Emailing is one of the most common forms of communication in the workplace. On average, an employee could send around one hundred emails per day, according to some experts. Whether those emails are to send a reminder or just for general networking purposes, there is no doubt that emails are the backbone of workplace communication. With that being said, it is important to know how to effectively communicate to get things done efficiently and get your emails noticed and acted upon!
Here are a few tips on professional email communication:
- Be specific. Do not bog down your email with unnecessary detail, get to the point and be specific with your wording. Be clear and brief! People pay more attention to short, concise emails rather than ones that contain too many words.
- If your email contains a date, provide every detail. For example, say Wednesday, June 30th, 2021, instead of just “June 30”. Making sure these details are clear is essential to efficient communication, as a recipient or sender may have gotten a date mixed up and have, for example, thought June 30 was a Thursday.
- Make good use of subject lines. The subject line is easy to use to your advantage, as it is the perfect space to summarize your email while grabbing attention. Put any relevant information in that line in an eye-catching manner.
- If sending an email with multiple people, bold the name of the person whose attention you need before asking the question/providing the necessary information. This can draw the attention of said recipient and negate any unnecessary confusion. Putting important information in bold is helpful as well.
- Be polite! This is a given, but it is important to ensure that your email is professional and as polite as possible as to not accidentally offend anyone. It’s easy to be passive aggressive when frustrated with the person you are emailing, but it’s much more important that you remain professional.
- Proofread your emails. Best writing practices are essential to professional communication, so make sure you look over your email before sending to check spelling and grammar.