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Wednesday, 22 November 2017

How to write a good professional e-mail in 11 steps

Whether it's for a company or a client, it's important to know how to write correctly a formal email, so as not to miss the opportunity to get the message and the correct image. 

The most important factors for writing perfectly an formal e-mail are briefness, clarity and correct language. Those who receive and read a good formal email feel the need to respond as soon as possible, so an answer are always guaranteed.

Lyme has prepared 11 steps to help you prepare a good professional email:

1. Always fill in the subject field. Avoid terms such as '' urgent '' and be concise explaining the subject matter to which the email relates.

2. The Email is a document, and we often forget that by using other less formal communication tools, such as Skype. Needless to say, abbreviations, slang or emoticons are expendable in writing a professional email.

3. The subject of the email should be addressed in the first sentence, directly and explicitly - leave the surprise effect to other contexts. Under no circumstances should you use capital letters, there are other ways of stressing the importance of certain information.

4. Be brief, not getting lost in explanations that aren't at all necessary for the passage of information to recipients. Anyone who reads a good professional email also feels the need to respond as soon as possible.

5. Escape from empty phrases such as "I come through this" or "it is through this" because they are particularly obvious.

6. For verbal forms, the use of impersonality always works well, as is the case of the following examples: "know", "consider", "inform".

7. Use bold, italic, or yellow-colored marks at strategic points in the text to mark important parts of your email and identify which action is expected from the recipients (solving a problem, clarifying doubts, communicating a result , etc).

8. If you are sending attachments, be sure to refer it in the body of the email. Give proper names to the documents you attach to the email.

9. Never send a professional email without first reviewing it and making the necessary edits, which includes being sure to whom you are sending it to. Emails message boxes already have spelling and grammar checking tools, so there are no excuses for sending an e-mail with errors.

10. Invest in a signature that contains your name, position, company and telephone if you deem it appropriate. Be available to clarify any issues that may arise.

11. Last but not least, be cordial and use '' magic words '' often forgotten in the context of work as '' please '' or '' thank you ''. And, of course, respond as quickly as possible to your interlocutor, whenever that is the case. 

The way you write and respond to a professional email may at first glance seem unimportant, but it is a good mirror of your posture as a business associate.

Write your e-mail with Lyme and Log your Message!