Have you ever had to work hard in order to send an email?
Sending an email has a tremendous sense that you do not often receive with other kinds of content writing. That task can appear considerably more intimidating if you are a non-native English speaker.
Whether you are a new or an experienced business manager, email writing is an integral part of business communication.
To compose a well-crafted email, you should know two things: how to avoid typical blunders and advance to the next level.
Before writing an email, you need to know what a great email looks like.
Elements of an excellent email
The subject line, greeting, email text, and closing are all the same components in every email you send. But to write in a professional tone, you have to follow specific guidelines.
Here is how to craft an email properly:
- Subject line
The subject line is the most crucial portion of an email. However, if you are cold-emailing someone or just trying to establish a business relationship, your subject line should stimulate and entice individuals to open the message and create expectations for what is inside the email.
On the contrary, a poorly written or generic subject line (such as “Hi” or “Do not miss these points”), can turn off the reader and send your email to the spam folder.
Therefore, you should spend more time on the subject line as compared to the body.
- Communication openers
You want to include a quick welcome to acknowledge the readers, right?
So, you should begin with engaging words at first because it indicates a stronger professional relationship.
- Body – the meaty portion
The body of an email is an important part of your communication; accordingly, it should serve a clear and precise objective, such as asking for feedback on a presentation or setting up a meeting with a new customer.
Most importantly, it should be brief. People will be more likely to read it instead of skimming the vital information. If possible, write it into a few chunks of sentences.
On the other hand, try to keep lengthy emails focused. Remember, the readers do not want to get a novel in the mail.
You want to finish the email perfectly, just as you want to attract readers from the very beginning. There are multiple options to write a proper closing.
To maintain an appropriate level of professionalism, find a closing that seems real to your personality and establish a better relationship with the reader.
Email writing mistakes and how to avoid them
Every email does not only give you an opportunity for professional development but also increases the risk of falling into frequent email writing blunders.
Here are email blunders to stay away from:
- Writing unclear and lengthy copy
Do you think you would read an email of 800 words?
Emails that are too long are usually skimmed.
Hence, keep your email’s headline short and concentrate on the topic. You should focus on the number of characters to be included in the title and headlines. It would be best to use an online character counter for determining your headlines’ characters.
Number of words and characters psychologically affects user experience therefore It’s considered as one of the most important aspect of writing an effective email.
At the end of your emails, include a strong call-to-action, a deadline for a response, and a statement indicating you are open to inquiries.
You should not include it in your emails when it comes to hedging. Plus, do not be concerned about appearing impolite.
Hedging language makes you sound less confident, which might damage your writing.
To avoid this blunder, you should state your viewpoint first and then explain why you believe that way. In this way, your readers will appreciate you.
- Writing too much formal
Depending on your situation, writing too much formal content can be a major mistake.
The key to balancing formal and casual balance is to consider your relationship with the recipient and pay attention to social signs as your communication proceeds.
When you read emails of some writers, they frequently repeat words within a paragraph. It is another factor that can cause a reader to lose interest.
It would be best if you read the manuscript aloud.
The majority of the emails follow a similar format, and there are terms you can use to assure clarity. If you are going to repeat phrases, be sure they are for a specific reason.
You should avoid cliches wherever feasible because they might cause people to tune out.
In order to state your point effectively and engage your readers, ask yourself: “Would you be pleased with this email if your senior read it?”
- Overuse of exclamatory signs and sentences
Enthusiasm is a wonderful thing. However, in some situations, overuse of exclamation points might cause more harm than benefit.
This is especially true if you establish a new relationship or communicate with someone outside of your organization. When you use a company email account, you are, after all, representing your firm.
However, people enjoy exclamation marks, and many people still use them to communicate a happy tone.
Once you have finished writing your draft, look for exclamation marks and use your best judgment to decide which one should be kept, based on your relationship with the receiver.
- Robotic writing
Remember, emails should sound like the person who is writing them. So, if you want to connect with the reader, avoid using sentences that sound like they belong in an Elizabethan novel.
To achieve a natural effect, pretend you are writing to a friend.
- Grammatical mistakes
You should check your spelling and punctuation one last time.
Imagine spending hours creating the comprehensive message, only to be rejected due to spelling and grammatical mistakes in the email.
To avoid this, you can use an online grammar checker tool. Also, read the email aloud to ensure that the phrases are not overly long and robotic.
Email writing tips
The process of writing a winning email starts even before you type the first word. It all starts with your attitude.
You will compose great emails that communicate and persuade the readers when you are in the right state of mind.
It seems reasonable.
However, how can you get into the right frame of mind?
There are two options:
- Put yourself in the recipient’s shoes
Did you read an email that was so incomprehensible that you could not even finish reading it?
When it comes to email writing, one of the most common issues is a lack of empathy for the recipient. Consider the following questions:
- Why am I sending this person an email?
- Is this the proper person to contact for what I am attempting to accomplish?
- Is my message concise and clear?
- Would a meeting be a better place to discuss this?
- Is each line assisting or hindering my goal?
This is very vital when emailing a new person, but it is also useful when communicating with a colleague.
- Write in a conversational tone
Native English speakers write in a more conversational style, as though they are talking to each other.
Avoid using the passive voice in your email writing. Most significantly, you should note how writing in the active voice sounds more natural. It should not be challenging to compose an email. Following these valuable suggestions will help you write an effective email.