Most of us use email every single day, whether it is for business or social purposes. However, while most of us can remember learning how to write letters in school, lessons on writing emails are only now starting to pop up in the classroom. Knowing how to properly communicate by email is important for your professional reputation.

Tips for communicating by email

Tips for Communicating by Email

Below are our top five tips for effective communication by email.

Your Subject is Your Hook

Essentially, it catches the recipient’s attention and convinces them to read. It should be short, make the subject clear, and—if needed—include words that will help the recipient prioritize the message (i.e. urgent).

Always Use a Greeting

This one isn’t all that different from those letter-writing lessons you had as a child. You should always greet the reader. This greeting can be a simple “Hello” in informal situations though using “Dear” and the recipient’s name is best for formal communication.

Make Your Language Simple and Direct

A big mistake many people make with their email contact is using too many words or flowery language. Because it’s hard to communicate emotion through email, people tend to think that they need to be overly wordy to make up for it. The problem is that the more you write, the greater the chance that your message will be lost. Simple and direct language isn’t being curt; it is being clear.

Keep Your Signature Simple and Professional

Rather than remembering to sign off each email, you can use a set signature. Keep it simple and professional. While many like to use quotes, those are best saved for social media. Our suggestion?

Regards,
Your Name
Contact Information

Proofread, Every Single Time

Finally, never hit send before you proofread your message. If you are the type of person who needs distance from their writing before they can catch their mistakes, consider using an extension on your browser that will find those errors for you. Grammarly is one of the best, but there are other options out there as well.

Tips for communicating by email

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September 8, 2015

Tips for Communicating by Email

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  1. Prasanna Dasari

    September 8th, 2015 at 6:51 am

    Very informative post 🙂
    Email etiquette is needed for all.