Whether it is for marketing, business communication, or client grievance/feedback resolution, good email writing skills are paramount. If you aspire to make your mark as a professional in any field, lucid email writing is handy.
- For sales and marketing professionals, framing the right email content and structure is more important for successful sales.
- In Client Relationship Management and PR, creating the right impression with your email writing prowess works to your competitive advantage.
- If you are a freelancer or a self-employed professional, your email quality directly impacts your workload.
- For HR Personnel, the clarity of your emails is pivotal to streamline recruitment and bring in suitable candidates.
The above list is never-ending, spanning multiple sectors and job descriptions. Irrespective of your industry or niche, here are seven fantastic tips to enhance your email writing skills:
Ensure explicit emails, using minimal words for maximum expression:
The fundamental requirement for a well-written email is using a concise and crystal approach. Whether you address it to a client, colleague, or vendor, always keep it crisp and to the point. Nobody has the time or patience to read lengthy mailers, decipher the complex language, or look for hidden CTAs. Also, keep minimal attachments and name the attached files aptly to eliminate any confusion.
Polish your email writing skills with an online course:
If you are keen on enhancing your email writing skills, enrolling in an excellent online course is a great idea. Alternatively, you can attend a webinar or podcast on email finesse by a reputed trainer. Learning directly from seasoned professionals can give a significant boost to your email writing capabilities.
Refrain from using a generic subject line:
Most of us have personally experienced our inboxes getting flooded with unsolicited mails in several instances. In this situation, it is human tendency to open and read emails after viewing the subject line. A catchy, important-looking, or intriguing subject line for email marketers will ensure that your mail gets opened and read. On the other hand, a generic subject line might render your mail unread or deleted without a glance.
Extend genuine professional courtesy, irrespective of the designation:
Any polite exchanges over email should be heartfelt. Just because it is a professional communication mode doesn’t imply that the tone must be formal and rigid. Use phrases like “please'” “thank you”, “may I’, “kindly”, “look forward”, “certainly”, and so on. Also, remember to extend genuine courtesy by greeting them appropriately in the beginning and ending with gratitude and positivity.
Smileys and informal phrases are a big no-no:
No matter how familiar you are with the recipient, using informal phrases is a cardinal sin of email writing. While working on your email writing skills, do refrain from using casual lingo, millennial abbreviations, and smileys at all costs.
An easy-to-scan structure that is mobile-friendly:
Most of us end up checking our inboxes on the go, reading emails on our smartphones today. Therefore, the email template needs to be primarily mobile-friendly. Most importantly, the structure should be such that it can be scanned and interpreted at a glance with minimal effort. Don’t create a jarring effect with too many capitalized words, excessive bolding, highlighting, or illegible fonts.
Don’t just proofread but also preview:
Proofreading is an indispensable part of good email writing skills. Check and cross-check at least twice or thrice to weed out any errors. Use a free tool to check and correct grammatical mistakes and typing errors. And in the case of critical emails, don’t just proofread and send directly. Preview the mail by sending it to yourself to view how it appears to the recipient. Previewing crucial mailers will help you view the content and format from the recipient’s point, highlighting any discrepancies immediately.
Email writing protocols, formats, and best practices keep evolving with time. What might have been appropriate or trendy earlier may have become outdated now. It is therefore essential to keep brushing up your email writing skills. Do not shy away from seeking professional help or taking an online course if you deem it necessary. After all, well-written emails represent your calibre, expertise, and communication skills as a professional!