The basic guidelines for professional e-mails
Jittery about sending across important proposals to business contacts? Here is how to nail the art of e-mailing by complying with business writing etiquettes.
A Well-Articulated Subject Line
The trick is in incorporating the right keywords that would do away with ambiguities in writing and compel recipients to straightaway take a look at its content. Writing an insightful and unobscured subject line is particularly necessary when the purpose of the e-mail is to reach out and garner support from contacts or send a sales pitch, be it concept or products. References summed up succinctly are the main ingredient to a well-cooked subject line that does not elude readers. Also, for future references and follow-ups by the recipients, the subject line would be particularly relevant.
Clear Purpose
Clarity behind the context and purpose of the e-mail should be clear. Beating around the bush in writing might not always be a smart way to retain readers’ attention and interest till the end of the write-up. Bulleted list makes for a rather pretty picture when you have innumerable points to convey.
Professional Tone
Professionalism and sincerity are best reflected through impeccable writing that is devoid of errors, incomplete information and digressions. In business writing, the document should aim for brevity and precision to wrap up the key ideas as tersely as feasible. Use of emoticons, smileys and unrelated graphics are also discouraged in business emails unless you have established a special rapport with the receiving party. Be sure to look up the subtle differences between informal and formal language structure and syntax to draft an efficient copy.
Proofread
Proofreading is mandatory irrespective or text-heavy replete with numbers the text is. Read out to truncate or revise portions that you feel are redundant, wordy, wrongly punctuated or conjugated. Proofreading helps you go through typographical errors which instantly fling away the credibility of the writing and question the integrity and esteem of the organisation concerned.
Conclude with a Plan
Ending the e-mail with a specific call to action listed encourages the reader to get back to you or send across a reply in affirmation. If your target is to elicit a positive reply, the responsibility to draft an actionable concluding paragraph squarely rests on you.
Provide Credentials
Do not skip on providing your contact information that would smoothen the communication. Sharing credentials and details is a far efficient option than waiting for the next e-mail.
