious hacker, a malicious criminal, and your IT department.

If in an email you disregard the truth (downplay a problem, leave significant information, etc.), you create a written record that you can (and will use to decide if your recipient can.

  • You are not sure of the fact
  • you are told but you distort the facts purposely
  • Your confused and contradictory emails don’t help you to decide the facts

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4. Identify yourself clearly while writing emails

If you called someone outside of your nearest circle, someone who probably wouldn’t know your voice, you could say something like, “Hello Ms. Wordsworth, this is Sally Griffin.” For routine office contact, a formal “Dear Ms. Wordsworth greeting” was not required.

We expect much back and forth when we send text messages to our mates. But email users don’t like to get a mysterious message from an email address they don’t know.

Although a routine e-mail needs no formal greeting, like “Dear Ms. Wordsworth,” ask yourself if the person you write knows enough about your e-mail address.

5. Show Respect and Restraint

Although most people know that email is not private, before sending a personal message, it is a good way to ask the sender. If someone sends an email to you the request can be sent to a person who can help, but sending a message is tacky to mock the sender.

When submitting confidential information to large groups, use BCC instead of CC. (Examples include sending a bulk message to those who are at risk of failure, or suggesting to unsuccessful applicants that a position is no longer open.) The message is embedded in the name of those on the CC list but concealed are people on the BCC list (“blind carbon copy”). If your mail editor doesn’t like blank space, place your own name in the “To” box.

Be forgiving of blunders on other people’s etiquette. If you think you were offended, give the line to your sender and add a neutral comment like, “I’m not sure how to interpret that could you clarify it?”

6. Be proactive.

So many people view email as something to keep up with. We are concerned with getting answers to each person who contacts us but we don’t see how e-mail will support us or our entire company better. Email is a perfect way to meet potential customers and keep them in mind. Connect people on your network to what you really feel will be a pleasure and at the same time place yourself and your brand as a resource.

7. Follow the five-minute rule.

It is one of the best writing email tips. E-mail could be a diversion. Too many people feel pressured to respond to e-mails as soon as possible and sometimes drop other work to prepare an answer. I had this problem for a long time before I began to obey the five-minute rule that I name. Basically, if it takes me more than five minutes to answer an email, I will set it aside later. Anything I can knock out in less than five minutes and helps someone out, I’ll respond instantly. This helps me to focus on my job and avoid my box from getting too full.

 

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