The power of something as simple as an email can be immense. It could make or break a potential opportunity, build relationships from afar, or share important information. While common and often one of the gold standards of communication, navigating email customs and formalities can be obscure.
Here are some highly recommended tips to sending the perfect email
Use Professional Language
While text messages and emails are similar in their ability to relay a message quickly and concisely and often engage in swift back and forward messaging, in a professional setting, they should sound vastly different. Including language like text abbreviations (i.e. LOL, thx, and BTW) or informal and conversational language can be unprofessional.
Instead, opt for language that appropriately fits the conversation. Make sure to spell out complete words (i.e. u vs you) and use proper language (i.e. yea vs yes). Using a thesaurus can offer elevated synonyms or resources like Grammarly to proofread your email. Here’s a great resource for professional vocabulary.
Proper Greetings and Salutations
Imagine if someone walked up to you and started talking but they never said “hello” or “good morning”. That would be an odd way of starting a conversation and possibly offputting. The same principle goes for emailing.
When beginning an email conversation, start with Good morning/afternoon or Dear (recipient’s name). This is a quick and simple way to address and greet the recipient, especially when it is your first time emailing them. Consider Hello or Hi when you have spoken or written to the recipient before or when the email is more informal.
Apply the same principle when closing an email with: “Sincerely” or “Best regards” or simply, “Thank you” followed by your name.
Send Emails at Appropriate Times
The timing of an email can greatly impact having efficient responses. Sending emails within the average business day (about 7am-5pm) shows consideration of the recipient’s time. Many people are focused on their family or personal matters past a certain time and are not attentive to business affairs.
A tip to avoid sending important emails at improper times is to schedule your email to send in the settings of your email. This way you won’t have to worry about setting alarms to send emails.
Keep it Concise
While emails are typically longer than a text message, they shouldn’t lean towards an essay length. It’s important to keep to the specific points and purpose of your email. Consider bullet points or short paragraphs to structure a concise email.
Pick a Suitable Subject Line
Appropriate subject lines signal to the email receiver the main point or topic of the email. Many emails are overlooked because the subject line was not suitable. A subject line should be short if possible and direct with specific keywords that will clue the receiver to value the email. Here is an example of an appropriate subject line.
