So, you have an important email to send out and you’re not sure what to do. You don’t want it to come across as unprofessional or too casual for the situation – what do you do?
Well, here are some tips that will help ensure that your emails are written with care and attention so they can be read with ease (and so they don’t end up in the trash folder).
| Key Takeaways |
|---|
| 1. Starting with a friendly and engaging greeting sets a positive tone. |
| 2. Mention any mutual connections or shared interests to establish common ground. |
| 3. Clearly state the purpose of your email in the opening sentences. |
| 4. Keep the email concise and to the point, focusing on the recipient’s needs. |
| 5. Personalize the content to show genuine interest and build rapport. |
| 6. Provide relevant context and information to support your message. |
| 7. Conclude with a courteous closing and a clear call to action if applicable. |
| 8. Proofread for grammar and spelling errors before sending. |
| 9. Experiment with your email’s subject line to capture attention. |
| 10. Always maintain a professional and respectful tone throughout. |
Know The Reason For Writing First
It is important to know the reason you are writing before you begin. If it’s to ask for something, make that clear.
If it’s to thank someone, make that clear. And if it’s a formal introduction (like when you’re applying for a job), again, make sure you’re clearly communicating your purpose in writing.
Crafting compelling subject lines is essential for grabbing your recipient’s attention. Learn how to write subject lines that truly resonate with our guide on writing email subject lines that get responses. Master the art of making your emails stand out in a crowded inbox.
Search For A Name Before You Send Your Email
Look for them on LinkedIn, Google and social media sites like Facebook and Twitter.
Look at their photos and search their bios to get an idea of who they are professionally and personally, but don’t copy directly from their profile because that will come across as unoriginal (and even worse: creepy).
Use search engines to find them: If you can’t find someone online or in person, try searching Google with words related to the topic at hand (e.g., “women entrepreneurs”). This is usually one of the easiest ways to find someone if all else fails!
Look For Job Opportunities And Email Them
You don’t have to be afraid of pursuing opportunities you didn’t even know existed. If you see an opportunity that interests you, email the company or person who posted it and politely inquire about their process. You won’t know what happens until you ask!
If they’re not interested in hiring people right now, ask if there’s anything else you can do to get involved with their company.
Perhaps they’ll need help with their social media accounts in a few months or write a piece for the blog after reading something interesting on your website (which isn’t even up yet).
Don’t be shy about following up and don’t assume that because someone turned down your request for a job opportunity means it will never work out.
There are plenty of other companies out there who may be better suited for what it is that YOU want from working at THEIR business!
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Start With A Value Proposition
A value proposition is a statement that describes how your product or service provides value to the customer. It should be short and to the point, not just because it makes you seem more professional, but also because it will help you keep your emails on-topic.
A good value proposition should be written in a way that is easy to understand and shows how you plan on helping them solve their problem.
Introduce Yourself And Mention Why You Are Contacting The Person
Remember that your email is an introduction to a person who doesn’t know you. This means you need to start with a short, but friendly introduction where you give information about yourself and why you are contacting them.
If the other person does know who you are, then simply mention how the two of you know each other or how they may have heard of your work before.
If this is someone who doesn’t know who I am and only has access to my first name in their inbox, then I’d start by saying something like: “Hello Sara! My name is Natasha and I just read one of your articles on [insert website here].”
Keep The Subject Line Short, But Descriptive Enough To Know What The Message Is About
Keep The Subject Line Short And Descriptive
Be sure to use a question mark at the end of your subject line if you are asking for something in your email, like an interview or information about a school event.
Don’t use all capital letters when writing a subject line because it’s considered rude and can come across as angry or yelling through email.
Instead, only capitalize the first letter of each word in your subject line to make it stand out more easily on someone’s screen without making them think you’re shouting at them!
Keep The Email Brief, On Point, And To-The-Point
Keep it brief. If you have a long story to tell, write it down as a memo instead and give it to the person in question.
Keep it on topic. The purpose of the email is to let this person know about something that may be important for them or their company, and also let them know you’re interested in doing business with them if they are interested in working with you too.
Don’t ramble about other things that might not be relevant at all or use too many words when one will do just fine!
Just make sure your message gets across clearly so that there aren’t any misunderstandings between both parties later down the line when things get more complicated (and they usually do).
Keep it short but sweet: no need for unnecessary paragraphs or sentences here either! Just say what needs saying – nothing more than two sentences long each isn’t going to help anyone out much anyway so why bother?
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Use A Neutral Tone In Your Message, Whether It’s A Business Or Personal Email
When you’re writing an email to someone, it’s important to remain neutral in your tone. This means avoiding anything that could be offensive or contentious, such as sarcasm or passive aggression.
The best way to do this is by sticking with the content of your message and not making any assumptions about what the other person may want from you (unless it’s explicitly spelled out).
In business communications, a neutral tone shows professionalism and politeness two qualities many people value highly in their co-workers.
Writing an email with a positive attitude can help create a positive relationship between yourself and the recipient, even if there are challenges ahead for both parties on the project at hand.
Don’t Write In All Caps
The first thing you should know about writing an email the professional way is that all caps are considered shouting, and therefore rude. No one wants to receive an email from someone who’s yelling at them through their computer screen.
It’s rude, it makes you look unprofessional, and it’s not a good way to start your relationship with someone new. Plus, all-caps emails are often associated with spam (which isn’t a good look either).
There are no hard-and-fast rules when it comes to following proper email protocol when writing an email as long as you don’t do something incredibly annoying like using all capital letters.
Or write in leet speak or get stuck on one topic for too long without introducing anything new into the conversation.
Use Proper Punctuation And Capitalization – It’s An Indicator Of Professionalism
Use a comma when introducing a new idea, or when listing items in a series. For example: “Hi, my name is Matt and I am applying for the assistant manager position at your company.”
Or: “This position requires excellent communication skills, knowledge of Excel and Word, and experience reading HR manuals.”
The colon should be used to introduce an explanation or example after introducing an independent clause (a sentence with a subject and predicate).
For example: “The job duties include managing budgets for projects, scheduling meetings between management teams from different departments, and maintaining project timelines.”
Or: “She graduated college with a bachelor’s degree in English Literature; as such she has excellent writing skills which will benefit her greatly in this role.”
Use semicolons between two independent clauses that are joined by transitional words like however or nevertheless. For example: “The job duties include managing budgets for projects; however he will also be required to attend weekly meetings with senior level management.”
Or we could say: “She graduated college with a bachelor’s degree in English Literature; nonetheless her dream is to become CEO someday!”
Read through your message thoroughly once you’ve finished writing it before sending it out – there are few things worse than sending out an email riddled with errors because of rushing through it!
It’s important to read through your message thoroughly once you’ve finished writing it before sending it out – there are few things worse than sending out an email riddled with errors because of rushing through it! By taking a few extra moments to read what you’ve written.
You’ll avoid making mistakes such as accidentally capitalizing the wrong word and not using the right punctuation.
You can also proofread by reading backward, copying and pasting the text into a different document, and editing from there. This will give the brain time to rest while still allowing for quality control over what’s being sent.
Unlock the potential of cold emailing to land your dream job by following our actionable guide on how to get your dream job with cold email. Discover strategies that can help you stand out to potential employers and create valuable connections in your desired field.
Avoid Using Emojis Or GIFs Unless They’re Well Suited To Convey What Needs Conveying In A Professional Setting (This Means No Cats)
If you’re not sure what tone to adopt, a good rule of thumb is to keep things friendly. If you know the person well, then there will be no need for formalities and titles – go ahead and use their first name. For example: “Hi James! Happy Friday!”
Remember that email etiquette is still important; don’t use capital letters unless it’s required for emphasis or making a point (e.g., “I NEED HELP WITH MY PROJECT ASAP.”). Short sentences and paragraphs make it easier for the reader to understand your message, so try not to ramble on.
Also, consider whether any technical issues might affect your recipient’s ability to read your message; if they’re on an old mobile phone or tablet, the text might be too small – so send them a separate message telling them how great they look in their new shoes instead!
If you can avoid it, don’t use exclamation marks! Even a single one is too many when corresponding professionally with someone you don’t know; especially when addressing superiors or people of senior status.
Exclamation marks should only be used sparingly in casual conversations between close friends/family members where exclamations might add some color to that particular message! It’s best avoided altogether if possible though because they’re often considered unprofessional.
It’s best to avoid exclamation marks completely if possible. Even a single one is too many when corresponding professionally with someone you don’t know; especially when addressing superiors or people of senior status.
Exclamation marks should only be used sparingly in casual conversations between close friends/family members where exclamations might add some color to that particular message! It’s best avoided altogether if possible though because they’re often considered unprofessional.
Effective copywriting is a key skill for crafting compelling emails that resonate with your audience. Enhance your copywriting prowess with our curated list of 10 tips for better copywriting. Learn how to communicate your message clearly and persuasively to engage your readers and drive desired actions.
Conclusion
Hopefully, these tips will help you out in your next email. But if all else fails, just remember that an email is just a form of communication like any other! Writing in an informal tone can make your message seem more genuine, which may be what the person receiving it is looking for as well.
No matter what your reason for writing an email might be – whether it’s personal or professional – always strive to make sure that it reads as such first and foremost; then worry about adding little flourishes here and there afterward if need be 🙂
Further Reading
How to Start an Email to Someone You Don’t Know: Discover practical tips for initiating conversations with unfamiliar recipients and making a positive first impression.
How to Write a Formal Email: Learn the essentials of composing formal emails and effectively communicating in professional settings.
How to Write a Good Email: Get insights into crafting well-structured and impactful emails that capture the recipient’s attention and convey your message clearly.
FAQs
How do I begin an email to someone I don’t know?
Starting an email to an unfamiliar recipient requires a polite and engaging opening that introduces yourself and the purpose of your message. Consider using a friendly greeting and briefly mentioning any relevant connections or context.
What should I include in a formal email?
In a formal email, ensure you include a clear subject line, a professional salutation, concise and organized content, and a courteous closing. Remember to maintain a respectful tone throughout the email.
How can I make my email stand out?
To make your email stand out, personalize your message, provide relevant details, and focus on the recipient’s needs or interests. Use concise language, avoid jargon, and consider adding a unique touch that reflects your personality.
What are the key elements of a good email?
A good email should have a clear purpose, a well-structured layout, and concise yet informative content. It should be easy to read, engaging, and free from grammatical errors or typos.
How can I improve my email writing skills over time?
Improving email writing skills involves practicing effective communication, paying attention to feedback, and learning from examples of successful emails. You can also seek resources, like writing guides and online courses, to refine your skills further.
Costantine Edward is a digital marketing expert, freelance writer, and entrepreneur who helps people attain financial freedom. I’ve been working in marketing since I was 18 years old and have managed to build a successful career doing what I love.