Whether you are communicating with co-workers, other business professionals or potential clients, it is important to know how to properly send a professional email.
Every step, from composing the correct wording, to proofreading and finding a perfect closing to your email is vitally important.
Taking the extra time to ensure that your emails are thoughtful and well-written can be the one step needed to impress those you are working with – and even possibly help open doors to new business opportunities.
Here are a few tips to help you put your best virtual foot forward before you hit ‘send’ with your next professional email.
1 – Choose the Subject Line Wisely. Emails are often prioritized by who the sender is and secondly by what the subject line says. Make each subject line show and use key words about the business at hand to ensure that it is the recipients top priority to read through.
2 – Remember that Anyone Can Read it Once it’s Sent. Before you hit send, make sure that you carefully proofread your email and are aware that anyone’s eyes may read what you have written. Be proud of your composed words, ensuring that it’s been well thought out and says exactly what you want.
3 – Be Sure to Add All of Your Contact Information. Instead of just ending the email with your name, it is always a good idea to add your professional title as well as your company name, contact numbers and links to your social media sites.
4 – Use Bullet Points. One way to make your email stand out is to use bullet points on the important items. This way if the recipient is in a hurry, they can quickly scan through the email and the important topics will stand out for emphasis.
5 – Timing is Key. Responding to your boss or clients on the same day that they emailed you is very important. If you don’t have the project completed yet, or are not sure about the question they desire, at least let them know that you have received their message and are working on the task at hand.
6 – Tone is Important. Emails can be read in different ways. Be sure to try to come across professionally, but to also add some personality so that your wording does not come across cold.
7 – Know When to Make Contact Instead of Email. If the subject or project is of a sensitive matter, instead of using email, the proper way to handle things is to ask for a video conference, make a personal phone call or even schedule a fact to face meeting. These small gestures help to ensure that the wording and tone come across properly which can sometimes be confused with email.
Email is the fastest way to communicate in business and when done properly, can help you in every aspect of the corporate world. Taking a few extra minutes to make your emails of quality can show your colleagues, bosses and clients how serious you are about your professional position.
