Email is quickly becoming one of the most popular methods of communicating with family, friends and businesses. Whether you are writing to a friend to tell them about your weekend, or writing to a company to enquire about job positions, it is important to construct you email in a way that firstly gets opened and secondly captivates the reader’s attention. There are a few tips you can follow in order to create the perfect email.
Subject line: The subject line is an important thing to get right when writing an email. Not only is it an introduction to the main content, but it can also mean the difference between getting your email opened and just being ignored. Also remember not to use words like ‘Hi’ in the subject line when writing an email to a business.
Keep it Short: Try to keep the email short, especially when writing to a company. In business time is money and most business will appreciate not having to read through a long email to get to the point. However, you will still need to include all the information you wish to pass on.
Main Point: Be sure to place the main point of the email at the beginning. Think of it as a summary of your content. Explain in a few words exactly what the email is about. Putting the main point at the beginning will give the reader an idea of what you are writing to them about and can also grab their attention and make them want to read more.
Abbreviations: Avoid abbreviating words throughout your email. Don’t write as if you are writing a text to a friend, or posting your status on Facebook. For example, don’t write abbreviations like ‘plz’ and ‘lol’.
Layout: The layout of your email is a very important factor when it comes to looking professional. Write it as if you are writing a formal letter. Include you name, address and phone number at the top and structure your sentences and paragraphs in an easy to read way.
Spelling and Grammar: As with any piece of professional looking writing you create, it is important to check your spelling and grammar within your email. You can proofread the content, or better still write it in a word processor and use the spell check function.
Attachments: Try not to attach files to your email unless absolutely necessary. Attaching files means the reader has to spend more time fiddling about and there is always a chance the email provider could place your message in the spam folder, which will reduce the chances of your email getting read.
Be Polite: Be polite when writing your email. Don’t start by pressuring the reader into taking action. Sentences like ‘you need to take action within 24 hours’ tend to put people off and the main subject of your email may not get read. Take the time to interact with the reader in a friendly and engaging manner.
Address the Individual: Try to include the readers name when writing your email. Instead of starting something like “Dear sir or madam”, address the email to the actual name of the person you are writing to. Beginning your email by writing “ Dear David Smith” will produce a more personal tone.
Reply Promptly: When the individual replies to your email, be sure to send a prompt and useful reply back. Even if you have to spend a bit of time gathering the information required to answer fully, you should still reply with a short statement outlining the time you expect it will take to acquire the desired data.