Rule Book_Email Writing

Emails!

The term doesn’t need an introduction when you are a professional.

A very important medium/channel of communication at the workplace.

Not to underestimate the power of a good email, it does convey your emotion.

But, Wait! What is a good email?

Isn’t an email about just putting the information in one place and clicking the send button?

Well! Let’s bust this myth here and look at some important and should know facts about the email.

A good email is a pure-play of words or I would say simple words to convey your tone. Short sentences will basic grammar in place is the need.

So avoid long complicated sentences to evade the chances of misinterpretation/ confusion.

Salutations: Dear is a very formal one. Keep it to only first interactions. Hi/Hello usually serve the purpose.

Subject of the email gets the maximum attention. Keep it precise, informative and interesting sometimes. The subject decides the open rate of the email.

Structure: Yes! Information, when put in the right sequence, makes so much sense. Start with Why (Reason for writing the email), move to What (Details) and close with How (Conclusion/Action Items/Questions/Problem Statement).

Choose bullet points over a paragraph. Only for the ease of reading and comprehension.

Looks, Matter! Isn’t it. Even spacing between the sentences and text alignment to the left margin makes your email look clean. Also, uniformity in the font size, colour and style are necessary.

Avoid all uppercase text, bright text colour, and curvy font style.

Punctuation in writing is to what intonation is in verbal communication. Right punctuations convey the right message.

How about emoticons? Well totally depends upon your equation with the receiver and the context of email. So the use of emoticons once in a while is no bad.

Reply vs Reply All: Ask yourself: Does everyone need to know about it. The answer will help you choose between either of two.

Missing the subject line, spelling and grammar mistakes can ruin it all for you. Do proofread before clicking the send button.

Trail Email: Keep it one-liners or say just the message instead of having the whole opening line and repeating the entire flow because it makes the email look robotic.

One last piece of advice to avoid sending the wrong email to the right person or vice-versa: Put the recipient address in To, CC or BCC only after you proofread the entire email right from the subject to the signature.

With all the in-place good emails would be no rocket science for you.

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