To write or not to write is the question we always ponder upon while writing an email. Even when we know what to say, it is easy to fumble on how to say it! Most of the confusion buds during professional email writing. How to address the hierarchy? How to sound confident yet not intimidating? You’ll find answers to these queries in this article.
By starting an email, you are setting the tone of the context. So, be sure about what you mention there. And while sending the emails, cross-verify the email address to avoid any awkward situations. No one would want to incorrectly send an email to their client, which is meant for the colleague!
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What’s in a name?
Everything! How would you feel when someone mispronounces your name? Disrespected, right?! The same goes with writing the name on the email. Before starting the email, double-check the name and spelling of the person. You’d be surprised to see how one name pronounced can be written in different ways.
For example, the spelling for the name Caroline can be Carolyn, Karolyne, Carolynne, etc. Be assertive especially, when spelling the name of Expats. A wrong spelt name can sometimes cost the company. However, if you have already email exchanges with the given person, finding their name in the signature can come in handy.
Know your audience
Knowing the email recipient is equally crucial because you can then decide how to write the email. Is it your colleague from a different team? An external client or your boss’s boss? Greeting them becomes easy when you know the audience well.
If you are referring to a team, then the way to start differs. For example, ”Hi there”, ”Hello everyone” or ”[Team name]” works feasible when communicating to a group of 3 or more. When you are unsure about the person you’re sending the email – then just stick to “Hello” or “Greetings”.
Smileys or emojis of any kind are usually not encouraged in a professional email, particularly if you are sending it for the first time. Be crisp with the content you mention in the subject line and stick to the same in the body of the letter. Usually, the subject line is a giveaway of the essence of an email.
It sounds tempting to put yourself out there with excitement but, hold your horses! The concept of being professional is also being minimal. You can definitely use suitable emojis for the one that you are commonly communicating with. Like, your teammates or work friends :)!
It is one of the job responsibilities to write emails. So, ensure that you put thought into it while drafting. And, as said before, avoid any miscommunications and misunderstandings by proofreading the content and the sender’s email address.