How to Write Polite and Well-Organized Emails
The rules that we apply for our speaking are different from those applicable for when we write letters or, in our particular case, emails.
There are several common musts that everyone needs to follow in order not to show oneself as arrogant or rude. For example, your essay writing has to be precise. It also shall be concise and logically well-built.
No need to say that following all the grammar rules and punctuation requirements is a must beyond discussion! Your email, no matter whether it is related to your job or is just a common message to a friend, must also bring a clear idea which will not get lost among the words.
Poor-quality email letters will not impress anyone, on the contrary, they can play a bad joke with you. We are being judged not only by how we look but also by how we write.
So, what shall you do in order not to screw up your next email?
Useful Tips When Writing an Email
Whenever you are about to start writing an email, make sure you take into account the next tips.
- Your email must always contain a subject line
It helps a recipient to understand better what your letter is about without even opening it. Also, it will prevent your letter from being cast away to the Spam folder. And yes, there are still quite many people who are suspicious about unnamed emails.
Remember that the subject of your email must indicate the general idea of it. It would also be appreciated by the recipient if you include any search terms into your email’s subject so that he/she could find your letter among all the others by those keywords.
- Be professional when writing professional emails
If you need to write a professional email to your boss or a colleague, put any official greeting at the beginning of it. It can be “Hi, the name” or “Hello, the name”, or, for example, “Good morning/Good evening, the name”. in case you want to be super polite, you may start your message with “Dear the name”.
It is very important that you use Mr. or Ms./Mrs. followed by the recipient’s surname when writing professional emails unless you know him or her on a close personal level.
- Make sure you write the name of recipient correctly
Let’s agree that misspelling other person’s names is not the best way to prove yourself to be a good specialist. In order not to screw up your reputation, always double-check the name of the person you are writing to.
- Check the attachments
You probably know this awkward moment when you send a letter with some files being attached to it, and your recipient does not receive them. Sometimes it happens because we simply forget to attach those files being busy with some other thoughts at the same time. However, it can also be some system failure. Anyway, before you press the send button, always make sure that the files you are going to send are properly attached to the email.
- The shorter your letter the better
It is highly doubtful that someone has so much spare time to read ten pages’ essays in their mailbox. In order not to make people feel stressed, try to write as short as possible. Just say only what you need to say, with all the details that have to be mentioned, and that’s it. In case you feel that you need more time for the subject, just ask the recipient to meet in person for a talk.
- Proofreading is a must
In a professional environment, correct spelling is highly appreciated. Poor knowledge of grammar will definitely not describe yourself as a good specialist. So simply spend a couple of minutes to fix all the red and blue underlined words in your email before you send it.
- Respond in time
It is extremely impolite to delay a response to someone’s email, and it is not only about the professional sphere, but it also relates to your family and friends, too. And if you can notify your close ones that sometimes your emails can be delayed, your boss and colleagues must be responded as soon as possible, or better, immediately.
Don’ts of Professional Mailing
Now, as we have figured out all the requirements regarding correct emailing, it is time to speak about the restrictions.
- Avoid writing with capital letters only
In a modern world of emails, writing with all-caps is the same as if you would shout at your recipient. So, unless you do really want to shout at him/her, use small letters.
- No sarcasm
This advice may seem weird, but still. Never use sarcasm in your job emails, as long as it depends a lot on the tone of your voice and can not be easily transferred to letters.
- Avoid being humorous
Unless you are mailing the colleagues that you know very well, avoid using humor in your work letters as it can be misunderstood.
- Don’t write in a bad mood
If you are pissed off, it’s better not to start an email. Calm down, relax. Make sure that you are able to think objectively again. And then go back to your mailbox.
If you feel that you need to release all the anger you have, you can write it all on paper and burn it or throw it away. But never put it all into your email!
- Never share any confidential info
Such kind of information can be easily forwarded, as any emails in fact, so, if you can’t say it in private, then use encrypted files for that.
Following these simple hints will not take you much time, but can definitely improve the quality of your emails.