Every business knows the importance of a good email. Learning how to email to fax is something most business owners have no trouble with, but sending the right text with the documents eludes some business owners. There are certain things that a business owner will have to remember when sending out professional emails. Without the right amount of forethought, it can be a bit difficult to get your point to a client. You will need to remember that there is a stark contrast between a personal and professional email. Below are some of the things that you will need to remember when sending a professional style email.
Text Shorthand is a Big No No
The first thing that you need to remember when sending a professional email is that using text shorthand is a bad idea. While this type of texting language makes it easier and faster to send an email, it looks very unprofessional. You will need to take the time to read your email once it is typed to make sure there are no grammatical errors and that makes sense. The time invested into proofreading your emails will be well worth it in the long run.
Usually, a client will get the wrong impression your business if you email a 14-year-old text. You need to focus on making your emails as professional and informative as possible. Neglecting to portray this professional image can lead to a variety of problems. While it may take some time to get your voice down in email form, the work you do will be more than worth it.
Short and to the Point
If you send a client a long winded email with a bunch of industry jargon, they will usually avoid reading it in its entirety. You need to remember that your clients have a lot going on and sitting around and reading a long-winded email will take away from the rest of their day. By getting to the point with your message, you will be able to get your point across without boring your client to tears in the process. Using few words is a great way to convey a message right away.
Most people want to spend as little time as possible reading over an email. This is why you need to put the main idea of what you want to convey in the beginning paragraph. Being concise with your emails can help you get your points across with ease.
Stay Positive
Another mistake that is commonly made by business owners is trying to handle negative situations over an email. If you are having a disagreement with a client or need to tell them some bad news, this is better done in person. Trying to handle these sensitive matters over an email can be a very bad idea and will usually lead to a number of additional issues. Instead of making this mistake, you will need to think long and hard about what you do and do not need to talk about over an email.
Is an Email Needed?
Some people go a bit overboard when it comes to sending emails. Before you send an email to one of your clients, you need to think about whether or not it is really needed. The last thing you want to do is annoy a client with emails that are pointless. Using this form of communication only when necessary can help you make your emails more impactful. The time you spend crafting informative emails to your clients will more than pay off in the long run.
With a bit of hard work and forethought, you will have no problem getting your message out through an email. Researching various email writing techniques can benefit you greatly in the long run.
Here are common things you should avoid in a professional email. Stay away from these things
Do this flight check before you fire off a business message.
- Hitting “reply all” – Do not reply to everyone who received an email unless it’s relevant to them.
- Forgetting to change the subject line – Every time you begin discussing a new topic, change the subject line of your email thread to make your conversations easy to locate in the future.
- Sarcastic humor.
- Any private matters – never assume that email is private.
- Racial or gender slurs.
- Lies about your company’s rivals.
- Saying “to whom it may concern”
- Details relating to product liabilities.
- Misspelling the name of the person or the company.
- Sending an email that is clearly copied + pasted.
- Emojis and abbreviations are generally unprofessional in business emails.
- Negative comments regarding your company’s executives. (someone else to forward accidentally.)
- Don’t assume that everyone reads email immediately.
- Never send an angry message via email.
- Never send an email message written in capital letters, LIKE THIS.
- Never forward jokes, spam, chain letters, or advertisements
- Do not use email for any illegal or unethical purpose
This goes without saying!
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