Guidelines for writing a professional email

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Guidelines for writing a professional email

With the technological shift, however, comes the inevitable misconceptions about how to write business emails. Because of its quick nature and casual feel, business emails often don't carry the same level of professionalism and clarity as business letters, but with proper instruction, care and editing, your business emails can be just as professional as any hard copy letter.

Benefits The incorporation of email into business has helped globalize many industries because of the rapid transmission of messages. Whether you were mailing a business letter to New York or London, before email and fax, it took much longer to communicate in writing than it does now.

Email saves time and, in turn, increases communication and productivity.

guidelines for writing a professional email

Significance About million people use email for business reasons in North America--according to Ferris Research in while the average business email user sends about emails per week.

Since its incorporation into the business world, email has taken the lead role in business communication, placing added pressure on people to send exceptional emails.

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Because of the high volume of messages leaving the average business email address, it's difficult to consistently send out perfect, grammatically correct and well structured content, but a poorly written, unstructured email can have significant negative effects on you and your company.

Features A business email must be structured efficiently because most recipients don't have time to sift through lots of text in an email just to find the main point. Business emails should state the message's purpose early in the text, using the body as a chance to tie up loose ends and explain confusing points, and the conclusion to recap the intro and issue a brief sign off.

The key is to keep the email as short as possible without sacrificing important information or business tact.

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The features of a business email are formulaic, allowing recipients to know exactly what to expect structurally and where to look for answers. Warnings In writing business emails, there are some "don'ts" that will prevent inconveniencing or offending your recipient, as well as keep you from looking unprofessional.

These points should be followed religiously because it directly affects you and your business, and could possibly hurt your relationships with certain people. Do not send HTML emails. Many people have their email accounts set to "Text Emails Only," so HTML will come out looking messy and unorganized, defeating the purpose of the entire message.

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Do not send attachments or in-text pictures in your emails unless your client asks you to. Some people still have dial-up connections or slow network connections, which often become jammed if unwarranted attachments are sent to their inboxes.

The recipient won't be happy if their Internet unpacks an attachment for an hour and freezes up the connection. If sending a stock email to a bunch of people, make sure you change all applicable information so it relates to each recipient. As big of a pain as this is, it's better than sending Mr.

Keep delicate information out of emails and disconnect your name from controversy. If the nature of your business with a person involves sensitive opinions or bad news, simply call them to discuss the issue.

There are certain messages you don't want your name connected to for personal reasons, so preserve your name and don't be afraid to make a phone call. Considerations Many of your emails serve as your one chance to reach out to a client for business.

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As nice as it would be to be able to give every prospective client personalized, in-person attention, that's not realistic. Your business emails--from the first one to the last one--need to carry the highest level of professionalism, structure, grammar, punctuation and conciseness.

By understanding the benefits, significance, anatomy and taboo actions in a business email, you can begin to change the casual stigma associated with writing emails. Before sending your business email, read over it several times and, if you have someone on hand, have that person edit it.

A second pair of eyes is always a good thing.Do not write in all capital letters either; this comes across as angry or overexcited in an email.

Emoticons: Do not include emoticons in a professional email; save these for personal correspondence. All first-time professional freelance writers contributing to INSIGHT Magazine, regardless of experience and writing credits, receive a flat fee of $ Pays up $ to $1, for features.

View Submission Guidelines. Nine guidelines for writing effective email messages If you want people to pay more attention to your email, perhaps you should pay more attention to your email! Guidelines For Writing Letters of Recommendation The following guidelines are provided to assist you in formatting letters to allow for ease of distribution by our staff.

Please contact the Letter Service at () or by email if you have any questions. Professional report writing needs a different set of skills.

guidelines for writing a professional email

So, ask yourself this — can you make the leap from a single document to a lengthy report? Do you know all the Microsoft Word features 9 Tips to Learn All About Office 9 Tips to Learn All About Office Microsoft Office is among us.

Guidelines to Writing Professional Emails Professional e-mail writing is a skill. A firm grasp of the English language is not necessarily a guarantee of clear, concise e-mail writing.

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