Emails are a quintessential aspect of business communication. Be it sending across a sales pitch, organizing team meetings, or sending out an attachment; almost every work aspect is governed by emails.
Thus, composing a professionally sound email is the need of the hour. If you look around, almost every one of us can compose an email.
But, if you glance through your inbox, how many well-composed emails do you come across? Very few, right? Well, that is the real issue.
Emails are much more than adding an email address and some text. A well-composed email reflects your professional business demeanor. It demonstrates your command over the language with strong communication skills.
Hence, it is pivotal to know the art of drafting a professionally sound email. But how do you learn this art? Well, here is a list of some email basics that will help you to compose a professional email.
Precise Subject Line:
Subject lines are the first thing that your inbox displays. Hence, it’s important to write an appropriate and to-the-point subject line.
For instance, instead of composing a subject line like organizing a meeting to discuss a product launch campaign, write a Product Launch Campaign Discussion Meeting at 2pm.
With clarity in message, such short and crisp subject lines prove effective to convey your key message. Remember your subject line should not be more than 41 characters.
Suitable Email Greetings:
If you personally know the email recipient, then make it a point to add his/her name in the greeting. However, if it’s a formal email then opts for writing Mr./Mrs./Miss/Sir/Madam depending upon the email recipient.
Likewise, you can either wish them Good afternoon/morning/evening or opt for a simple Hello Mr./Miss. XYZ. Alternatively, refrain from skipping the greetings as they are a quintessential part of your professional emails.
Email’s Main Content:
An email’s main body consists of the key message. Use short and grammatically correct sentences to form your key message. Avoid using short forms or texting abbreviations as those are not accepted in formal emails.
Similarly, in case you have to summarize things in an email then use bullet format to form a structured and organized email.
Lastly, proofread the entire email content as that will save you from unfortunate errors.
Email Signing off Content
Now signing off content is the digital signature that is incorporated at the end of an email. Ensure that this digital signature has your company’s brand name, your designation, and links to your professional social media platforms.
Such professional digital signatures will not just help you to increase your social circle but rather they will also render a professional appeal to your email.
With these 4 email basics, we think now it will relatively be easier for you to draft a professionally sound email. Are you ready to draft one?