- Write clear, concise and courteous emails in a professional way
- A friendly but professional email writing style
- Assurance that your emails and other correspondence receive the attention they deserve through an Email writing course.
- Increased awareness of best practice and email writing etiquette
- Improve the speed and effectiveness of your email correspondence
- Develop your rapport with virtual email correspondents
- Use appropriate tone and language to communicate meaning effectively
- Present information in a reader-centric manner
- General principles of professional email writing
- Informal vs. formal style in email writing
- Presentation of emails
- How to create rapport and warmth through email writing
- Best practice email writing etiquette
- Common Problems in Email Writing
- Formatting Workplace Email
- Center Locations in Mumbai: Dadar, Andheri, Kandivali & Thane
- 3 Courses
- Formatting Workplace Email
- Salutations and closings
- Email signature
- Getting Readers’ Attention
- Subject line
- Distribution lists
- Organizing Contents
- Writing plans for different purposes
- Listing, sub-headings and tables
- Use Correct Language and Appropriate Tone in an Email writing course
- Formal and informal language
- Plain English
- Rapport building
- Positive words
- Concise messages
- Active and passive voice
Business emails can make or break your business. One must be very careful while writing business emails.
Rajesh Garg, a friend of mine made me find the secret of writing emails. Rajesh is a service provider. He provides image editing service online. His business was doing so-so. One day, Rajesh decided that he will approach more clients. To do so, he started sending emails to people around the world. Rajesh wanted to increase the number of the customers. He would send hundreds of emails every day but the turnout was not even 2%. Rajesh was not able to understand the reasons behind this. He was putting his time and efforts in finding the people and sending the mail but the outcome was zero. After doing it for a long time, Rajesh started losing hope.
One day he called me and asked me to meet for lunch. We met and he told me the whole story. I quickly understood that somewhere Rajesh is not targeting the right people with the right words. I asked him to show me the emails he was sending.
I am attaching a sample of Rajesh’s emails to help you understand it properly.
I am Rajesh Garg. I have image editing company. I’ve very good staff.
Our services are too good. I can edit your photos properly.
Image editing is very helpful for everyone.
You can tell me to edit your photos.
Here are some issues that are glaringly wrong:
- The mail is all about the sender.
- There is no ‘SUBJECT LINE’ explaining the reason for sending the mail.
- There is no direction where the mail is going.
- The mail is more like a text message. No greeting line or sign-off.
- The call to action is very weak.
You see friends this is how a lot of us write a mail while trying to sell our goods or services. But this is where most of the times we go wrong..
Here are some of the secrets of drafting professional emails. Rajesh applied these methods and in few days, the results were encouraging. Now the turnout is 71.47%. Now Rajesh’s clients are all around the world.
Friends, here are 10 time-tested secrets of effective email drafting.
1. Think before you write –
Before you begin your mail, you must know the purpose of your email. Consider the main purpose of your mail. Is it intended to pacify an angry customer, to quote a price, or to say no to a request? Whatever the reason, have it firmly in your mind before you start to write.
2. Plan your mail –
Consider following points while planning your email –
Your reason for writing. Be explicit if there is more than one reason.
Keep the facts and figures you will be presenting in your mail in logical order.
3. Opening the mail –
Professional Salutation is important. Business emails are for your clients. Using ‘Hey’, Heya’, looks unprofessional. “Hi”, “Hello”, “Dear Sir or Madam”, “To whom it may concern”, can be used instead. You can also use “Dear XYZ”.
4. The body of your email –
The body of your email will have three parts mostly.
- Opening: Identify the subject matter in the first paragraph. Do not forget to add a “Subject line”. Mentioning the reason, in the beginning, is very important. This will help your reader to get the idea of what your mail is all about.
- Body: Very often you will have a number of facts to present in each section. Put the facts in a logical order. For instance, order them by importance, or chronologically.
- Conclusion: In the end, clear what you want the reader to do. This is also called Call to Action.
Please take the necessary action as soon as possible…
Please confirm my registration…
Kindly fill the membership form for…
5. The closing of the mail –
End your mail on a firm and positive note. Avoid vague closing like:
Thanks in anticipation, Hoping to hear from you etc. these closings are very common nowadays.
Let your close say what you mean:
Please phone me by day-end to discuss terms and arrange a date.
Whatever the answer, I would be grateful for a prompt reply.
Kindly arrange to replace the faulty printers by this weekend.
Do come to the meeting with the review reports.
6. Watch your language –
Double check your grammar, spellings, and punctuation. The language of your mail should be very simple. Make it simple enough so that it can be read by anybody easily. Fancy words are of no help.
7. Keep it concise –
Your email should be to the point. Describe one or two ideas only in a mail.
Avoid cliches and jargon sentences. Make sure when you look at what you’re sending it doesn’t look like a burden to read – feel free to use bullet points.
8. Provide necessary info with your signature. –
Add your name and basic details only. Your signature is a great way to let people know about you and your other services.
9. Schedule your emails –
Timing is everything. You should know the right time to send the mail. Now you can schedule your emails with the help of “Boomerang app”. Boomerang lets you take control of when you send and receive email messages. It helps you schedule emails to send at optimal times, snooze messages, get read receipts & follow up reminders if someone doesn’t respond to your email.
10. Read it out –
Before hitting the send button, read your mail at least twice. Make sure that you have mentioned all the points clearly. There should be no spelling or grammatical mistakes. Check if your message is delivered properly in the mail.
Some free resources for improving your email drafting are here:
You can create your free email signature here –https://www.docusign.com/esignature/create-signature-online-free
Use Grammarly app/ website/chrome extension to correct grammar in your emails https://www.grammarly.com
Download the Boomerang app here – http://boomerangapp.com/
Writing That Works; How to Communicate Effectively In Business by Kenneth Roman. – https://www.amazon.in/Writing-That-Works-3rd-Communicate/dp/0060956437 This book is a must-read. It is short, succinct and relevant – even (or especially) in our era of email, text messaging and social media.
Business Writing Essentials: How To Write Letters, Reports, and Emails
In this book, you will get:
- Templates for the most common business situations.
- Guidelines for accurate punctuation, spelling, and layout.
- Easy-to-follow advice for correct style and tone.
An email is a form of non-verbal communication so feelings and expressions of verbal communication can be conveyed only through the use of right words and phrases. There are few tips that need to be followed when you write an email:-
1.) Subject: A well-chosen subject line is an important opportunity to inform and persuade your reader. If you don’t include a subject line, then your recipient should need in order to make your message a top priority just by seeing your name. That could come across as arrogant, or at the very least, thoughtless.
2.) Proofread – Proofread your email before you hit the send icon. All-caps comes across as shouting, and no-caps makes you look like a lazy teenager. Regardless of your intention, people will respond accordingly. Spellings are equally important to be correct. Avoid writing these ways:-
– “thx 4 ur help 2day ur gr8!″
– u want ur prof r ur boss 2 think u cant spl? LOL 😉
3.) Avoid attachments – Rather than forcing your reader to download an attachment and open it in a separate program, you will probably get faster results if you just copy-paste the most important part of the document into the body of your message.
4.) Examine the problem from every point of view – I know, I know, this is about as obvious as it gets. But you’d be surprised at the number of times customers call technical support and the guys at the other end just refuse to listen.
5.) Try the solution out yourself – When you are typing a reply, don’t validate the solution because you tried it out in the past or someone from your team explained it to you. Do it yourself, and see the result with your own eyes and confirm that it’s working before you hit that send button. Even the slightest missteps can, after all, turn a satisfied customer into an irate one.
6.) Put yourself in their shoes – Every customer you speak to has a genuine problem. To them, the littlest of glitches could mean a critical issue that can cause bottlenecks. It is not okay for you to take them lightly just because the fix is already on the way.
7.) Check for grammatical errors – While it’s impossible for you to make sure that every email is perfect you need to at least try. Make it a point to go through every reply at least once before sending it. If you don’t trust yourself to spot all the errors, trust in a tool like the Spell check in MS Word that can point out all the errors.
Unlike the other situations, even emails require certain vocabularies to make the emails perfectly understandable. Some of the most important email vocabularies are:-
Common vocabularies of emails:-
- to send a letter or an email
- to send something by post/ mail
- to email somebody
- to get/ receive
- to reply to
- to check emails
- to attach
- to enclose
- Attach – Please find the report attached/ As you can see from the attachment…
- Best – All the best/ Best wishes/ Pass my best wishes on to John/ Best regards (In)
- convenience – Please reply at your earliest convenience/ We would like to apologize for any inconvenience caused/ Please let me know what dates are convenient for you
- Dear – Dear Sir or Madam/ Dear Mr. Case/ Dear Alex/ Dear Sirs
- Forward – I look forward to hearing from you soon/ Please forward this to John
- Hear – I look forward to hearing from you (soon)/ Hope to hear from you soon/ It was really nice to hear from you
- Hi – Hi/ Hi John/ Say “Hi” to Steve from me/ Julie says “Hi”
- In – In connection with/ In advance
- Inform – We regret to inform you that…/ We would like to inform you that…/ If you need any further information, please do not hesitate to contact me
- Love – Love from/ Lots of love/ Send my love to John/ John sends his love
- Mail – Snail mail/ I’ve sent you a hard copy in the mail
- Note – This is just a quick note to say…/ Please note that…/ NB
As email is the most common way of non-verbal communication so its very important to keep on mind that whether you write an email to your best friend or a potential employer, a certain level of the protocol must be maintained. Avoid being so casual that you neglect the appearance of your email. A page that is filled with mistakes can be very off-putting to readers if they are used to a good level of English.
Forgetting to use a greeting or closing
Always open with a greeting when beginning a conversation. Otherwise, your email will come off as terse and demanding.
Being too formal
Your email opening should always reflect your relationship with that person. While formality remains crucial to professionalism, if you’re emailing a client you call by their first name in person, don’t revert to an honorific, such as Mr. or Mrs., in the email.
Becoming too informal too quickly
Always start a conversation politely and formally, and follow the other person’s lead. While an email thread can swiftly become short and friendly, starting off too informally – for example, saying “Hey Neha” instead of “Hello Ms. Chopra” to a new contact – may seem disrespectful.
- Saying “to whom it may concern”
It shows you haven’t done your homework. It’s so easy to find out who you need to talk to if you put in a little effort. Taking the time to include a name will make your email feel more personal and less generic. If you can’t find a specific name, try something like “To the consumer affairs department” or “Dear hiring manager.”
Forgetting to change the subject line
Most people forget about the subject line, one of the most important parts of any work email. Every time you begin discussing a new topic, change the subject line of your email thread to make your conversations easy to locate in the future.
Not paying attention to detail
Small details speak volumes in an email. Always be sure to spell names correctly and double check for typos. Additionally, never put names in all lowercase or all caps either. It makes it look as though you didn’t care enough to properly format their name.
Including too many personal details
No one wants to read through more than they need to, so keep emails concise and leave out personal details. Save your personal updates for another time.
Saying something over email that should be done face-to-face
Some things, such as offering criticism, can’t be said over email without creating a misunderstanding. Learn to recognize these situations, and pick up the phone or walk over instead of sending an email.
Using emojis or abbreviations
Emojis and abbreviations are generally unprofessional in business emails. Leave out the smiley faces and LOLs, and be sure to spell out words like “appointment” instead of writing “appt” if you’re writing to your boss or a client, which shows that you’re taking adequate time to respond to their email instead of using quick shortcuts.
- Please – Please let me know if you have any questions/ If you need any further information, please do not hesitate to contact me at any time
- Reference – With reference to…/ Your ref:/ Our ref:/ Reference number
- Regards – Best regards/ Give my regards to John/ Regards
- See – See you (soon/ then)/ It was a pleasure to see you again last week/ Hope to see you again soon
- Sir – Dear Sir/ Dear Sir or Madam
- Soon – I look forward to hearing from you soon/ See you soon/ Write soon
- Sorry – Sorry it took me so long to get back to you/,, Sorry not to reply sooner/ Sorry it’s been so long since I last wrote/ Sorry to write to you out of the blue
- Text – Send a text/ Textspeak/ Text someone
- Thanks/ Thank you – Thanks (again/ in advance)/ Thank you for your email/ quick reply/ getting back to me so quickly/ taking the time to see me yesterday
- To – To whom it may concern/ I’m writing to you concerning…
- Write – Write soon!/ Thanks for writing back so quickly/ I am writing to you in connection with…/ concerning…/ about…/ (in order) to…
- Yours – Yours sincerely/ Yours faithfully/ Sincerely yours/ Yours
We also conduct Basic and Advanced Email Drafting Courses at Our Training Centers to Know More