Whether you’re an exceptional young professional or a careful supervisor, email composing is a crucial part of business correspondence. It becomes a day-to-day battle, because of what’s frequently considered to be the secrets of English grammar and the nuances of the composed word.
That is particularly obvious assuming you need to persuade occupied individuals to answer or address a possibly tricky subject. To compose an extraordinary email, you really want to know two things: normal missteps to stay away from, and powerful techniques to excel.
Be that as it may, priorities straight you need to know what an incredible email resembles assuming you will keep in touch with one. When an email is sent to someone you don’t know well it is in most cases called a formal email. A formal email is also the right choice for some business situations. If you’re not sure whether to send a formal or informal email, it’s usually better to send a formal message.
Formatting an email
All the emails written have the same basic structure that includes: Subject line, greeting, email body, and closing. The difference comes in the content which varies as we write formal or informal communication. There is a right way to write these different kinds of emails and then we should follow the same.
The subject of an email actually defines if the mail will be actually opened by the receiver. A well-crafted subject line includes information on what the mail is about and gives the overlook of the email. If you are trying to establish a professional relationship in the first place then it becomes even more crucial as it can be a big parameter to set the expectation from the enclosed email. Emils with subject line as ‘Hi’ or anything vague might end up not being opened or directly going to the spam folder. The more formal your email is, the more detailed your subject line should be. But be aware that the subject line should not be made very long and should not contain unnecessary information.
2. Email greeting or opener
In most email composing circumstances, you’ll need to incorporate a quick hello to recognize the reader prior to plunging into your primary message or solicitation. It should always be your priority to find the recipient’s name to address then in you email. If you were unable to do the same then you can go ahead with a more generic salutation like “Greetings”, “Dear student”, “Respected Human Resources Director” etc.
The exemption: When you’re on an email chain with close partners, it frequently turns out to be more normal to drop the opener (as well as the end). However, it might at first feel like a blunder, it flags superior expert compatibility.
3. Email body
The body of an email is the main star of your message, and it should have an unmistakable and explicit reason, for example, getting input on a show or organizing a gathering with another client. It ought to likewise be succinct, not lengthy and clear. Keep in mind that the reader is not very familiar with you and might not be with your topic so write the mail very clear and ensure that it does not create any confusion on the mind of the reader. Like that, individuals will be more disposed to understand it, rather than skimming it and gambling with missing basic data. Assuming you can, reduce it down to a couple of decision sentences.
Don’t write a very long email, remember no one wants to read a novel when they are actually going to the mail app and opening all the emails.
Just as you want to start things off on the right foot with your greeting, you also want to end it well too. If you want the receiver to do something, include a clear and specific call to action for the same. If you’re just wrapping up the discussion you’ve previously had, end your email on a friendly note to show a reader you’re willing to keep in touch with them.
Add a closing remark like “Thank you for your patience and cooperation”, or “Thank you for your consideration” and if you want to follow up on the mail mention the same and write statements like ” Looking forward to hearing from you”, or “If you have any questions or concerns then feel free to connect or reply to the mail”.
A good email closing also reminds the reader who you are since it should include your full name, contact information, and title (if appropriate). If you can, use a professional signature template for added impact.
Examples can be:
Email of required
Phone number if required.
Also read: Computer Abbreviations
Things to avoid in an Email
Whenever you’ve composed and arranged your proper email, you’re practically prepared to send your message. In any case, before you press that Send button, survey your email cautiously. Search for:
1. Mistake in a name: Make sure you’re writing to the right person and spell their name correctly.
2. Typing mistakes
3. Grammatical errors: check the grammatical error and read it twice and thrice.
4. Spelling errors: Avoid using emojis or informal abbreviations like BTW or ASAP, leave those to be used while talking to your friend, and proofread your email carefully.
5. Any error in the email address: make sure that the email ID you are sending the email to is correct. It should also be made sure that your email is an appropriate one. If you had made your email ID in childhood and is a fancy one, reconsider the same and make something more professional like: [email protected].
6. Don’t forget the attachments: Don’t forget to attach the attachment which you have mentioned before. It is a common mistake made when people are in a hurry to send a mail. It should also be kept in mind that the attachment should be named properly.
Remember a bad email puts forward a very bad first impression no matter how good you are at your work.
Samples of Email
Email example 1: Follow up email for Business
Subject: RE: [subject line of your previous email]
Following up on my previous email about the collaboration with your website. I’m still interested in writing a guest post about the best UX practices for dating apps. With 10 years of experience in the mobile industry, I have a lot of insights to share with your audience.
Please let me know if you’re interested in collaboration!
Example 2: Request
Subject: Vacation request for September, 10-15
Dear Mr./Ms. [Last name],
I would like to request vacation from Monday, September 9th till Friday, September 13th.
I will make sure to complete all my current projects and pending tasks in advance before the vacation. My colleagues [Name] and [Name] will cover my responsibilities during my absence.
Looking forward to your approval.
Example 3: Complaint
Subject: Complaint regarding the quality of the headphones
I purchased headphones at Perfect Music on Monday, August 11. Later, I discovered that the left headphones weren’t working. Unfortunately, the staff refused to replace the headphones or return my money although I provided the receipt.
The quality of the product and the disrespectful treatment I received in your store has disappointed me to a great extent.
I hope to have this issue resolved and get my money back, otherwise, I will have to take further action.
Example 4: Event invite email
Subject Line: We cordially invite you to [event name]
It is that time of the year again when we have our [name of the event].
It is a day where we [describe your event in about two lines].
You have become a valued part of our company, we would love it if you’re able to come, but we understand if you can’t.
Please click this invitation link [insert link] and RSVP yes or no.
Example 5: Cover letter
Dear hiring manager [name],
I was very interested while reading the job posting for the position of [job title]. I believe that the experience I have strongly matches the responsibilities of this position. The same makes me enthusiastic about submitting my application for the position.
My most recent position was at [company name], where I was a [job title name]. Additionally, I recently participated in a [mention an accomplishment in your last job that is relevant]
I have attached my resume to this email. Thanks to it, I believe you will learn more about my experience, education, and achievements.
Looking forward to hearing from you,
Example 6: Asking for a raise
Dear [Name of Manager/supervisor],
I have greatly enjoyed working for [company name] over the last 3 years. During these years, I feel that I have become a valuable member of your team and I have contributed to projects in a significant way.
Since working here, I have accomplished: [list accomplishments].
As an employee, I think I have outperformed the goals set for me. As a result, I would like to have the opportunity to discuss increasing my salary so that it matches my current performance. Please let me know when is a good time for you to meet so that we can discuss this further.
Once again, I am grateful to be part of an organization that provides me with unique challenges and opportunities to continuously learn and grow.
Example 7: Sending a mail to boss for help
Dear Mr./Mrs. [name of boss],
I would like to bring to your attention the incident that occurred at [location] on [date] at [time].
The actions of [coworker/event] have deeply upset me. I tried to speak with them, but this did not lead to any sort of resolution and now I feel as if our professional relationship at work is strained as a result.
I am turning to you for assistance with the matter and I hope that you are able to come up with a solution that neither of us has thought of yet.
Thank you for taking the matter seriously and please let me know if you have any questions or concerns.
Email Example 8: Email to a client talking about the status of a project
Dear [name of client],
We’d like to keep you updated regarding the progress we’ve made on our project. Please have a look at the tasks we’ve accomplished below and do not hesitate to get back to me with any questions or concerns you may have.
Key highlights and updates:
- [list Thems]
Tasks accomplished this week:
- [list Thems]
Tasks to do next week:
- [list Thems]