I am writing and sharing this blog because of the lack of courtesy or professionalism in the Corporate world regarding email. I have recently had personal experience emailing a few people with absolutely no response. I would rather get a "thanks but no thanks I am not interested" then nothing at all. It is just rude!
Email is a very useful communication tool and has become ubiquitous in today’s corporate environment. If you are entering the corporate world it is essential that you know how to sound like a professional through email. Unfortunately, many people entering the work force today still do not know how to send professional emails. If you feel that you are not skilled in sending professional emails there is no need to stress; there are many simple tips that will help you sound like a professional over email.
When you are communicating at work there are many different platforms that you can use to do so. Email is a very effective tool for communication but you need to decide if email is the best tool for you to send your message. Email is quick, informative, and easy to use but it is not always the best choice. Email is a great way to send memos or information that needs to be relayed to others quickly. However it may not be suitable for deeper messages. Before you decide to communicate with email think about what you want to portray before sending your message.
Before you even start composing your email you need to come up with a subject line. Your subject should be clear and relevant to what your email is about. You want your recipient to understand why you are emailing them so they can know the importance of your email. Sometimes the subject line will determine whether or not your recipient will even open your email so it is essential that you show that your email is important through the subject line.
Greetings and closings are also a very important part of sending professional emails. Greetings and closings should always be warm and professional. You should greet people in a professional manner but also in a way that makes them feel important and close to you. Greeting people professionally through email will help you to communicate with them in a way that is friendly and practical.
One major key to writing professional emails is to avoid slang. Remember to use language that is professional and courteous even when emailing. Slang will make you appear less professional and may cause others to take you less seriously. Avoiding slang and using language that is clear and concise will help others to understand your message and take it to heart.
You should also make sure to avoid gossip always when sending emails. Gossiping over email is a good way that you can be caught talking bad about others and is easy for others to track down. An email can easily be forwarded to anyone else in your company so remember to watch what you type.
Also remember email is a tool that is supposed to help you relay messages quickly and efficiently. This is why it is important that you make your message clear and brief. Nobody wants to read an email that is twenty pages long and filled with too much information. Make your emails clear and make sure that your messages are brief and easy to understand.
You also need to be prompt when sending emails. Email is supposed to be quick and people expect their emails to be returned quickly. Therefore check your email often and try to get back to people as quickly as possible.
One thing that people often forget when sending emails is to proofread them. Editing is extremely important when sending emails. Just because you are rushing to send emails doesn’t mean that you can skip the editing process. Editing will help your messages to be clear and comprehendible. Editing will help your emails to appear more professional and will help others to take your message seriously.
Once you have composed a clear and professional email and done an edit of your message always double or even triple check your recipient. Be absolutely sure that you are sending your email to the right person. Sending someone a sensitive email that is not meant for them can get you into serious trouble at work. It is very easy to click a button and send someone an email that it is not meant for them so ALWAYS do a check before hitting send.
Knowing how to send professional emails is a very important skill today. Mastering these simple tips can help you and your company to look much more professional. Be sure to practice these skills and educate others in your company to send professional emails so that you can be more successful at work!
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