Effective Email Communication

Effective email communication is often an overlooked business skill, when you think about the fact that over 80% of our communication is now done over email; it pays to be good at this skill.

Unlike verbal communication, effective email communication is not hard to learn and does not require any exceptional skills or knowledge, keep in mind this guide to writing professional emails and you should have no trouble.

        1.  Personalize your emails – address the person by name versus dear recipient.

        2. Use the correct construction for your emails, they should have:

a.       A subject line

b.      A greeting

c.       A header

d.      The body

e.       The closing

f.       A signature

      3.    Spell check, Spell check, Spell check.

      4.      Your subject line should communicate the crux of the email in 35 – 50 characters. Many emails are       deleted on account of poor subject lines.

Do not use ‘hi’ as a subject line, this is often automatically sent to SPAM by your email provider.

      6.      Use high importance only when it is indeed important

Be careful when using the TO | CC | BCC fields.

Remember to attach the files you want to send, many emails are often resent because the sender forgot to attach the files.

Never write an email in anger, wait till you are calmer, else you will always regret it.

     10.  Backgrounds: Keep backgrounds plain white and if necessary with only the company letterhead/logo (the background color should not be distracting).

Font: Choose from one of the following three styles, Arial, Times New Roman and Verdana. Size: The best font size for the human eye is 10 – 12. As with pens, stick to blue and black for font colors.

     12.  Always left align your emails.

Sentences should be short and crisp. Try to use bullets, or numbered lists when describing a process or listing something.

Use adequate spacing between paragraphs to make it easier to read.

The first line of your email should describe what it is about.

The last line of your email should specify any action you want the reader to take.

Remember to include all your important contact details in your signature.

Avoid emoticons as these are viewed as unprofessional.

Do not use Bold, Underline or Italics unless you want to highlight something in the body of the email.

Avoid all capitals it is the equivalent of SHOUTING on an email.

Keeping these 20 tips in mind, you should be on your way to writing crisp, professional and effective emails. Effective email communication is an art and like all arts it takes time and practice to become a true master.


Related Artlicles:

Importance of Communication

Effective Business Communication

Definition of Bussiness Communication

Good Listening skills


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