In the current age that we live in, sending emails have become an essential part of communication between stakeholders.
They are easy to use, and messages can be sent to anyone at any time with just a click of a button.
Although social media and instant messaging platforms have been incorporated into our daily lives, emails are still going strong and prove to be an important channel of digital communication for businesses.
A statistic report in 2019 shows that globally on a daily basis, a staggering amount of 293.6 billion emails are being sent. This number alone proves that the email, albeit a humble method of communication, is still playing a huge role in connecting people from all over the world.
Since the email has such a significant role in our daily lives, are we ensuring that the emails that we send out are proper and professional?
Here are some do’s and don’ts of email writing that you may refer to:
DO: Ensure your email is free of spelling and grammatical errors
The last thing anyone wants to receive is an email filled with spelling and grammatical errors.
As a recipient, it may feel slightly disrespectful to receive an email that is peppered with such errors.
Furthermore, an email with too many errors might give off an impression of unprofessionalism.
There are online apps that can help you spot these mistakes and make your writing clear and effective.
Nowadays, there are also many courses that can help you become a better email writer.
So before sending out any emails, do double check your message for such errors to give your reader a more pleasant reading experience.
DO: Include a proper subject title
Subject titles of an email might seem unimportant to you, but in reality it is very much the opposite.
A good subject title is the key difference to having your email being opened and read, and being thrown into the trash folder.
With so many emails being sent and received on a daily basis, not every email holds the same amount of importance.
Hence, the subject title would be the first thing that captures the attention of the recipient.
Without a proper subject title, your recipient might not feel that your email is important enough for them to read.
Do include clear and concise subject titles in your emails, this will give your recipients a clearer idea of what the email is about and increase your chances of getting a prompt response.
DON’T: Use unnecessary abbreviations and acronyms
In this day and age where instant messaging is so prevalent, we often use abbreviations and acronyms in our conversations without realising it.
Using it in a casual conversation with your friends and family is alright, however be very cautious with the use of your “LOL” and “OMG” in professional emails.
As a good practice, stay away from using these abbreviations and acronyms in your emails.
Even though it might be an internal email to your colleague, make it a habit and refrain from using these terms in your emails.
DON’T: Send your message in one large chunk of text
Imagine how uncomfortable it would be to receive an email that has no proper spacing and paragraphing.
Every single sentence is closely followed by the next and there seems to be no break at all for the reader.
Break up your text in to proper paragraphs and use point form where suitable.
This will enhance your email visually and allow your reader to more effectively pick out the information that you are trying to relay.
Try to keep your emails short and use attachments for information that does not have to be included in the body text of the email.
Email writing can be very simple once you understand the unspoken rules of it.
A higher level of English proficiency will also allow you to write more professional emails and become a more confident writer.
Do keep practicing and you will be better in no time!