10 Important Tips To Keep In Mind When Writing A Professional Email


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Email or electronic mail was introduced in 1993 and as of now, is one of the major means of communication. After social networking websites, its use however was reduced but it still finds its many applications in our daily lives.



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Email service finds its use for both casual and formal purposes. However, whoever the receiver may be, a proper format and style of the email message is what makes it understandable. Poorly written emails will not only confuse the reader, but will also fail to convey the message properly.

Let’s take a look at a few tips and rules to keep in mind while writing emails.


1) Subject Is Important

Number 1 at 10 Important Tips To Keep In Mind When Writing A Professional Email


Not everyone has the time to read all of the message you sent and that is where the subject line plays its role. Without a proper subject, the reader will have to go through the whole of the text carefully to get the message and that is pretty much irritating when happens. A proper and concise subject is what was not there.

2) Make It Brief & Direct

Do not think that the reader has all the time on the world to read your message. Prepare your text for the worst case scenario. If you have to inform something, just do it directly instead of confusing the reader by providing unnecessary details. Make a to-the-point conversation.

3) Use Highlighting Technique

Number 3 at 10 Important Tips To Keep In Mind When Writing A Professional Email


If you are not aiming at boring your receiver, use proper highlighting techniques. Use proper indentation, bold/italic/underlined text, paragraphs, headings and small chunks of text. This is also THE most crucial requirement for a technical piece of writing and your email should use it correctly where required.

4) Proper Intro & Outro

Number 4 at 10 Important Tips To Keep In Mind When Writing A Professional Email


Do not just directly dive into the message especially when writing a formal email. Start with proper salutations and end with proper closes. Also if your message is big, divide into paragraphs, first giving an intro, then a discussion, and in the end, properly end the conversation. There should be some sort of difference between your email and a text message.

5) Simple Signatures

Number 5 at 10 Important Tips To Keep In Mind When Writing A Professional Email


It is recommended that you use signatures in emails unless of course if you are explicitly adding your details. But the signature you use should not be a pointless and weirdest one. The signature text identifies you, and it only will if you use a proper one which easily tells the reader about who you are.

6) Use Acronyms If Available

Number 6 at 10 Important Tips To Keep In Mind When Writing A Professional Email


Instead of writing ‘South Asian Association for Regional Cooperation’, write SAARC, provided you are sure that the reader knows what SAARC stands for. This saves up yours as well as the readers’ time.

7) Avoid Sending Large Attachments

Number 7 at 10 Important Tips To Keep In Mind When Writing A Professional Email


The attachments you send should be small in size, unless of course if you specifically need to send a large file. Compress files and then send as it helps in reducing the size a bit and to make your emails less heavy, upload your big file on a file-sharing website and simply give the link to your receiver. If you are talking about a file that is already uploaded somewhere on the internet, simply send the link.

8) Define Proper Signatures For Mobile Devices

If you are on the move and have to reply to emails through your smartphone make sure you use a proper signature that will tell the receiver that you are mailing from a mobile and so, technically cannot write much. That helps as you do not have to waste your time in writing lengthy apologetic messages for not being able to come through your computer.

9) The Reader Cannot Hear You - So Be Careful With Text

The email service is text based and all that you have to say, should be in text form. Be very careful when writing emails since if you say something foolish, you just cannot cover it up here unlike the verbal communication where you can easily develop counter arguments for almost anything. Using smileys is kinda unprofessional and should not be used much. It is your text that has to deal everything, so make sure it is right.

10) Summarize Long Discussions

Number 10 at 10 Important Tips To Keep In Mind When Writing A Professional Email


Unless of course if it is really important, do not write lengthy paras. State your message in the lowest word count possible. If you have to inform about an event, just write its summary and not each and every teeny tiny detail.


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