If you want to excel at your job then knowing how to write and send a professional email is a must. Hi, if you’re new here, welcome. So if you’re excited about learning these business email tips, let’s get to it. The subject line always writes a subject line. Not including a subject line is one of the biggest mistakes you can make in professional emails. And when you do write a subject line, make sure it’s about the content of your email. Two to six words are actually perfect. And if you have an action item for that particular person or due date, you can actually put that in your subject line as well. It pops it out.
Now, one thing I recommend not to do is just one word, like hi, important, do, because I promise you, people have tons of emails in their inbox and what does that mean? Do? I may not go to it. So be a little more specific. It’s going to draw their attention to it and I promise you subject lines, very specific to what’s being said is a great way to capture people’s attention.
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The greeting. In most scenarios saying hi, and the person’s name that you’re sending it to is perfect. It’s simple. It’s direct, very friendly. And you know what? 9 times out of 10, you actually know the person’s name because it’s usually in their email. Now, really be careful about sending to who it may concern, I would rather have you just say hello or hi. That’s a little too formal, feels like a form-letter.
Now here’s something else to consider too. When you do say hi to, person’s name, please do a comma, enter twice, give space before you go into the body of the email. The body of the email. Okay, keep this short and sweet and to the point. My number one rule is one subject per email. So if you have multiple things to talk to someone about, I highly recommend you don’t bury it all in. There are other forms of communication that you can do in order to talk to them about it. But it really is a lot better if you just have one item.
Do you know how many emails people can have in their inbox on average? It’s 80. And I have some clients who go up to 400 emails a day that they get. So you really want to make sure that they have the ability to read it quickly, get the information that they need, but any timing that you have associated with it, make your first sentence exactly what it is you want from them. So if you have an action for them, then say, “By the way, hi Jane,” comma space.
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It is huge. It’s going to get more results for you andit’s a great way to be professional in your emails. The closing. This is really simple. It’s just indicating that your email is completeand some very simple closing lines are, can’t wait to talk to you. Thank you so much for your time. Warmest regards. Those are really good closings, so peopleknow we’re done. The signature. At the end of a professional email it’s reallyimportant to put your professional signature. Now, what exactly is that? That’s your name, it’s your title, the company.
It could even be the company address. I also like to put all my social media channels, so people have other opportunities to connect with me in different formats. So that’s a really good way, like a business card to end your email with. Review time. I bet you, you thought we were done after the signature, well we’re not, okay? It’s really critical that you do not hit that send button just yet.
Take the time to actually read your email, make sure that you have everything proper, clean it up a bit. Because a lot of times when we’re typing away and writing an email we can change our I’s for our my’s, or our of’s can be if’s, or sometimes we just start thinking in our head, but doesn’t necessarily come out properly on our email. So take the time, read it. I only know from experience, that’s my kryptonite, so I spend time drafting it, which really important.
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The next thing I want you to do is I would like for you to check the recipient, all right? It is so easy nowadays with our emails when they auto-populate based on commonalities of names, so you may have five Bill’s in your address book and they may even have close last names. Take a look, confirm you have the right recipient. It is, oh my goodness, I can’t even explain. When you send an email that you created to the wrong person, it’s panic. Now, hopefully, they’re in the same company, but if it’s to a different company, my goodness, that in itself, you’re going to have to retrace that and apologize and make sure and pray you had nothing important.
So do not make that mistake. Ensure you check the recipient’s name. Now that you know how to write a professional email, this is awesome. I want you to continue on this professional track by knowing how to work professionally, and part of that is projected. You probably execute tons of projects and maybe you know this or you don’t, but I promise you they exist, so you want to know how to do them well.
Really get rid of all of those things with risks and the stuff that’s going to just hinder you. Nice thing is, transferrable to anything else that you do in the organization, so please check it out.