We, as humans, have evolved with the dynamic of technology. While telegram was the quickest form of communication a few decades back, social media, in today’s date has taken the world up by a storm. With everything aside, even to this date, E-mails remain the epitome of business communication. But, while it is one of the most touted forms of communication, it is also one of the most abused ones as well. The primary reason behind the same being the lack of knowledge about the process of curation when it comes to the same.
Writing and drafting an e-mail is not as easy as drafting a social media post. Every nook and hinge of this matters, from the subject line to the Call to Action that encloses the matter.
By the end of this article, you will become a pro when it comes to sending professional e-mails that channel conversion.
Nobody is here to read history
The mere mention of “E-mail” itself signified professionalism. For the most part, it is expected that the e-mail that you are forwarding to the associate is someone of high authority. The last thing you want is to make them read an essay instead of an e-mail. It is best suggested to keep the matter of the e-mail very short and concise. Touch bases with the factors that need to be talked about. Ensure that you keep the message direct and informative. Don’t drag the sentences on, instead, focus on keeping them short, crisp and skimmable. When you write short and concise sentences, it does not just convey the message better; it helps the receiver grasp the key points too.
It is time to be professional
Just as the title of the article suggests, we are talking about professional e-mails. You need to keep into account that you are not sending the e-mail to your friends which is why it is important that you use a professional tone to the content you are writing. It is often hard to understand the tone while writing and I recommend you use a robust grammar checker like Grammarly, and if you didn’t, the last thing you will face to lose a deal just because the recipient didn’t like your tone of writing. It is essential to understand that being a professional doesn’t mean that you lack emotions in your writing. Focus on being polite but professional at the same time to cut down the chances of misinterpretation. You can use Grammarly free trial account because it will help you write meaningful and error-free content.
Subject line – The DO or DIE
Much like how the headline is the USP of any breaking news, the subject line is the same for an e-mail. It is the decisive factor that makes the receiver decide whether the mail is worth opening or swiping right to archive it. There are possibilities that you might not use a subject line for every e-mail but when it comes to professional e-mails, it is mandatory for you to do so. Often times, it is the subject line that sets the level of priority for your e-mail. Focus on curating a subject line which briefs the receiver of what they are going to expect in the body of the mail.
Be a little generous – Focus on “Scannability”
There are chances that the person you are sending the e-mail to receives thousands of e-mail on a daily basis. If you want them to engage with your message and take action as per your desires, you need to ensure that the content of the e-mail is easy to scan through. There are times when the e-mails are long because you need to fit in all the information. In times like these, you need to focus on keeping the attention of the users with you right from where to said HI to the moment that you will bid them adieu. This kind of tactic pans out amazingly for the mass e-mails that you are sending out as well.
Check and cross check
The last and possibly the most important factor while writing a professional e-mail is to proofread the e-mail before you are sending it out. Professional e-mail can be a mirror for what you are trying to relay to your recipient, the last thing you want is for them to be averted with a silly grammatical or punctuation error. Before sending the e-mail, check and read through it multiple times to rectify any kind of issues that need fixing.
Make sure that the e-mail you are forwarding is the perfect representation of what your company stands for – professionalism and etiquette. The thing that one needs to pay close heed to while sending a professional e-mail is to focus on not just the body of the e-mail but also the subject line and even the salutation that you are addressing them with.