Do you remember mugging up letter-formats during English class in school? We have all been there. One is specifically taught how to communicate in a written form because it leaves a long-lasting impression. Be it a CEO of a huge company or an intern, we all send and receive emails. While a lot of countless emails are received everyday, it is very rare to find a perfectly written email.
There are some very obvious things nobody should do while drafting an email but you will still be surprised on how many of us do it. Here are 11 things one must remember while writing an email.
1. Choose your subject line carefully
Click-bait “OPEN ME” or “HEY” mails are a strict no!
No click-baits, no roaring all caps saying “OPEN ME”, unless you are calling for an ambulance via a mail, i.e. never. Always include a brief Subject. No subject can get your email flagged as spam. There are mails with “Re Re” all over the little space. Edit them and make it easy to read.
2. Spell names correctly
Not only in a mail but everywhere. Pay extra attention to how a name is spelled. Remember the last time you went to Starbucks and they spelled your name wrong?
3. Be courteous. Don’t just jump to the context.
Writing a warm mail does not take much time
You want to say something and that is exactly why you chose to write a mail. Don’t let your intentions stop you from saying something nice. Be warm and try to fit in words like “please” and “thank-you” to make it sound a little less robotic.
4. Don’t hit ‘Reply to All’ feature unless it is of relevance to everyone
We all have been on the receiving end of mail-chains that were of no relevance to us and we all know how irritating it is. Only use Cc: when it is important for people to know about the contents of the email. Spare people the flood of mails, if it is not meant for them. Simple!
5. Use proper sentence structure
Avoid using too many punctuation marks
You need not put your best grammar abilities to use for writing a mail but here is a rule, Let the mail’s first word be capitalized and frame clear sentences with appropriate punctuation. Use the last name with an address, for example, Mr. Bacchan. Avoid using multiple punctuation. No “…….”, “!!!” or “???” . Nobody is going to take you seriously with extra punctuation marks, if that is why you do it.
6. Always acknowledge a mail
Just because someone doesn’t ask for a response does not mean you ignore them. If you cannot respond to the mail urgently, just acknowledge the fact that you have read it and will respond later.
7. Don’t use shouty capitals
Do not type in all caps. It is equivalent to shouting. We all understand there are important mails, but yelling never helps. Not if you constantly do it.
8. Never expose your friend’s or contact’s email address to strangers
This point can never be stressed enough. You are responsible for the safety of every contact you have and you must not share them without their consent. Without consent, you might want to use the BCc: option .
9. End the mail in a courteous way
Just not your name in the end
Don’t end a mail abruptly. Wish them a good day or end your mail with “Thank you”, “Sincerely” or ” “Best regards”.
10. Tell them who you are
Write your full name with a crisp description of your designation. It often binds the intensity of a mail.
11. Check your tone and look out for typo errors
There are chances that a mail might sound too serious for no apparent reason. Also, there are chances of typo errors creeping in which might land you in trouble. Important mails should be handled with care because finger-farts are hard to prevent.
Remember these before you send your next mail!