We’re all tasking with writing and reading dozens of emails on a daily basis, but how many of us actually put much thought into what we’re doing? Some people seem to find it a breeze, whilst others tend to send out confusing messages that are best ignored, or discussed in person. It’s just the way it has to be, right? Wrong. Take a look at the following hints and tips and you’ll be able to master one of the key skills employers are looking for.
Why Is Email Writing So Important?
Emails, texts, and IM are the way people do business these days, and face-to-face meetings are disappearing all the time. If you want to be able to communicate your big ideas, update your boss, and impress them with your subject-specific knowledge, you need to be able to shine in their inbox. It really is that simple, and it’s something your career will thank you for.
What Happens When You Don’t Get It Right?
Does confusion ensue when someone sends an email no one can make sense of and is it any wonder? A loosely worded email can be interpreted in a dozen different ways, each one throwing up its own unique set of questions. If you want to avoid being the person who is always slowing things down in the office, take a look at the 10 tips you need to know.
Be Concise
Given the subheading, it would be tempting to leave it at that. Being concise is the name of the game when it comes to email, and especially if you want to get a quick response from the recipient. We all know the feeling of dread when you open an email that rambles on for page after page, so don’t be the person who keeps sending them out. They slow things down, cause confusion, and are rarely read in the detail you would have been hoping for.
Focus On Precision
Being precise is the second key thing you’re going to need to work. Be explicit at every turn, and don’t assume the person you’re writing to instantly knows what you’re talking about. A simple sentence that introduces them to the topic under discussion is all it takes. They’ll then be up to speed as they delve deeper into your message. If that’s not enough food for thought, take a look at these common mistakes we’ve probably all made at one point or another.
Create An Insightful Subject Line
Subject lines are there to get your message read, but they don’t need to be super urgent or spammy every single time. All this will do is ensure messages from you are never taken seriously, and that’s the last thing you want when you’re trying to build a glowing reputation for yourself. Keep it to 5-10 words long, don’t be pushy, and include explicit mention of the key contents of your email.
Use Formal Language Appropriately
If you’re messaging someone who is more senior than you or someone you don’t know, you’re going to want to keep things a little more formal than with the colleagues you have lunch with. This will ensure you’re not seen as overfamiliar, and it’ll project the positive and professional first impression you’d be able to give in person.
Proof Everything Before Sending
There’s nothing worse than sending your boss an email that’s riddled with mistakes and typos. Whether they can still understand what you meant isn’t really the point. It’s that they will be able to read your email over and over again, and it may well get forwarded to other people to join the thread. You can’t take back a typo once it has been sent, so take the time to weed them out and you won’t make this easy to avoid mistake.
Seek Advice If You Need To
If you’re struggling with your new approach to business email writing, why not look for some of the best paper writing help online? It’s a chance to pick the brains of someone with the skills and experience you’re trying to build for yourself, and it can be a great learning experience.
Create Your Own Personal Style
A style all of your own is the endgame here. It’s what will give you the freedom and confidence to do business is a whole variety of new ways, and it’s a chance to take your career in an exciting new direction. You don’t have to develop one straight off the bat, but stick with it and you’ll know the right turns of phrase when you see them.
Always Be Polite, Even When You Don’t Want To Be
Getting irate on email is always tempting, but never worth it. Your email might be a sudden flash of emotion sent off into the digital world, but once you send it, it’s there forever. The person reading it won’t be privy to your demeanor or tone of voice, and can easily read all sorts of things into what they see on the screen. If in doubt, take 3 deep breaths and then find a polite and diplomatic way of voicing displeasure.
Ask One Question At A Time
This is great advice if you want to be able to create a fluid exchange of ideas and opinions. Asking someone half a dozen questions in a message is a surefire way to get most of what you say ignored. Your email will read like a poorly thought out stream of consciousness, and the recipient really won’t have much of a clue about what you’re asking them. Stick to one question at a time, and you’ll be able to move things forward much faster.
Never Send Out The First Thing That Comes Into Your Head
Last but not least, resist the urge to put every idea you ever have in an email. Take the time to formulate your thoughts, and then find the turns of phrase which do them justice. The last thing you want is to invest a whole load of time and effort into improving your writing skills, only to get a reputation as the office’s resident spammer.
Final Thoughts
Now that you’ve heard all about how to transform your business email writing skills, it’s over to you to put things into practice. To start with, you’re probably going to find it takes a little longer to put your emails together, but that’s okay. The best things come to those who wait, and it’ll only be taking longer because you’re producing something of much higher quality. In time you’ll master everything listed above, and you’ll be getting promoted before you know it.