Write a clear, meaningful subject line. Subject lines such as "A query about order X38394" or "Team meeting 23rd November" communicate much more than "A quick question" or "Meeting". Update the subject line for each reply as a conversation thread grows and start a new email thread if the subject of the conversation changes. Inboxes with good subject lines are much more user friendly and easily managed.
Begin emails to people you don't know well with "Dear" followed by a name or title, rather than "Hi", or "Hello". While some people may regard email as an informal communication method, others do not, and if you don't know the person, it's always better to be more formal and polite at first. If you like, you can use more casual language in later messages.
The language of emails should be short and to the point, but should be grammatically correct sentences. Don't write as you would an SMS text message and do not write short forms like "c u next week" or "LOL". These are not professional and, more importantly, not understood by everyone.
Begin emails to people you don't know well with "Dear" followed by a name or title, rather than "Hi", or "Hello". While some people may regard email as an informal communication method, others do not, and if you don't know the person, it's always better to be more formal and polite at first. If you like, you can use more casual language in later messages.
The language of emails should be short and to the point, but should be grammatically correct sentences. Don't write as you would an SMS text message and do not write short forms like "c u next week" or "LOL". These are not professional and, more importantly, not understood by everyone.
Use a 'signature' at the end of your emails, showing at least your name, phone number and email address. Some email systems show a sender's name and 'hide' the actual address. To save space in a long thread, only use your signature in the first message, not in replies.
Bullet points are an excellent way of highlighting key information and lists. However, use "-" from the keyboard rather than automated "•". This is because some email systems present your message to the reader as plain text, and using only keyboard characters will mean your message always 'looks right'.
When you start writing, put the most important information first. Leave social talk such as "Hope you are well" until the end, before your signature. This is because most email inboxes show some of the first sentence of each message, and it is more useful for this to be relevant information rather than part of a greeting or social talk.
Bullet points are an excellent way of highlighting key information and lists. However, use "-" from the keyboard rather than automated "•". This is because some email systems present your message to the reader as plain text, and using only keyboard characters will mean your message always 'looks right'.
When you start writing, put the most important information first. Leave social talk such as "Hope you are well" until the end, before your signature. This is because most email inboxes show some of the first sentence of each message, and it is more useful for this to be relevant information rather than part of a greeting or social talk.
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Use the BCC (Blind Carbon Copy) line for email addresses if you are writing to several people at the same time but don't want them to see each other's names or addresses. Always make sure when you reply to an email, that you choose "Reply", not "Reply to all", as a message may have been sent to you as a BCC and replying to all could send your reply to everyone on that hidden list.
Complete the "To" section of the email (the address of the person you are writing to) last! That way you can't accidentally send the message until you have finished writing and proofreading and are sure it's ready to go.
Don't send emails when you are angry or upset. Write them, but don't send them until you've calmed down and had a chance to think and read them through. This avoids what might have been a momentary feeling, becoming a permanent record. Moreover, it means you can edit and proofread with a clear head - angry emails are even less effective if they are full of mistakes!
Complete the "To" section of the email (the address of the person you are writing to) last! That way you can't accidentally send the message until you have finished writing and proofreading and are sure it's ready to go.
Don't send emails when you are angry or upset. Write them, but don't send them until you've calmed down and had a chance to think and read them through. This avoids what might have been a momentary feeling, becoming a permanent record. Moreover, it means you can edit and proofread with a clear head - angry emails are even less effective if they are full of mistakes!
Contact me for more information on business skills training or improving your business English.
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