It is important to write emails as concise and to-the-point as possible. However, like in every type of communication, misunderstandings can happen.. Here are several tips that will help you write effective and professional emails:
1. Don’t Make It Too Long
Make it short and revise each paragraph. Ask yourself was every piece of information you wrote absolutely necessary.
2. Avoid Jargon and Vague Expressions
Yours truly, Sincerely yours etc – these are just too personal. You aren’t theirs, period.
Respectfully – people often wrongly believe that this phrase gives email a lighter and more of a friendly tone. Not only that this isn’t true but on the contrary, it makes the rejection emails even more gloomy than they actually are.
Enclosed please find – this phrase will make you sound lawyer-like and impersonal, and is something that needs to be avoided.
Think outside the box – This phrase is the biggest cliché you can use. Avoid it!
Pre-plan or pre-prepare – this is just wrong. Both planning and preparations should and always do take place prior the main action and as such the use of this prefix is completely redundant.
3. Be Careful with the use of Passive Voice
Too much of passive voice will make it sound less personal and furthermore, your email will end up having an ambiguous tone.
4. Proper Use of Emoticons and Emojis
Yes, you are allowed to use emoticons and emojis in business correspondence. Of course, knowing the right timing and the amount is the key. If you overdo it, you will run the risk of appearing unprofessional amongst your colleagues and/or clients. However, if you keep in mind that according to scientific claims only 7 percent of our communication is verbal, where 38% is intonation and 55% is body language, it makes sense that emoticons can fill in the void and clarify the meaning.
5. Always Check Your Grammar and Spelling
Last but not the least, the importance of basic literacy. A spelling mistake here and there isn’t a disaster, however a lack of basic literacy will make anyone doubt your skills and competence.