It might seem strange that a secretary would need to write emails. Aren’t secretaries the ones who should be reading emails? It’s true that a large part of the job is wading through and sorting email, but in many ways, it’s your job to be the go-between for your boss and their colleagues and you can’t do that if you don’t know how to write emails. This article will help you get up to speed with business email etiquette.
If you’re new to corporate life or just new to being a secretary, it will seem like everyone already knows what they’re doing when it comes time to send out an email. You may have heard stories about people getting fired or demoted due to misuse of business correspondence. Don’t worry! To make sure you don’t fall into any traps (like accidentally cc’ing someone on an email you shouldn’t), we’ve prepared this list of basic pointers aimed at freelancers just entering the freelancing fields.
| Takeaways |
|---|
| 1. Use a clear and concise subject line to grab attention and provide a brief summary of the email’s content. |
| 2. Start with a professional and appropriate greeting, addressing the recipient by their name if possible. |
| 3. Keep the body of the email organized and structured, using paragraphs and bullet points when necessary. |
| 4. Be mindful of your tone, maintaining a professional and courteous demeanor throughout the email. |
| 5. Proofread your email for grammar, spelling, and punctuation errors before sending it. |
| 6. Use proper formatting, such as bold or italics, to highlight important information or key points. |
| 7. Keep your email focused on the main topic and avoid including unrelated or unnecessary information. |
| 8. Use a polite and appropriate closing, followed by your name and contact information. |
| 9. Follow up on important emails and maintain good email etiquette in all your professional interactions. |
1. Be Concise
While there are exceptions to the rule, emails should be for short messages. To an extent, you will have to assess the situation and your audience, but a good general rule of thumb is that if your email message doesn’t fit within 30-40 lines (about 250 words), it’s too long and needs to be broken up into several shorter emails.
If you find yourself writing long sentences or paragraphs, break them up into smaller units. If you have important points you need to make in an email, don’t try to make them all at once. Break up your email into paragraph-sized pieces so that each piece makes one point only. If you need to give a lot of information such as statistics or figures in an email, consider using lists, tables and/or infographics where possible instead of a text explanation.
Understanding and practicing good communication etiquette is crucial for effective business email writing. Learn how 15 Things Good Communication Etiquette Can Do for You can enhance your professional interactions and improve your email communication skills.
2. Proofread, Proofread, Proofread
This is a fundamental tip for writing emails or any type of written communication. The easiest way to do this is to utilize the spell checker in your email client: It’s there already, so start using it! When you’re done with that, read your email aloud before sending it. You’ll be amazed at how much easier it is to notice errors in this way.
If you want to go above and beyond, use a grammar checker like Grammarly or Hemingway Editor before you send the email to anyone. These tools can help you catch (and correct) mistakes before your message goes out into the world.
Use flowcharting to see what your email will look like. Let’s say you’re writing an invitation for an upcoming event at your company, a party celebrating next week’s product launch that employees are invited to attend after work on Friday night, for example.
Your print materials have been created by a skilled designer who knows how to create an exciting and visually appealing layout that will get people pumped about coming out for the celebration… but when you try and translate those ideas into text format via an email invite, it just doesn’t look right as plain text in an inbox window.
In situations like these, try creating a flowchart of how everything should appear on screen or paper (depending on which medium best suits the task).
3. Use Proper Formatting
Odds are you send and receive quite a few emails each day, many of which read like a stream of consciousness. The good news is that there’s no need to spend too much time formatting your messages if you’re just emailing your co-worker about lunch plans or confirming a phone call with one of your clients.
However, when it comes to business emails, proper formatting can make an enormous difference in the way that people view you and your company. Here are four formatting tips to keep in mind:
- Use bullets to help show the structure of what you’ve written especially if the text contains several action items or pieces of information that need to be addressed individually. By bulletin sizing these items, you can provide a higher level structure for people who want to see the main points quickly and then read more later on.
This format allows readers to skim through it during their busy days and come back for more details when they have time. Plus, bullets look nifty.
- Keep paragraphs short. Reading long blocks of text is hard work, so many people will simply skip over big chunks of an email if it looks like too much work upfront. Meanwhile, line breaks can be used within those paragraphs as well as between them especially when using bullets to visually break up all that text into small chunks again and make it feel less daunting overall.
It also helps draw readers’ attention toward important parts (like bullet points!) so they won’t miss any crucial information as they’re scanning through their inboxes later on.* Add professional signatures with contact info at the end: People often think that adding a signature at the bottom makes their message look unprofessional because they think adding content after their last paragraph will somehow mess up its flow or get added awkwardly.
However this isn’t true at all! Email signatures actually help add professionalism by including contact information such as names, titles, companies/organizations represented and links to websites/portfolios/social media
As a freelancer, mastering communication etiquette is essential for building strong client relationships. Check out our guide on Communications Etiquette: Dos and Don’ts for Freelancers to ensure you maintain professionalism and create positive impressions through your email correspondence.
4. Don’t Overuse CC
The CC stands for “courtesy copy.” It is a less formal way to send an email to people who don’t necessarily need to see the content but are important enough that you want them to know what is going on. In other words, you are letting them be privy to information they might not have otherwise seen.
It’s important not to confuse this with BCC (blind courtesy copy), which is when you send someone a copy of an email without the recipient knowing about it. We will discuss BCC in more detail next week.
5. Know When To Hit Send (And When Not To)
Too often, an email is sent that includes an angry rant and then the sender regrets having hit the send button. As a rule of thumb, never send any business correspondence when you’re feeling agitated. If someone sends you a message you think merits a response while you’re in that state, either wait until later to reply or pick up the phone and call them instead.
Emails can also be problematic when they are sent when tired, stressed or distracted. You might find yourself replying to an email with “Thanks” or “OK” and then realize that’s all you wrote or realize later in the day that there was much more information needed to respond adequately.
For these reasons, it’s best not to send emails when your brain is on autopilot (such as first thing in the morning before your second cup of coffee) or if you’re working under a tight deadline (which tends to trigger stress).
6. Set Clear Expectations
Provide clear instructions. Sometimes it’s necessary to send emails that include a request, such as asking someone to complete a task. If you’re doing this, make sure you provide the reader with clear instructions and the information they need to do what you’ve asked.
Communicate what you expect in terms of follow up. If your email is related to an ongoing project and you want regular updates on its status, specify this in your original email. Also, if there are any actions or decisions that require input from the recipient before he or she can continue with their part of the project, be sure to clearly communicate what those are and when they need to be taken care of.
This makes it easy for people to prioritize their time and will ultimately help things get done more efficiently and effectively. Anticipate questions and answer them before they are asked. It’s worth taking a few minutes (or even a few seconds) at the end of your email to anticipate any potential questions that might arise from your message so that you don’t have to deal with multiple emails back-and-forth about one topic later on.
For example, if there’s a specific piece of information required for someone to complete an action or decision associated with your email request, including it in the initial message will save you time later by preventing an additional email exchange where someone asks for clarification regarding how exactly they should proceed with the matter at hand because something wasn’t clear enough initially.”
Working from home requires a different set of etiquette rules to maintain productivity and professionalism. Discover 16 Etiquette Tips for Those Who Work from Home to optimize your remote work environment and effectively communicate through emails while balancing personal and professional boundaries.
7. Keep It Brief
As a general rule, you should aim to keep every sentence as short and concise as possible. Short sentences are easier to read than long ones. They’re also less likely to contain mistakes or grammatical errors.
Take the time to edit your message: It’s important to recognize that writing emails can be a very time-consuming process, especially if you’re not used to it. That’s why it’s crucial that you take the time to edit your message before sending it out.
Eliminate all unnecessary information: When writing an email, make sure you only include what you absolutely have to say. Try not to use filler words or phrases like “I am writing this email” these types of statements don’t add anything meaningful and just waste everyone’s time. (This is especially true when replying from mobile devices where typing speed is slower.)
Remember that most people don’t want their inboxes filled up with useless messages; they want useful content! So eliminate any unnecessary information in order for people reading your message to feel like they got something out of it rather than wasting their time reading through extra stuff
The same thing goes for signing off too many times; don’t sign off multiple times at the end because this makes emails seem longer than necessary – instead try removing one of those lines altogether so there isn’t anything after “Regards,” which will shorten up an email while still maintaining its professionalism.
8. Use A Simple And Direct Subject Line
Making your subject line clear and direct is more important than being clever. A vague or misleading subject may cause the recipient to delete it without opening it, or assume that they don’t need to read it right away.
Don’t be vague. “Good news” or “FYI” doesn’t tell the recipient what your email is about or why they should pay attention.
Don’t try to be humorous. Your email might not sound as witty as you intended, especially if something gets lost in translation due to a language barrier. This can make you seem unprofessional, which is not how you want to come across in a business setting.
Don’t make your subject line too long. Put yourself in the recipient’s shoes. If you had 200 emails waiting for you at any given time, would it be easier for you to pick out those with clear and concise subjects? We’d bet our bottom dollar on that.
Don’t leave it blank! Sure, this isn’t strictly a “don’t,” but we’re saying no-blank-space anyway because of its tendency to cause confusion and leave recipients scratching their heads while asking themselves: “What the heck were they thinking?”
9. Avoid Using Exclamation Points For Emphasis
The exclamation point is not your friend, especially when it’s used with frequency or multiple times in a row. Exclamation points can make you come off as unprofessional and even aggressive, especially in business emails. So refrain from using them altogether, or at least limit to one per email.
This tip goes hand-in-hand with avoiding ALL CAPS emails which is another thing that makes you seem aggressive, loud, and overbearing (not to mention difficult to read). Use italics instead if you want to emphasize something.
10. Don’t Use Unclear Words
One of the most common mistakes you can make in a business email is being unclear or vague. It’s important to be clear and descriptive when writing a business email.
Using precise words and phrases, as well as concrete examples, can help clarify your message and avoid misinterpretations. You should also use questions to clarify the meaning of sentences if they might be confusing. Using active verbs and phrases instead of passive ones will make your meaning even clearer, because passive sentences tend to be less clear than those with active verbs.
Enhance your communication skills with these essential tips. Check out our article on 13 Must-Know Communication Etiquette Tips to improve your email writing, maintain clear and concise communication, and foster positive professional relationships.
11. Avoid Replying All If You Don’t Have Something Substantive To Add To The Conversation
If it’s not necessary for someone to be included in an email, don’t add them. Don’t hit ‘reply all’ if you don’t have something substantive to contribute to the conversation. Asking a coworker if they’re going out to lunch but CCing the entire team is not a good idea.
Forgetfulness happens and you might accidentally leave someone in the chain when you shouldn’t have in this case, apologize and ask that they delete your message going forward.
12. Err On The Side Of Over-Communicating Updates And Keeping People In The Loop
When it comes to email etiquette for remote workers, there’s one common piece of advice that always bears repeating: It’s better to err on the side of over-communicating. This is especially true during busy times of year or when teams are juggling a lot you never know what information your recipients might need.
Keep everyone in the loop with frequent team updates so they don’t have to ask you for progress reports. Send emails that provide status updates whenever possible, especially if you’ve been heads-down on an important project. Whenever there are changes or delays in your work schedule, let people know promptly and offer a solution so they’re not left waiting or wondering what’s going on next.
13. Follow Up
If you don’t hear back within a reasonable amount of time, follow up. If no specific date was agreed upon in the original email, decide what a reasonable amount of time is based on the type of response you need. For example, if you are seeking information that can easily be found elsewhere (such as someone’s physical address), three days may be plenty.
However, if you’re waiting for an answer to a question that only one person can provide, it may be more appropriate to wait two weeks before following up. If no specific date was agreed upon and you intend on following up with another email in the future, consider stating this intention at the end of your email.
This shows that you respect people’s time and understand they may not have answered right away because they were busy or simply forgot about your initial inquiry. For example: “I look forward to hearing from you! I will follow up by December 5th if I haven’t heard back by then. Thanks again!”
Follow up if there is something new to add or ask about. Sometimes it makes sense to send another email even though your recipient has replied if, for example, there is something else urgent that needs their attention or if new information has come to light and could significantly alter their response or next steps regarding a project
Effective communication goes beyond verbal interactions. Explore the 12 Principles of Good Communication for Non-Verbal Communication to understand the importance of non-verbal cues in email communication and how they can impact the way your messages are received and understood.
Final Thoughts
All that’s left to do is wrap up your email and send it off. Don’t forget to include a closing salutation, such as “Best” or “Regards”, followed by your contact information in the signature block. If you’re writing to someone for the first time, this is an important opportunity to provide your name and title, along with some basic business information about yourself or your company.
In a friendly tone:Finally, don’t forget to include a call-to-action if applicable. Whether you’re hoping for a response from the recipient or simply trying to keep them informed on an issue they care about, make sure they know what their next steps should be. A good P.S., which stands for postscript, can also be useful here. This is where you can offer additional information that might not have been relevant in the main body of the email.
Further Reading
Here are some additional resources to further explore the topic of email etiquette:
Email Etiquette: A Comprehensive Guide: Learn best practices for professional email communication, including tips on formatting, tone, and response etiquette.
Career Development: Mastering Email Etiquette: Discover how to enhance your professional image through effective email etiquette, with advice on subject lines, greetings, and email tone.
Professional Email Etiquette: 9 Do’s and Don’ts with Examples: Gain insights into common email etiquette mistakes to avoid and learn practical tips for writing professional emails.
People Also Ask
What Is A Good Subject Line For An Email?
A good subject line should be informative and concise. It should be brief enough to fit in the subject line of a message, but not so much that it becomes vague or misleading. Some people also prefer to include a date in the subject line, particularly if they’re writing on behalf of someone else and want to make sure that the recipient knows who originally sent the message.
How Do I Write A Professional Email?
The most important aspect of any business email is how it looks, so your first step should always be formatting your message properly. This means using clear font styles like Times New Roman for all text except headings (which can be larger), italicizing emphasis words such as “important” or “emphasize,” and making sure that everything looks clean before sending off anything electronically.
How Do You Write An Email That Gets A Response?
Think about the person who will be reading your email. What do they care about? Are there any projects or ideas that they’re excited about? By opening with something that interests your recipient, you can pique their curiosity from the start. This will prompt them to keep reading to see how your message relates to their priorities and needs.
What Is The Best Way To Write A Professional Email?
There are several ways you can write an effective professional email, but one of the most important things is to make sure your tone is friendly and respectful, even if you’re sending an email that is critical or negative in nature.
If possible, try to use language that conveys respect towards the reader and their time constraints for example, by acknowledging their busy schedules or ongoing projects in order to show them that they matter as people rather than simply responding to objects.
You might also consider using emojis if appropriate in order to convey positivity through visual cues. This will help ensure there’s no misunderstanding in communication.
I am a content writer, and I love what I do! Writing makes me feel like the words are flowing through my fingers, and then onto the keyboard, like magic. My experience as a writer has taught me that writing makes me feel good, as well as helps others to feel better too!