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Writing a Professional Email’s

 

 

Effective and professional email communication
 
Effective communication is paramount in the professional world, and email remains a cornerstone of business correspondence. Crafting a professional email is an essential skill that reflects your competence and professionalism. In this guide, we’ll explore key principles, etiquette, and tips to ensure your emails convey clarity, courtesy, and credibility, contributing to successful professional interactions.
 
Email is one of the most widely used forms of written communication—both in and out of the workplace. A well-composed professional email provides the recipient with a friendly, clear, concise, and actionable message. Learning how to professionally write an email that meets all these criteria can take practice.
 
Why is it important to know how to write a professional email?
 
Because of its speed and efficiency, you’ll likely use email in some capacity no matter your role or the industry you work in. Emails and other forms of digital communication don’t allow us to pick up on natural communication cues like body language, it’s essential to know how to write professional emails that are clear and accurate. Successfully communicating through email is a critical skill in your career. Knowing how to write a professional email can:
  • Save time. 
  • Provide clarity.
  • Show competency. 
  • Establish a reputation for a person or business.
 
You should be mindful of the following when writing an email: 
 
  • Before writing and sending out your email, be sure to think about whether or not email is the best form of communication to use. Would a phone-call be more effective? Are you sending over confidential information?
  • Your email subject line could determine whether your message gets lost in your recipient’s inbox or actually gets read. It could make or break an email, especially if you are cold-emailing a new connection.
  • When entering recipients, be sure to use their correct email address. Depending on the type of email you send out, you might want to utilize the bcc (blind carbon copy) and/or cc (carbon copy) functions.
  • Always start off your emails with some type of opening or greeting. When in doubt about how to address someone, it never hurts to be more formal. You can always adjust accordingly based on how they respond to your initial email.
  • When working on the body of your email, think about why you are sending this email in the first place. What do you want to accomplish? The message should be targeted and concise.
  • Be sure to close off your emails appropriately as well. When choosing the best closing to use, it is helpful to consider the content of your email and your relationship to the recipient(s). Ensure your professional email signature is correct and update, including your contact information.
Implications of poor email communication
 
Poor communication within a company can incur significant costs, both tangible and intangible. Firstly, misunderstandings and lack of clarity can lead to mistakes in tasks and projects, resulting in rework and wasted resources. Missed deadlines and poorly coordinated efforts contribute to operational inefficiencies, impacting overall productivity. This can strain internal relationships, lower employee morale, and potentially result in increased turnover, incurring recruitment and training costs for new staff.
 
Unclear or unprofessional emails can damage the company’s reputation. Poorly managed customer communication may lead to dissatisfaction, customer churn, and a negative impact on sales and revenue. Legal complications may arise if critical information is misunderstood or not properly documented, resulting in potential lawsuits and associated expenses.
 
Inadequate email communication can cost a company significantly in terms of operational inefficiencies, damaged internal and external relationships, increased turnover, and potential legal consequences, all of which may undermine the company’s financial health and long-term success.
Example of a unprofessional email:

 
The importance of professional email communication
 
Effective email communication is indispensable for a company’s smooth functioning and success. Clear and concise emails contribute to a more efficient workflow, ensuring that messages are easily understood, and tasks are executed accurately. Well-structured emails with organized information save time and reduce the risk of misunderstandings.
 
Professional email etiquette reflects positively on the company’s image. Polite and respectful communication, proper grammar, and attention to detail in emails contribute to a positive perception both internally and externally. Consistent use of professional email signatures adds to the company’s credibility.
Example of a professional email:

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Understanding the basics
 
We can spend almost the entire day communicating, mostly through channels such as writing emails, facilitating meetings, participating in conference calls, creating reports, devising presentations, debating with colleagues….the list goes on.
So, it stands to reason that communicating clearly and effectively can boost productivity. Let’s face it, how many hours have you spent on reading emails or responding to mails, attending to meetings that just go on and on? Ever asked yourself “is there a better way to manage this?”
Therefore the 7 Cs of Communication are helpful. The 7 Cs provide a checklist for making sure that your meetings, emails, conference calls, reports, and presentations are well-constructed and clear – so your audience gets your message.
Authors, Cutlip, Scott M book, Effective Public Relations, 8th ,2000 define the 7 C’s as follows:
 
The 7 C’s of Communication – 
  1. Clear
  2. Concise
  3. Concreate
  4. Correct
  5. Coherent
  6. Complete
  7. Courteous
  8. Clear
When writing or speaking to someone, be clear about your goal or message. What is your purpose in communicating with this person? If you’re not sure, then your audience won’t be either.
To be clear, try to minimize the number of ideas in each sentence. Make sure that it’s easy for your reader to understand your meaning. People shouldn’t have to “read between the lines” and make assumptions on their own to understand what you’re trying to say.
 
Bad Example
Hi John,
I wanted to write you a quick note about Daniel, who’s working in your department. He’s a great asset, and I’d like to talk to you more about him when you have time.
Best,
Skip
What is this email about? Well, we’re not sure. First, if there are multiple Daniels in John’s department, John won’t know who Skip is talking about. Next, what is Daniel doing, specifically,
that’s so great? We don’t know that either. It’s so vague, that John will definitely have to write back for more information.
Last, what is the purpose of this email? Does Skip simply want to have an idle chat about Daniel or is there some more specific goal here? There’s no sense of purpose to this message, so it’s a bit confusing.
 
Good Example
Hi John,
I wanted to write you a quick note about Daniel Kedar, who’s working in your department. In recent weeks, he’s helped the IT department through several pressing deadlines on his own time.
We’ve got a tough upgrade project due to run over the next three months, and his knowledge and skills would prove invaluable. Could we please have his help with this work?
I’d appreciate speaking with you about this. When is it best to call you to discuss this further?
Best wishes,
Skip
This second message is much clearer because the reader has the information, he needs to take action.
  1. Concise
When you’re concise in your communication, you stick to the point and keep it brief. Your audience doesn’t want to read six sentences when you could communicate your message in three. Ask yourself:
Are there any adjectives or “filler words” that you can delete? You can often eliminate words like “for instance, “you see,” “definitely,” “kind of,” “literally,” “basically,” or “I mean.”
Are there any unnecessary sentences?
Have you repeated the point several times, in different ways?
Bad Example
Hi Matt,
I wanted to touch base with you about the email marketing campaign we kind of sketched out last Thursday. I really think that our target market is definitely going to want to see the company’s philanthropic efforts. I think that could make a big impact, and it would stay in their minds longer than a sales pitch.
For instance, if we talk about the company’s efforts to become sustainable, as well as the charity work we’re doing in local schools, then the people that we want to attract are going to remember our message longer. The impact will just be greater.
What do you think?
Jessica
This email is too long! There’s repetition, and there’s plenty of “filler” taking up space.
Good Example
Watch what happens when we’re concise and take out the filler words:
Hi Matt,
I wanted to quickly discuss the email marketing campaign that we analyzed last Thursday. Our target market will want to know about the company’s philanthropic efforts, especially our goals to become sustainable and help local schools.
This would make a far greater impact, and it would stay in their minds longer than a traditional sales pitch.
What do you think?
Jessica
 
  1. Concrete
When your message is concrete, your audience has a clear picture of what you’re telling them. There are details (but not too many!) and vivid facts, and there’s laser-like focus. Your message is solid.
Bad Example
Consider this advertising copy:
The Lunchbox Wizard will save you time every day.
A statement like this probably won’t sell many of these products. There’s no passion, no vivid detail, nothing that creates emotion, and nothing that tells people in the audience why they should care. This message isn’t concrete enough to make a difference.
Good Example
How much time do you spend every day packing your kids’ lunches? No more! Just take a complete Lunchbox Wizard from your refrigerator each day to give your kids a healthy lunch and have more time to play or read with them!
This copy is better because there are vivid images. The audience can picture spending quality time with their kids –and what parent could argue with that? And mentioning that the product is stored in the refrigerator explains how the product is also practical. The message has come alive through these details.
  1. Correct
When your communication is correct, your audience will be able to understand it. And correct communication is also error-free communication. Make sure your message is correct by asking yourself the following questions:
  • Do the technical terms you use fit your audience’s level of education or knowledge?
  • Have you checked your writing for grammatical errors? (Remember, spell checkers won’t catch everything).
  • Are all names and titles spelled correctly?
Bad Example
Hi Daniel,
Thanks so much for meeting me at lunch today! I enjoyed our conservation, and I’m looking forward to moving ahead on our project. I’m sure that the two-weak deadline won’t be an issue.
Thanks again, and I’ll speak to you soon!
Best,
Jack Miller
 
Good Example
Hi Daniel,
Thanks so much for meeting me at lunch today! I enjoyed our conversation, and I’m looking forward to moving ahead on our project. I’m sure that the two-week deadline won’t be an issue.
Thanks again, and I’ll speak to you soon!
Best,
Jack Miller
  1. Coherent
When your communication is coherent, it’s logical. All points are connected and relevant to the main topic, and the tone and flow of the text is consistent.
Bad Example
Traci,
I wanted to write you a quick note about the report you finished last week. I gave it to Michelle to proof, and she wanted to make sure you knew about the department meeting we’re having this Friday. We’ll be creating an outline for the new employee handbook.
Thanks,
Michelle
As you can see, this email doesn’t communicate its point very well. Where is Michelle’s feedback on Traci’s report? She started to mention it, but then she changed the topic to Friday’s meeting.
Good Example
Hi Traci,
I wanted to write you a quick note about the report you finished last week. I gave it to Michelle to proof, and she let me know that there are a few changes that you’ll need to make. She’ll email you her detailed comments later this afternoon.
Thanks,
Michelle
Notice that in the good example, Michelle does not mention Friday’s meeting. This is because the meeting reminder should be an entirely separate email. This way, Traci can delete the report feedback email after she makes her changes but save the email about the meeting as her reminder to attend. Each email has only one main topic.
  1. Complete
In a complete message, the audience has everything they need to be informed and, if applicable, take action.
  • Does your message include a “call to action,” so that your audience clearly knows what you want them to do?
  • Have you included all relevant information – contact names, dates, times, locations, and so on?
Bad Example
Hi everyone,
I just wanted to send you all a reminder about the meeting we’re having tomorrow!
See you then,
Chris
This message is not complete, for obvious reasons. What meeting? When is it? Where? Chris has left his team without the necessary information.
Good Example
Hi everyone,
I just wanted to remind you about tomorrow’s meeting on the new telecommuting policies. The meeting will be at 10a.m. in the second-level conference room. Please let me know if you can’t attend.
See you then,
Chris
  1. Courteous
Courteous communication is friendly, open and honest. There are no hidden insults or passive-aggressive tones. You keep your reader’s viewpoint in mind, and you’re empathetic to their needs.
Bad Example
Jeff,
I wanted to let you know that I don’t appreciate how your team always monopolizes the discussion at our weekly meetings. I have a lot of projects, and I really need time to get my team’s progress discussed as well. So far, thanks to your department, I haven’t been able to do that. Can you make sure they make time for me and my team next week?
Thanks,
Phil
Well, that’s hardly courteous! Messages like this can potentially start office-wide fights. And this email does nothing but create bad feelings, which can lower productivity and morale. A little bit of courtesy, even in difficult situations, can go a long way.
Good Example
Hi Jeff,
I wanted to write you a quick note to ask a favor. During our weekly meetings, your team does an excellent job of highlighting their progress. But this uses some of the time available for my team to highlight theirs. I’d really appreciate it if you could give my team a little extra time each week to fully cover their progress reports.
Thanks so much, and please let me know if there’s anything I can do for you!
Best,
Phil

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10 Common email mistakes
Mistake 1: Using the Wrong Tone
 
You might be tempted to send emails quickly when you’re in a rush, without thinking carefully about your audience, what you’re saying, or how your message might come across. So, it’s important to consider who you’re “talking” to and what action you want them to take, before you start writing.
 
Although your email’s subject matter may be clear to you, its recipient might not share your knowledge or understanding. So, avoid using abbreviations, jargon or “text speak,” and consider whether your message is appropriate before you hit the send button. Will your reader understand what you’re saying? And is your information clearly structured and presented?
 
A good rule to follow is to address people in an email as you would in person. For example, making a quick requestor providing instructions without a “hello” or “thank you” will likely come across as rude, regardless of how busy you are. So, make sure that all of your emails are courteous and respectful, and avoid typing in capitals, which implies anger or aggression.
Mistake 2: Hitting “Reply All”
 
How often have you been copied into an email exchange that’s not relevant to you, and doesn’t require you to take any action? Chances are, it happens regularly, and you know how frustrating it can be.
 
“Reply all” is a useful tool for keeping multiple team members in the loop, or for documenting group decisions, but many people use it without considering who should actually receive their email.
 
Receiving numerous irrelevant emails throughout the day can be distracting and time consuming; and becoming known as the person who always hits “reply all” can potentially damage your reputation, as it can appear thoughtless, rushed and unprofessional. It might also suggest that you’re not confident making decisions without input from senior managers.
 
So, consider whether you should “reply all” or respond only to the email’s sender. And think about whether using”cc” (carbon copy) or “bcc” (blind carbon copy) to include selected team members is more appropriate.
 
Mistake 3: Writing Too Much
 
Keeping your mail brief and including the important details are more effective that short story.
 
If you’re struggling to keep your message short, consider whether the subject matter is too complex. Would another way of communicating it be more effective? Would a face-to-face meeting or telephone call make it clearer? Should you put your information in a procedure document instead?
 
Mistake 4: Forgetting Something?
 
How many times have you sent an email without attaching the relevant document? Perhaps you included a link that didn’t work? Or even attached the wrong file?
 
These mistakes can often be fixed quickly with a follow-up email, but this adds to the large volume of messages that people receive, and it can appear unprofessional or forgetful. Consider attaching files as soon as your start drafting your message, and always check all of your links carefully.
 
Attaching the wrong document can be much more serious, particularly if it’s sensitive or restricted. Always add in a password on documents that is sensitive and consider adding a delay timer on your mails.
 
Mistake 5: Emailing the Wrong Person
 
Today, email providers increasingly use “auto-fill,” predictive text and “threads” (or “conversation view”), which can all increase the risk of you sending your message to the wrong person.
 
This can be embarrassing, but it also means that your email might not reach its intended recipient unless someone flags up your mistake. More seriously, you risk distributing sensitive information to the wrong people, and damaging your organization’s reputation. So, always pause to review your email before you send it.
 
When you reply to or forward an email within a thread, make sure that all the messages contained within it are appropriate for the recipient. Is there any sensitive information? Are there any personal comments or remarks?
 
Mistake 6: Being Too Emotional
 
One of the main benefits of email is that you don’t need to respond immediately. It’s particularly important to delay your response when you’re stressed, angry or upset – if you send a message in the heat of the moment, you can’t get it back (although some email clients do have a limited “undo” or “retrieve” option). These emails could damage your working relationships, or even be used as evidence against you.
 
So, avoid sending any messages when you feel this way. Wait until you’ve calmed down and can think clearly and rationally. You may even want to consider drafting out the mail and then having a colleague read it over before you send it out.
 
Mistake 7: Not Using “Delay Send”
 
It can be satisfying to send an email as soon as you finish writing it, so that it is “off your desk.” However, many email clients now provide a “delay” or “scheduled send” function, which can be particularly useful.
For example, imagine that you are catching up on your emails late at night or during the weekend. What sort of impression will this give clients and stakeholders? How will they view your time management? Will team members feel that they should act out of working hours?
 
Alternatively, imagine that you are working on a project, and you want to provide your team members with information at a specific point. Scheduling an email to arrive at a certain time is a good way to do this, and it can help you manage your time and organize your workload.
 
Mistake 8: Using Vague Subject Lines
 
As we’ve said, email is most effective when your message is concise and to the point (but not abrupt). So, it’s important to start with a clear subject line, so that people know what to expect when they open it.
 
What is your email about? Is there an important deadline date? Do you want people to take action before a certain time? Is it urgent or non-urgent? Tailor your subject line accordingly, so your recipient can give the email the right level of priority and attention.
 
Mistake 9: Not Reviewing
 
Proofing your emails is one of the most important things you can do. It only takes a few minutes, and it helps you to pick up poor grammar, spelling mistakes and punctuation errors, which look unprofessional and sloppy. Consider programs like Grammarly to help with this function.
 
It’s also important to ensure that you properly read and understand emails that are sent to you, including all messages in threads or conversations. Here, someone may have already dealt with your question or concern, and raising it again will likely result in duplication, frustration and confusion.
 
Finally, don’t add the recipient to your email until the last moment. This ensures that you can’t accidentally send your message before you’ve finished writing it, have added your attachment, checked the email, and spotted any errors.
Mistake 10: Sending Unnecessary Emails
 
Because email is so quick and convenient, it can easily become your default communication method with your team. However, it’s important to remember that email is also impersonal, and you risk losing touch with people if you rely on it too much. It’s certainly not a substitute for face-to-face or even phone communication.
 
In conclusion, crafting professional emails is essential for effective business communication. Adhering to key principles, etiquette, and clarity ensures successful interactions, fostering a positive and credible image for individuals and organizations alike.

 

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