Like all skills, you'll have to work at it. To begin with, it may take you just as long to write short emails as it took you to write long emails. However, even if this is the case, you'll help your co-workers, clients, or employees be more productive because you'll be adding less clutter to their inboxes, making it easier for them to respond to you. By writing clearly, you'll become known as someone who knows what he or she wants and who gets things done.
Both of these are good for your career prospects. Now, let's get into the details of how to write a professional email, that will have you writing proper business emails with purpose, clarity, and impact. Whenever you sit down to write an email, take a few seconds to ask yourself: What do I need from the recipient?
If you can't answer these questions, then you shouldn't be sending an email. Writing emails without knowing what you need wastes your time and the recipient's time and means you'll struggle to express yourself clearly and concisely. This is also a good time to ask yourself: Emails are not the same as business meetings.
With business meetings, the more agenda items you work through, the more productive the meeting. That's why it's a good idea to practice the "one thing" rule.
Make each email you send about one thing only. If you need to communicate about another project, write another email. Empathy is the ability to see the world through the eyes of other people.
When you do this, you understand their thoughts and feelings. When you write emails, think about your words from the reader's point of view. With everything you write, ask yourself:. This is a simple tweak to the way you write. Yet thinking of other people will transform the way they respond to you. In a moment, we'll look at how you can embed compliments and a thanks into the structure of every email you send. When you're emailing someone for the first time, you need to let the recipient know who you are.
You can usually do this in one sentence. One way of keeping introductions brief is to write them like you're meeting face-to-face. You wouldn't go off into a five-minute monologue when meeting someone in person. So don't do it in email. Not sure whether an introduction is needed? Maybe you've contacted the recipient before, but you're not sure if she'll remember you. You can leave your credentials in your email signature. This is ideal because:. Talking of signatures, make sure you've set one up.
It's a shorthand way of sharing information that you should include in every email. But putting this information in your signature, you keep the body of your emails short.
Optionally, you can include links to your social media accounts, and a one-sentence elevator pitch on how you help people. In every email you write, you should use enough sentences to say what you need and no more. A helpful practice here is limiting yourself to five sentences. There will be times when it's impossible to keep an email to five sentences. But in most cases, five sentences are sufficient. Embrace the five sentences discipline, and you'll find yourself writing emails more quickly.
You'll also get more replies. What's the key to keeping your emails short? Using a standard structure. This is a template that you follow for every email you write. As well as keeping your emails short, following a standard structure also helps you to write fast. Over time, you'll develop a structure that works for you. Here's a simple structure to get you started:. This is the first line of the email.
When you're emailing someone for the first time, then a compliment makes an excellent opener. A well-written compliment can also serve as an introduction. If you're writing to someone you know, then use a pleasantry instead. A pleasantry is typically a variation on "I hope you're well. As Vinay Patankar of the Abstract Living blog explains:. Ingrain this into your fingers so that you naturally spit it out with each email you write.
You will never have anything to lose by adding in a pleasantry, you will make people more inclined to read the rest of your email, you will soften criticism, and will hit the positive emotions of a few.
Most will simply ignore it, but for two seconds of your time, it's definitely worth it. The reason for your email. In this section you say, "I'm emailing to ask about A call to action. After you've explained your reason for emailing, don't assume the recipient will know what to do.
Structuring your request as a question encourages the recipient to reply. Alternatively, you can use the line "let me know when you've done that" or "let me know if that's okay with you. Before you sign off your email, be sure to include a closing line.
This has the dual purpose of re-iterating your call to action, and of making the recipient feel good. Back in , George Orwell advised writers to:. Short words show respect for your reader. By using short words, you've done the hard work of making your message easy to understand. The same is true of short sentences and paragraphs.
Avoid writing big blocks of text if you want your email to be clear and easily understood. This leads to another of George Orwell's rules for writing, which can help you keep your sentences as short as possible:. Once you've followed your standard email structure, trim every sentence down to be as short as it can be. The active voice is easier to read. It also encourages action and responsibility. That's because in the active voice, sentences focus on the person taking action.
In the passive voice, sentences focus on the object that's being acted upon. In the passive voice, it can appear that things happen by themselves. In the active voice, things only happen when people take action. Part of the hard work of writing short emails is careful proofreading. Read your email aloud to yourself, checking for spelling and grammar mistakes. If you want to show your personality in your email, let this shine subtly through your writing style.
Don't use emoticons, chat abbreviations such as LOL , or colorful fonts and backgrounds. While these might have been integral to your emails during your teenage years, they are rarely appropriate in a professional context. The only time it is appropriate to use emoticons or chat abbreviations is when you're mirroring the email language of the person you're writing to.
Email is a less formal way of communicating than writing a letter or even making a phone call. Writing as you speak makes you come across as personable and friendly. When ending an email, ask yourself what you want the reader to do. If you want them to contact you if they need more information, you can write: Just like your salutation, your closing will depend on how well you know the reader. These closings help create a closer relationship when you already know your reader.
FluentU takes real-world English videos —like movie trailers, instructional videos, interviews and clips—and turns them into personalized language lessons. Within those two subjects, there are more specific situations that will come up over and over again. Here are some tips and examples of language you can use for some of the most common situations. Including the following sentences in your email helps do this: You can use the language for sending attachments and follow it up with: Please find our price list attached file attachment.
Do not hesitate to contact me if you need any assistance. While what you want to inform the reader of will change from email to email, certain key phrases can help you get your message across clearly. Depending on your relationship with the reader, you can get a bit more creative. If you have a more informal relationship and know each other well, you can try using phrases like these: Writing to confirm arrangements?
Let your reader s know this in the opening sentence: How do you politely let someone know this? The point of your email is simply to change arrangements. Keep it clear and brief. If someone has sent you an email and you write back, you can use one of these phrases at the beginning: What else can be in your reply? Well, you might have to send attachments.
There are times, however, when you might not have all of the necessary information available. Then you might have to make a promise to get back to the sender by writing: Complaining can be tough. The way to do that in an email is to not be too emotional and to make your complaint clear and specific. How can you ask someone to give you information? Start by using polite language to request what you want.
Are you sure that the person you are writing to can help you? Just ask by writing: Let them know by writing it:. There are times when you want someone to do something for you. Here are useful phrases you can use to make your request:. F or Y our I nformation. Use this list to check before you send it:.
Want to sound like a native English speaker, from your emails to your presentations? FluentU takes real-world videos—like inspiring talks, movie trailers, news and more—and turns them into personalized and fun English learning lessons. More to the point, FluentU has an entire business category filled with authentic business-related videos covering six language levels. Every spoken word is subtitled, complete with an in-context definition, image and multiple example sentences.
All you have to do is tap or click on one of the words in those subtitles to get more information. If you are interested in watching fun, relevant videos and practicing language actively in the process, be sure to create a FluentU account and try out this one-of-a-kind language learning program! If you liked this post, something tells me that you'll love FluentU, the best way to learn English with real-world videos. Experience English immersion online!
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As a business writing expert, I should have known that I'd get the wrong response. I had written the email in a way that was easy for me but misleading for my reader, a woman named Lea.
Email is incredibly important in the business world. 92% of people in a study thought email was a valuable tool for working with others. But 64% of people also found that email .
The following is a guideline for writing letters and email messages, including how to write, format, and proofread your letters, with examples of various types of business letters. What to Include in a Letter or Email. Business Writing from University of Colorado Boulder. Writing well is one of the most important skills you can learn for success in the business world. Knowing how to write well allows you to deliver your ideas with the power they deserve.
In the professional world, you will often need to write a business canlimacizlemek.tk applying to a new job, to writing a thank you note, sending a note of apology, or sending a farewell email when you depart, there are many circumstances that will require an appropriately formatted letter. May 31, · Before writing an email, ensure it is the best form of communication for what you want to say. There may be another form of communication that is more appropriate. Phone conversations allow the tone of your voice to help get your message across.5/5(5).