It would not be a wrong statement if I say: e-mail is the support system of communication is any organization. E-mail writing is the one professional way of communication among common people as well. There is one way of sending mails to your friends or relatives, but it is on the whole different plane when it comes to writing professional e-mails. E-mail when sent professionally is supposed to create a professional and responsible image of yours in an organization. Therefore, there are certain no-no’s when it comes to writing emails professionally. Without any further ado, let me dive directly into those points.

  1. Clear and direct subject lines

Subject lines are important as it tells the recipient that what the email is all about. One thing to keep in mind is, everyone is getting hundreds of mails everyday especially if it is an organization, and subject lines are sorting factors. Most of the people decides on whether to open a mail or not solely on the basis of the subject line of the email.

Therefore, be smart in writing emails subject line. Try to give away the important part of the email in the subject line. For example, if the venue of the meeting is changed, you can write “Meeting Venue Changed”, in this way people will open the mail no matter what.

  1. Your email address must be professional

Have you ever had an email address like IamCool@…? Don’t worry we all have been there! But now it’s time to get a new address, with being cool though. Make your address look as professional as possible. You can use your name or the name of the organization as well. Proper nomenclature of the email address establishes the trust of your readers.

  1. Double check your addressee

Before sending the email, make sure you are sending it to the right recipient. There are so many cases of emails being send to wrong people. It is okay in few cases, but if the email was holding important information, wrong recipient will have catastrophic effect. Therefore, double check your recipient. And also check whether or not “reply all” is checked or not. There are time when people simply click reply all, even though email was not intended for everyone.

  1. Include your signature

To look professional, it is important to tell your recipient a little about yourself. This information is to be added in the last section of your email. This usually includes: your full name, designation, mobile number and the name of the organization you are associated with.

  1. Take care of the salutations your use

Another thing to take care while writing an email is the kind of salutation you use. If you are writing an email to an organization or some important personnel, do not start your email like “Yo! Folks”, “Hello fellas” and other casual salutations.  Even though your email is relaxed in nature, but that doesn’t mean your salutation be that casual. Go with “Good morning/afternoon”, or simply hi/hello would do the job.

  1. Think about the cultural differences of our recipient

If you are dealing with people with different culture with yours, you have to be little more cautious. If there are differences in culture, the chances of miscommunications are high as the body language and tone is not visible in email. Therefore, good sense of etiquette dictates to consider cultural differences in your emails.

  1. And of course, proofread

Well, it’s the most obvious one isn’t it? No one will deem your email professional if it has grammar mistakes and spelling mistakes. Therefore, before clicking that send button, re-read your message twice.

In Conclusion

In business, everyone deals with numbers of emails. Since, we are wired to write emails on daily basis, we are prone to make embarrassing mistakes once in a while, which can have negative effect on business relationship. Therefore, it is important to take care of even smallest details.

 

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