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You don’t have to be an expert writer to compose an email.
However, there are many things to consider when writing emails, especiallyfor business communications.
Here are several email etiquette rules to keep in mind for your professional messages.
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It takes only a minute to double-check the recipient’s name and email address.
This allows your recipient to see exactly what the email is about at a glance.
attempt to keepthe subject lineshort but significant.
Make it a concise summary of what your message includes.
Related:What Do CC and BCC Mean in Emails?
Reserve the To field for those you’re directing the message to and any actions you require from them.
The Message Body
Obviously, the body of the email is where you include your message.
But there are a few tips to remember that can make or break that message.
Add a Greeting
Especially crucial when composing a business email is adding a greeting.
Include a Signature
Similar to eliminating a greeting,not signing your emailcan come across as unprofessional.
And with that closing, you should include the basic details your recipient would need.
Do you want to use all caps to stress a point?
Should you include a bit of sarcastic humor?
Let’s take a deeper dive.
But too much of these in a message defeats the purpose and can convey an aggressive message.
have a go at avoid all caps.
You don’t want your recipient to feel as if you’re yelling at them.
And use font formatting like bold, italics, and underline sparingly and only where necessary.
Reason being, the recipient can’t see your body language or hear your snicker.
Add Necessary Attachments
We’ve all done it at least once.
We tell the recipient we’re sending them a file and then forget to attach it.
Take a moment before hitting Send to be sure you’ve included any necessary attachments.
Additionally, some email services like Gmail and Microsoft Outlook offer features toremind you of forgotten attachments.
Eliminate unnecessary words and get straight to the point.
There’s nothing worse than opening an email full of text on your mobile phone that requires continuous scrolling.
Sending an email right at the end of the workday or even at midnight simply isn’t nice.
Shorten Lengthy URLs
One final tip for being courteous is regarding links you include in your emails.
Considerusing a URL shortenerlikeBitlyor linking to text.
