5 THINGS TO CONSIDER WHEN WRITING AN EMAIL
THINGS TO CONSIDER WHEN WRITING AN EMAIL: Nowadays there are so many different methods of communication including emails, messenger chats, social media chats, social comments, etc but still, the formal method of communication within any organization in the world is email. It doesn't matter whether it is a Public Limited Company like “Accenture”, “HCL”, “Samsung” where there are more than 100 thousand employees onboard, or a private limited company with less than 50 employees.
When it comes to any form of communication within or outside the organization to achieve any minor to major organizational goals, objectives, and changes then only professional email is considered as the standard and the effective method of communication for any company and every employee in the organization has to follow this procedure.
We often send emails to friends, relatives or people that we know but the format of these emails is different from business email writing formats, therefore, these emails that are sent personally to communicate any personal message is known as informal emails.
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These emails are generally sent from the public domain for example if your name is “Aditya Kumar ” you might have free email account on Gmail, Yahoo mail, etc then suppose your personal email id is “aditya.kumar9663@gmail.com” then this is a public email address that might be used more for personal purposes and quite less times for formal purposes but when you join an organization suppose “XYZ technologies.pvt.ltd” then as an employee of that company they will provide you an official email address that belongs to that organisation example “aditya.k@xyztechnologies.com”. This email address confirms that you belong to this particular organization as an employee, manager or supervisor and your communication within the organization with other employees, managers, even CEO of the company will be considered as official when it will be sent with this particular email address.
Now as we know that Email Communication is the Backbone of any organization in the world and it is important for every employee to know the difference between the personal and the professional emails, Today the majority of freshers are struggling to get a job due to lack of skills that are required to be known well before you join any new job therefore as a fresher if you want to succeed in the organization then it is mandatory for you to know how to write professional emails and once you know and practice professional emails writing then you will be ready to become a professional and you could become ready to start your career with any emerging career options in India or abroad if you know the very basic rules to become an employee and then no one could stop you to succeed in life in the corporate world.
There are many things to consider when writing an email but here we will be going to underline the most important points that you should always remember and practice to achieve when writing a professional email to your colleagues, boss, manager or anyone in the organization.
ALWAYS START AN EMAIL WITH A GREETING!
When it comes to personal email or semi-formal emails we could start an email conversation with the informal greetings like “ Hi, Hello, Dear, Pal,” but when it comes to professional email to any manager, colleague, supervisor, business clients or any other authority within the organization then you need to address them with a formal greeting as below
Dear { First Name} eg: Dear Ritesh, - In this format no last name should be included.
Or suppose you need to send an email to Mr. Raghav Verma then you could also use the greeting like
Hi { Mr. Verma }, Here if you include Hi then you should only include the Last Name instead of the first name.
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Now in case you need to send a professional email to any female employee then in that case it would be risky to use Greetings like Hi Ms, Manisha or Hi Mrs Sharma because as a sender we might not know whether the person is married or not, in that case, you should avoid using this Greeting “Hi”
Here you could simply greet the person
“ Dear { First Name}, eg Dear Manisha, That will always leave a positive impression as a sender and the communication would be effective.
DO HAVE A CLEAR SUBJECT LINE
Before you compose any new email, you need to make sure that your Subject line needs to be properly drafted with the precise one-line summary of the entire content of the email, in other words,
Make sure your subject gives an overview of the content of your email.
For example, You need to mark an email to your manager requesting for leaves because you are not feeling well so what should be your Subject Line.
“ Leave of Absence Request - Manish Sharma [ 20th July 2019 to 1st August ]
This Subject line immediately conveys the entire message of the mail body without even reading it fully, as it conveys the request, Name of the Employee & Dates.“ and most importantly it is short and precise within the specific length within one line.
ADD MAIL RECIPIENTS
One of the most important things to consider before writing an email is to carefully identify and add your recipients in the email. This should not be the case where you need to send the email to your colleague but you are adding your manager email in the “To” section,
Basically, it's a concept of the first person, second person, and third person ie,
The first person here refers to the recipient to whom you are conveying the message directly. Here he/she is the person you require to read your email and respond to it directly. Therefore you need to have the effective email writing avoiding human error and keeping the appropriate email address in the “To“ section of the email.
Now suppose the person you addressed on the email does not respond to your email or you believe that someone should be informed about this email without the need for his reply on that email until and unless required then you need to keep that designated authority email address in the Cc of the email, ie, “Carbon Copy” This will send the email to the first person and also the second person keeping informed the first person that the second person is involved in this email.
There is also another method of adding the recipients but it is one of the least used method, in which you could mark an email to the recipient and keep other authorities that you need to involve in the email in Bcc Ie, “Blind Carbon Copy” which is very similar to the Cc but here the only difference is that the first person will not be able to identify that this email also includes other people.
BE SPECIFIC AND FORMAL WHEN DRAFTING THE MAIL BODY
After perfectly adding the formal greetings, subject lines and the recipients you need to draft your email body carefully and precisely to convey your entire message clearly to the recipient by using specific words so that word limit should be maintained ideally, which should not be greater than 350 - 500 words within the mail body.
Here you need to make sure that you sound courteous and respective to the respective person you are sending your email. The purpose to draft any email is that the recipient successfully receives, reads and acknowledge your email, suppose you send an email to someone then you need to know whether he reads that or not, and you will get to know only when he/she acknowledge your email. So for effective communication, we recommend you to write short paragraphs, fewer words or number your points wherever applicable to ensure the important message is conveyed to the recipient of the email.
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You need to remember to be brief and put your key points of message upfront, ( Your goal is to have a person read your email and hopefully respond to it within a short time period, so keep your email as short as possible to make it easier for your reader to comprehend. )
Another very important aspect of drafting the mail body is to provide space between paragraphs, do proofreading, check and spelling mistakes or any grammatical errors within your message to ensure that whatever you are required to send is spelled and drafted correctly before you press on send button.
The another additional but very important thing to consider when writing an email is to use words like “ Please” and “ Thank you” whenever necessary, especially while making a request to somebody. Moreover, Do use a professional salutation and don't be casual with your recipient.
CONCLUSION AND COMPLIMENTARY CLOSE
Most often we do this mistake during professional email writing, even though we take care of all the above points and draft our email Subject, Recipients, Mail Body with utmost perfection but when it comes to concluding the email many conclude and end the email with a casual approach and not in a format that sometimes may be the reason for not receiving a reply on your email.
Here we recommend you to write a statement that shows respect and appreciate the recipient for their time and efforts to read this email and request them to reply on this email ( If required ) with the utmost respect and always Than your email recipient and include a complimentary close ;
Sincerely or Regards
{ Your Full Name }
{ Contact Details }
{ Designation }
{ Company Name }
{ Company Address and Contact Details }
For example ;
Regards
Manish Shukla
+91 358674xxxx
Assistant Manager - BPS Operations Department
BPS India XYZ.Ltd
XYZ, SEZ 126, Sector 334, Noida
Uttar Pradesh, India
The above-mentioned detail is an example of a perfect sign that you need to include after you conclude your email so that the recipient is able to know who is sending this email and to whom should he reply on this email. In case he has some confusion to which he needs clarity with the availability of the contact details, he could contact you offline also.
To make sure that no confusion is left you could include a statement before you enter your signature in the email.
“For any Clarifications or Assistance, Please feel free to contact me: { your email address}” followed by your signature.
So above are the 5 Most Important Things to Consider when writing an Email, These are one of the most important email writing tips that will help you to avoid conducting any mistakes within the organization when it comes to professional communication.
I hope now you know better how to write a professional email. Please don't forget to share this post with your friends and followers on social media to spread this knowledge.
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